Staff Terms of Service

This document is new as of 17 August 2026. It was written because gym staff — front-desk admin assistants and trainers working at a facility — did not previously have terms of their own, and the trainer and member documents did not fit them properly.

It covers what the platform holds about you, who at your gym can see it, and what you are responsible for when you work with members' information.

These Staff Terms of Service ("Staff Terms") govern the use of MyTrainerOS by people who work for a gym or training business that uses our platform ("Staff", "you", "your"). They supplement our general Terms of Service.

They apply to you if your gym invited you into its MyTrainerOS account as either of the following:

• An admin assistant — a front-desk role with a limited, specific set of permissions granted by the owner.
• A facility trainer — a coach working at one or more of the gym's facilities.

If you own the business, the Trainer Terms of Service apply to you instead. If you are training at a gym as a customer, the Client Terms of Service apply to you.

These terms are not your employment agreement. Your pay, hours, classification, schedule, and job duties are matters between you and the business that employs or engages you. MyTrainerOS is the software your employer uses to run the gym. Nothing here creates an employment relationship between you and MyTrainerOS, and nothing here changes the one you have with your employer.

You should know what is recorded about you, and who can see it.

Identity and role

• Your name, email address, and account credentials.
• Your role — admin assistant or trainer — and the facilities you are attached to.
• Certifications and credentials you record.

Permissions

Your owner grants your capabilities individually. An admin assistant may be given member lookup, the schedule, checkout, or some combination — the set differs from gym to gym, and you can only reach what you have been granted. If something you expect to use is not there, that is a permission your owner has not granted, and your owner is who can change it.

Employment classification and pay rate

• Your classification at each facility — employee or contractor — as entered by your employer.
• Your pay rate at each facility, as set by your employer.
• If you work at more than one facility for the same business, these can differ at each one. The platform supports that deliberately, because it is common.

Two things about this are important. First, pay rates are visible only to the owner. This is enforced by the database itself, not merely hidden in the interface: other staff cannot see your rate, and you cannot see theirs. Second, MyTrainerOS does not decide, verify, or advise on your classification. We record what your employer enters. Whether that classification is correct under the employment and tax law that applies to you is a question for you, your employer, and if necessary the relevant authority or your own advisor — not something our software has determined by storing a value in a field.

Time-clock records

If your gym uses the time clock, we record:

• Each clock-in and clock-out, with its time.
• Who recorded each entry — so an entry made on your behalf by a manager is distinguishable from one you made yourself. This protects you as much as it does your employer.
• Where your employer has set up a geofenced facility, the location captured at clock-in, used to confirm you were at the facility.

Location is captured at clock-in for attendance verification. It is not continuous tracking, and the platform does not follow your location between clock-ins. Your employer decides whether to use geofencing at all, and your employer is responsible for telling you it is in use and for meeting any notice or consent requirement in your jurisdiction. If you have not been told and this is the first you are learning of it, ask your employer.

Your role gives you access to information about real people who did not choose you personally — they joined a gym. Treat it accordingly.

• Look only at what you need. Having a permission is not a reason to use it. Do not look up a member out of curiosity, on someone else's behalf, or for any reason unconnected to your work.
• Keep it confidential. Member health, fitness, contact, and payment information is confidential. Do not discuss it outside the gym, do not post it, do not photograph a screen showing it, and do not share it with anyone — including another member, a family member, or a former colleague — without the member's authorization.
• Do not take it with you. Exporting, copying, screenshotting, or otherwise removing member data for your own use, or to take to another employer, is prohibited and may also breach your agreement with your employer and the law.
• Health data stays out of marketing. You may not use members' health or fitness information — workouts, nutrition, wearable metrics, body composition, wellness check-ins, adherence, readiness, or anything derived from them — to build a marketing list, to target a campaign, or to prioritise sales outreach. The platform does not offer this, and you may not construct it by hand.
• Stay within your scope. Do not give medical advice, diagnose a condition, or provide medical nutrition therapy. If you are a trainer, work within the credentials you actually hold. If you are an admin assistant, coaching questions belong with a coach.
• Your access is logged. Access to member records is recorded. This is normal, it exists to protect members, and it means misuse is discoverable.

If your role involves coaching or communicating with members, you may see AI-drafted content — a suggested reply to a member's check-in, a draft program, a suggested progression, or marketing copy.

• Nothing AI-drafted reaches a member until a coach approves it. If a draft is in your queue, you are that person. Read it before you send it.
• You are accountable for what you send. Approving a draft makes it your message. If a suggestion looks wrong, unsafe, or simply not right for that member, edit it or discard it.
• AI suggestions are advisory. Progression and volume suggestions support your judgement; they do not replace it and they do not override a member's stated pain, injury, or limitation.
• The AI & Algorithmic Transparency Notice describes every AI feature, what data it uses, and its limitations.

Your staff account exists inside your employer's MyTrainerOS account. It can be switched off in two ways, and neither one deletes your records.

• Your owner can deactivate you at any time — for example when you leave, or if they suspend your access. Deactivation removes your access immediately.
• A plan change can deactivate you. If your employer moves to a smaller subscription plan that allows fewer staff accounts than they currently have, accounts over the limit are deactivated. If your employer moves back up to a larger plan, those accounts are restored exactly as they were.

Two consequences worth stating plainly:

• Deactivation is not deletion. Your records — your role, your history, your time-clock entries — are retained, not erased, and are restored intact if your account is reactivated.
• A suspension survives a plan change. If your owner had already suspended you before a plan change, moving back up to a larger plan does not reinstate you. The owner's decision stands until the owner changes it.

Your capabilities also depend on your gym's subscription plan: staff accounts inherit the plan tier of the gym they work for. If your gym's plan includes a feature, your role can use it subject to the permissions your owner granted; if your gym moves to a plan that does not include it, it becomes unavailable to you too.

Your own rights in your own personal data are unaffected by all of this — see below.

You are a person with data rights, not only a user of your employer's software.

• Access — you may request a copy of the personal data we hold about you.
• Correction — you may correct inaccurate personal information. Note that fields your employer owns, such as your pay rate and classification, are corrected by your employer, not by us.
• Export — you may request your data in a machine-readable format.
• Deletion — you may request deletion of your personal account. Records your employer must keep for its own legal obligations, such as time-clock and payroll-related records, may be retained by your employer for the periods the law requires. Our Data Retention Policy sets out the periods.

To exercise these rights, use Settings > Privacy & Consent in the app, or email privacy@mytraineros.com.

Our Privacy Policy describes how we handle personal data generally, including the encryption and access controls that protect it.

If you disagree with your employer about your pay rate, your classification, your hours, a time-clock entry, or your access being removed, that is a dispute with your employer, and MyTrainerOS cannot resolve it. We do not adjudicate employment matters, we do not change an employer's records on a staff member's request, and we do not restore access an owner has removed.

What we can do is respond to a request about your own personal data under the rights described above. If you need a record of what the platform holds, ask us for it.

For questions about these Staff Terms:

• General: support@mytraineros.com
• Privacy and data rights: privacy@mytraineros.com
• Legal: legal@mytraineros.com — subject line "Staff Terms Inquiry"