Terms of Service

We updated these terms on 17 August 2026 to recognise gym staff as a distinct kind of user with their own terms, and to explain how fees between a gym and its members work.

• New — admin assistants and facility trainers are now named as account types, with their own Staff Terms of Service.
• New — a section on cancellation and no-show fees, describing what the platform makes possible and leaving every choice to the individual gym.
• New — our subscription plans are named, and pricing is directed to what is shown at checkout rather than fixed in this document.

By accessing or using MyTrainerOS ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these terms, you may not access the Service.

These Terms apply to all users of the Service, including gym owners, trainers, gym staff, and members.

Three further documents sit under these Terms and apply according to who you are: the Trainer Terms of Service for gym owners and trainers running a business on the platform; the Staff Terms of Service for the admin assistants and facility trainers a gym invites; and the Client Terms of Service for members. Where one of those documents addresses a subject in more detail, read it alongside this one.

Account Creation

To use certain features of the Service, you must register for an account. You agree to:

• Provide accurate, current, and complete information
• Maintain and promptly update your account information
• Maintain the security of your password
• Accept responsibility for all activities under your account
• Notify us immediately of any unauthorized use

Account Types

MyTrainerOS offers different account types:

• Gym Owner: Manage facilities, staff, members, billing, and the gym's own settings
• Trainer: Create workouts, coach members, process payments
• Admin Assistant: A permission-limited front-desk role invited by an owner. Capabilities — for example member lookup, the schedule, or checkout — are granted individually by the owner, so two admin assistants at different gyms may be able to do quite different things
• Facility Trainer: A coach working at one or more of a gym's facilities, who may hold a different employment classification and a different pay rate at each
• Member: Log workouts, track nutrition, communicate with a coach

Admin assistants and facility trainers are also covered by the Staff Terms of Service. Staff accounts inherit the subscription plan tier of the gym they work for.

Our Plans (updated 17 August 2026)

MyTrainerOS is offered on three subscription plans — Starter, which is free, Coach Pro, and Studio. They differ in the number of members, locations, and staff accounts they allow, and in the features they include. You may move between them in either direction at any time.

The price you pay is the price shown to you at checkout and on your renewal notice, and that is the figure that governs. This document does not fix prices, because prices change and a stale figure in a legal document helps nobody. If what you were charged does not match what you were shown, contact us and we will sort it out.

Moving to a smaller plan does not delete anything. If you exceed the new plan's limits, records over the limit are deactivated and retained in full, and are restored exactly if you move back up. This is set out in the Trainer Terms of Service and the Data Retention Policy.

The paragraphs immediately below predate the plan structure described above. Where they conflict with it, the description above governs.

Trainer Subscriptions

Trainers pay a monthly subscription fee of $49/month for unlimited clients. Your subscription:

• Automatically renews monthly unless cancelled
• Can be cancelled at any time (no refunds for partial months)
• Includes access to all platform features
• Includes payment processing via Stripe (platform fee applies)

Client Payments

Clients pay their trainers directly through the platform. Trainers set their own pricing. MyTrainerOS charges a 10% platform fee on all client payments.

Payment Processing

Payments are processed securely through Stripe. You agree to Stripe's Terms of Service.

Refunds

Subscription fees are non-refundable except as required by law. Trainer-client payment disputes should be resolved between the parties.

MyTrainerOS provides the ability for a gym to charge a late-cancellation or no-show fee. Providing the ability is not the same as exercising it, and this section describes only what the platform makes possible. Every choice within it belongs to the individual gym.

• Whether fees exist at all. A gym may enable or disable fee charging entirely. Fee amounts start at zero, so a gym that changes nothing charges nothing.
• The amounts and the notice window. Set by the gym. They vary from gym to gym, and there is no platform-wide figure.
• Whether a prepaid session is forfeited. A separate setting from the fee. A gym may forfeit a session without charging, charge without forfeiting, do both, or do neither.
• Who charges. The gym is the merchant of record. A fee is a direct charge on the gym's own Stripe account, appearing on the member's statement under the gym's name.
• Our share. MyTrainerOS takes no share of a cancellation or no-show fee.
• Who must disclose. The gym must disclose its fee policy to its members before that policy applies to them. That obligation sits with the gym, and the Trainer Terms of Service state it as a condition of using the feature.

Members: questions about a fee — whether it should have applied, and whether it can be waived or refunded — go to your gym, which set the policy and received the money. The Client Terms of Service explain this from your side.

The same division applies to a gym's other member-facing charges: memberships and packages, appointment checkout, and any physical goods a gym sells in person. The gym sets its prices and its terms; we provide the software that records and processes the transaction.

Your Content

You retain ownership of all content you submit to MyTrainerOS, including workout logs, nutrition data, photos, and messages. By submitting content, you grant us a license to:

• Store, process, and display your content to provide the Service
• Share your content with your trainer or clients as applicable
• Use anonymized, aggregated data for analytics and improvement

Prohibited Content

You agree not to upload or share content that:

• Violates any law or regulation
• Infringes on intellectual property rights
• Contains malware or viruses
• Is harassing, abusive, or threatening
• Contains explicit sexual content
• Promotes dangerous health practices

If you are a trainer using MyTrainerOS, you agree to:

• Maintain appropriate certifications and insurance
• Provide services in accordance with professional standards
• Screen clients for health conditions and obtain necessary waivers
• Not provide medical advice (refer clients to physicians when appropriate)
• Maintain client confidentiality
• Comply with all applicable laws and regulations
• Respond to client inquiries in a timely manner

Independent Contractors

Trainers are independent contractors, not employees of MyTrainerOS. You are responsible for your own taxes, insurance, and legal compliance.

If you are a client using MyTrainerOS, you agree to:

• Consult with a physician before beginning any exercise program
• Inform your trainer of any health conditions, injuries, or limitations
• Follow proper exercise form and safety guidelines
• Use equipment appropriately and safely
• Not hold MyTrainerOS liable for injuries sustained during training

Health Disclaimer

Important: MyTrainerOS is a software platform, not a medical service. Always consult with a qualified healthcare professional before starting any fitness or nutrition program. Stop exercising immediately if you experience pain, dizziness, or shortness of breath.

AI-Generated Content

MyTrainerOS uses artificial intelligence to provide coaching suggestions, workout recommendations, nutrition analysis, meal plans, program design, readiness scores, and other features. You acknowledge and agree that:

• Not Medical Advice: AI-generated recommendations are for informational and educational purposes only. They do not constitute medical, nutritional, or therapeutic advice
• Not a Substitute for Professional Guidance: AI outputs should be reviewed by your trainer or a qualified professional before acting on them. Always consult with a physician before starting or modifying any exercise or nutrition program
• Accuracy Not Guaranteed: AI models may produce inaccurate, incomplete, or inappropriate recommendations. MyTrainerOS does not guarantee the accuracy, reliability, or suitability of AI-generated content
• User Responsibility: You are solely responsible for decisions made based on AI-generated content, including workout selection, nutrition choices, and exercise form
• Trainer Override: Your human trainer always has final authority over your training plan. AI suggestions are tools to assist trainers, not replace them

AI Data Processing

When you use AI features, your data is processed as follows:

• Voice Logging: Voice recordings are transcribed by Deepgram and immediately discarded after processing. Transcriptions are stored as text only
• Photo Nutrition: Meal photos are processed for food recognition. Photos are stored until you delete them; recognition results are stored as structured data
• Coaching Chat: Conversations with the AI coach are processed by Anthropic Claude. Your trainer methodology and client context inform AI responses
• Program Generation: AI-generated workout programs are validated against evidence-based sports science rules before delivery
• Body Composition Analysis: Progress photos analyzed by AI provide estimates only and should not be used for medical or clinical purposes

All AI processing occurs server-side. Your API keys and raw data are never exposed to the client application.

AI Limitations

MyTrainerOS AI features have inherent limitations:

• AI cannot assess physical form or technique through text-based interactions
• Nutrition estimates from photos have varying accuracy depending on image quality and food complexity
• AI readiness and recovery scores are estimates based on available data and should not replace how you feel
• Wearable calorie burn estimates are not displayed due to research showing significant inaccuracy

The Service and its original content, features, and functionality are owned by MyTrainerOS and are protected by copyright, trademark, and other intellectual property laws.

You may not:

• Copy, modify, or create derivative works of the Service
• Reverse engineer or decompile the software
• Remove or alter any copyright or proprietary notices
• Use the MyTrainerOS name or logo without permission

We may terminate or suspend your account immediately, without notice, for:

• Violation of these Terms
• Fraudulent or illegal activity
• Non-payment of fees
• At our sole discretion

Upon termination:

• Your right to use the Service will cease immediately
• You will lose access to your account and data
• We may delete your data in accordance with our Privacy Policy
• You remain responsible for any outstanding fees

You may cancel your account at any time from the Settings page.

Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. WE DISCLAIM ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO:

• Warranties of merchantability and fitness for a particular purpose
• Warranties that the Service will be uninterrupted or error-free
• Warranties regarding the accuracy or reliability of information

Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, MYTRAINEROS SHALL NOT BE LIABLE FOR:

• Indirect, incidental, special, or consequential damages
• Loss of profits, data, or goodwill
• Injuries sustained during exercise or training
• Disputes between trainers and clients

OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE PAST 12 MONTHS, OR $100, WHICHEVER IS GREATER.

You agree to indemnify and hold MyTrainerOS harmless from any claims, damages, losses, liabilities, and expenses (including attorney fees) arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any rights of another party
• Injuries or damages resulting from your training services (trainers)

Governing Law

These Terms shall be governed by the laws of the State of California, without regard to conflict of law provisions.

Arbitration

Any disputes arising from these Terms shall be resolved through binding arbitration in accordance with the American Arbitration Association rules, except that you may assert claims in small claims court if they qualify.

Class Action Waiver

You agree to resolve disputes individually and waive the right to participate in class actions or class arbitrations.

We reserve the right to modify these Terms at any time. We will notify users of material changes by email or in-app notification at least 30 days before they take effect.

Your continued use of the Service after changes take effect constitutes acceptance of the new Terms. If you do not agree to the new Terms, you must stop using the Service and cancel your account.

If you have questions about these Terms, please contact us:

• Email: legal@mytraineros.com
• Website: https://www.mytraineros.com/help