Client Terms of Service

We updated these terms on 17 August 2026 to explain features your gym may now be using. Your gym sets up MyTrainerOS its own way, so much of what follows is written as "your gym may". Where you see that, it means the choice belongs to your gym and it may well be switched off.

• New — late-cancellation and no-show fees: whether they apply at all is your gym's decision, who charges you, and how a forfeited session is a separate matter from a fee.
• New — saving a card with your gym, in-person purchases, and your member ledger.
• New and reassuring — if your gym changes its subscription plan, your data is not deleted.
• New — check-in codes, referral links, satisfaction surveys, and who can see your messages.
• New — marketing from your gym, and the two ways to stop it.
• Clarified — your wearable daily summaries are stored on our servers. Our Health Data Privacy Policy now says so plainly.

A note on wording: older sections of this document call you a "Client" and newer ones call you a "member". They mean the same person — you, the person training at the gym.

These Client Terms of Service ("Client Terms") govern the use of MyTrainerOS by individuals working with a personal trainer, gym, or fitness coach ("Client", "member", "you", "your"). They supplement our general Terms of Service.

By accepting an invite from a trainer or creating a Client account, you agree to these Client Terms.

Your gym may charge a late-cancellation or no-show fee. Whether a fee applies at all, how much it is, and how much notice you must give are set by your gym — not by MyTrainerOS. Many gyms charge nothing. The platform starts with fee amounts set to zero, so nothing is charged unless your gym deliberately configures a fee and turns fee charging on.

Forfeiting a session is a separate matter

Charging a fee and forfeiting a prepaid session are two independent settings, and your gym chooses each one on its own. Your gym may forfeit a session without charging you anything, charge you without forfeiting a session, do both, or do neither. Do not assume that because one happened, the other did.

Who charges you

• Your gym charges you, not MyTrainerOS. If a fee applies, it is charged to the payment method you have saved with that gym, processed through Stripe. Your gym is the merchant of record, so the charge appears on your statement under your gym's name.
• MyTrainerOS takes no share of that fee. The money goes to your gym.
• Questions and disputes go to your gym first. They set the policy, they received the money, and they can waive or refund it. If your gym waives a fee, the waiver is recorded on your ledger.

What you should expect from your gym

Your gym is responsible for telling you its cancellation policy before any fee applies to you — what the fee is, when it applies, how much notice you must give, and whether a session is forfeited. If you have not been told, ask before you save a card. If you believe you were charged without having been told, raise it with your gym; our support team can explain what the platform recorded, but the policy and the money are your gym's.

• Card on file. You may save a payment method with a specific gym or trainer. It can then be used for booking and checkout, for any fee your gym has configured, and for subscriptions you have agreed to. Saving a card with one gym does not save it with another.
• Buying things in person. If your gym sells physical goods, purchases and returns are recorded and receipted, and appear alongside the rest of your account activity.
• Your ledger. Your gym keeps a running record of what you have been charged, what you have paid, your balance, any credits, and any fees waived. You can see your own ledger.

Your gym pays MyTrainerOS for its own subscription, and it may move to a larger or smaller plan at any time. This matters to you only in one respect, and the answer is reassuring.

Your data is not deleted when your gym changes plan. If your gym moves to a smaller plan that allows fewer members than it currently has, some records are deactivated — hidden from day-to-day use and no longer counted against the plan. Deactivation is not deletion. Everything is retained in full, and if your gym moves back up to a larger plan, it is restored exactly as it was.

Your workouts, nutrition logs, health data, progress photos, messages, and ledger belong to your account and survive your gym's billing decisions. Data is deleted when you delete your account or ask us to delete your data — the routes described in "Your Data Rights" below — and not because of a change to somebody's subscription.

• Check-in codes. Your gym may give you a code for checking in at a kiosk. We store only a scrambled, one-way version of that code — neither we nor your gym can read it back or look it up, so a forgotten code is replaced rather than recovered. Repeated wrong entries lock check-in for a while, which protects your account from someone guessing.
• Referral links. If you share a referral link, we count how many times it is viewed, clicked, and signed up through, so your gym can credit you. This tracks the link, not the people who click it beyond their own sign-up.
• Satisfaction surveys. Your gym may send you a one-question survey. If you answer, your score and any comment you write are visible to your gym. If you would rather your coach not see a comment attached to you, you can simply not add one.
• Messages. Messages between you and your coach are stored so you both have the record. Your gym — your coach's employer — can see them. They are not sold, and they are not used for advertising. Coaching messages are not a confidential or privileged channel: they are a work record at a business. Do not use them for anything you would not want your gym to read.
• Form-review video. If you record an exercise video for review, your coach — a person — watches it and annotates it. It is shared with your coach and your gym for coaching, and with no one else.

Your gym may use MyTrainerOS to send you email newsletters, campaigns, or text messages. Some gyms do, some never do. When you receive one, your gym is the sender — it chose the audience and wrote or approved the content. Your gym is responsible for contacting you lawfully, including obtaining your agreement before sending marketing texts.

How to stop it:

• Text messages — change your preferences on the SMS preferences page in the app, or reply STOP to any marketing text.
• Email — use the unsubscribe link in any marketing email.

Opting out of marketing does not stop the messages you actually need: appointment confirmations, receipts, account and security notices, and replies from your coach.

Your health data is never used for marketing. Your workouts, nutrition, wearable metrics, body measurements, wellness check-ins, and any score calculated from them are not used to decide who receives a marketing message, to build audiences, or to prioritise sales outreach — not by us and not by your gym through our tools.

When you use MyTrainerOS as a Client, three parties are involved:

• You (the Client) — You own your personal data and have full rights to access, correct, export, and delete it.
• Your Trainer — A personal trainer, gym owner, or coach who provides fitness services to you. Your trainer is the data controller for your data within their roster.
• MyTrainerOS (the Platform) — We provide the technology platform that hosts your data and powers AI features. We act as a data processor for your trainer.

This relationship is defined in the trainer's Trainer Terms of Service, which require trainers to obtain your informed consent before adding you to the platform.

As a Client, you have the following rights regarding your personal data:

• Access — View all data your trainer has collected about you in the app
• Correction — Edit your profile, fitness data, and preferences directly in Settings
• Export — Download a complete copy of your data via Settings > Privacy & Consent > Export My Data
• Deletion — Permanently delete your account and data via Settings > Privacy & Consent > Delete Account
• Consent Management — Grant or revoke consent for individual data categories at any time in Settings > Privacy & Consent
• Withdraw from Trainer — End your coaching relationship at any time. Your data does not automatically transfer to a new trainer; you control sharing.
• Lodge a Complaint — Contact us at privacy@mytraineros.com if you believe your privacy rights have been violated.

MyTrainerOS uses artificial intelligence (AI) to enhance your coaching experience. By using the platform, you acknowledge:

• AI is not a substitute for professional advice. AI-generated coaching, workout programs, nutrition suggestions, and insights are tools to support — not replace — qualified human professionals (your trainer, your physician, a registered dietitian).
• AI may be inaccurate. AI responses are generated based on patterns in training data and may produce inaccurate, incomplete, or inappropriate recommendations. Always apply your own judgment.
• AI cannot diagnose or treat medical conditions. If you have a medical condition, injury, or concern, consult your physician before following AI-generated advice.
• AI nutrition information is general. The platform's AI provides general nutrition information only — not medical nutrition therapy. For dietary advice related to medical conditions (diabetes, kidney disease, eating disorders, etc.), consult a registered dietitian.
• AI food recognition is approximate. Calorie and macro estimates from food photos are estimates. AI cannot reliably detect allergens or hidden ingredients. Never rely solely on AI for allergen detection.
• You can opt out. You can disable AI features at any time in Settings > Privacy & Consent > AI-Powered Features.

Your coach approves anything AI writes to you. No AI-drafted message reaches you without a human coach reviewing and approving it first. When the platform drafts a reply to one of your check-ins, it goes into your coach's queue, not to you. Your coach can edit it, discard it, or write something else entirely. The AI & Algorithmic Transparency Notice explains this and every other AI feature in full.

MyTrainerOS is a fitness technology platform, not a medical provider. Workouts, nutrition information, and AI-generated recommendations provided through this platform are for informational and educational purposes only.

• Consult your physician before starting any exercise program, making significant dietary changes, or if you have any health concerns.
• Stop immediately if you experience pain, dizziness, shortness of breath, chest discomfort, or other concerning symptoms during exercise. Seek medical attention.
• Inform your trainer of any changes to your health status, injuries, or medications.
• You assume the risks of exercise and fitness activities. See the digital waiver provided by your trainer for the complete acknowledgment of risk.

To the maximum extent permitted by applicable law:

• MyTrainerOS is not liable for damages arising from your reliance on AI-generated content, including but not limited to coaching advice, workout programs, nutrition suggestions, food recognition, and progress reports.
• MyTrainerOS provides AI features "AS IS" without warranties of accuracy, completeness, fitness for a particular purpose, or non-infringement.
• Your trainer is responsible for reviewing AI-generated programs and insights before incorporating them into your coaching plan. Communicate with your trainer about any AI output that seems inappropriate.
• If you experience an adverse outcome related to AI advice, consult your physician and notify your trainer and our support team at safety@mytraineros.com.

We collect and process your data only with your explicit consent. You may grant or withdraw consent for individual categories at any time:

• Health data collection (workout, nutrition, body composition)
• AI processing (coaching, programs, insights)
• Third-party sharing (Anthropic for AI, Deepgram for voice, Stripe for payments)
• Wearable device sync
• Progress photos
• Voice processing
• Marketing communications, including text messages

Your gym also holds records about your membership that are part of running its business rather than optional consents — your bookings and attendance, your ledger and payment history, and any fees charged or waived. These are kept for as long as the retention periods in our Data Retention Policy allow, including where tax law requires a financial record to be kept after your account is closed.

For complete details, see our Privacy Policy and Health Data Privacy Policy.

You may terminate your Client account at any time via Settings > Delete Account. After a 72-hour cooling-off period, your data will be permanently deleted (with limited exceptions for legal compliance).

If your trainer terminates services or removes you from their roster, your account will not automatically be deleted. You may continue using the platform with a different trainer or delete your account.

For questions about these Client Terms:

• General: support@mytraineros.com
• Privacy: privacy@mytraineros.com
• Safety concerns: safety@mytraineros.com