Trainer Terms of Service

We updated these terms on 8 October 2026 to set out who is responsible for members' health data, and what you must do with any copies you keep.

• Changed — MyTrainerOS, not your gym, is responsible for the data members enter in the app. Members choose which kinds of health data you can see.
• New — you are solely responsible for copies you keep outside the app, such as downloads, printouts and screenshots.
• New — when a member deletes their account, we tell you, and you must delete any copies of their health data you keep.
• New — HIPAA covered entities may not use MyTrainerOS.

We updated these terms on 17 August 2026 to cover features that are now live. Because gyms configure the platform differently, these terms describe what the platform can do and leave the choices to you. Where a section says "you may", it means exactly that — the setting is yours, and it may well be switched off.

• New — cancellation and no-show fees, session forfeiture, card on file, in-person retail, and the member ledger, including who is the merchant of record.
• New — what happens to your data when you change subscription plan: records are deactivated, never deleted.
• New — your staff. Admin assistants and facility trainers now have their own Staff Terms of Service, and this document sets out your obligations as their employer.
• New — your responsibility for lawful use of the marketing tools, including email and text messaging.
• New — connecting your own QuickBooks account, and what that does and does not send.

These Trainer Terms of Service ("Trainer Terms") govern the use of MyTrainerOS by personal trainers, gym owners, fitness coaches, and wellness professionals ("Trainer", "you", "your"). They supplement our general Terms of Service.

By creating a Trainer account, you accept these Trainer Terms and agree to comply with them in your use of the platform.

Three other documents sit alongside this one, and you should know which applies to whom: the Staff Terms of Service govern the admin assistants and trainers you invite to work at your facilities; the Client Terms of Service govern your members; and the general Terms of Service govern everyone.

You may not use MyTrainerOS if you are a "covered entity" under HIPAA — for example a physical therapy or chiropractic practice that bills health insurance electronically — or to provide services to one as its "business associate". MyTrainerOS is not built to hold protected health information, and we do not sign business associate agreements.

If your business becomes a covered entity, stop entering member data and tell us at legal@mytraineros.com.

MyTrainerOS can charge a member a late-cancellation or no-show fee on your behalf. Whether it ever does is entirely your decision, and the platform ships configured to charge nothing.

What you control

• Whether fees are on at all. A single master switch enables or disables fee charging for your gym. Turning it off stops fees from being charged regardless of any amount you have configured, so you can suspend charging without losing your settings.
• The amounts. You set the late-cancellation amount and the no-show amount. They start at zero. A zero amount charges nothing, so no member is charged until you deliberately set a figure.
• The notice window. You decide how far in advance a member must cancel before a cancellation counts as late.
• Whether a prepaid session is forfeited. This is a separate setting from the fee, and deliberately so. You may forfeit a session without charging anything, charge without forfeiting a session, do both, or do neither. Neither setting implies the other.
• Whether to waive. You can waive a fee. A waiver is recorded on the member's ledger so both of you have the history.

Who charges, and who is responsible

• You are the merchant of record. A fee is charged by your business to the member's saved payment method through Stripe Connect, as a direct charge on your Stripe account. It appears on the member's statement under your business's name, not ours.
• MyTrainerOS takes no share of a cancellation or no-show fee. The full amount is yours, and the chargeback, refund, and dispute obligations are yours with it.
• You must disclose your fee policy to your members before it applies to them. This is your obligation, not ours, and it is the one most likely to cause you trouble if you skip it. Tell members what the fee is, when it applies, how much notice they must give, and whether a session is forfeited — before the first fee is charged. Many jurisdictions require clear advance disclosure and consent before charging a stored payment method, and consumer-protection regulators treat a surprise charge as an unfair practice.
• You are responsible for the fairness and legality of your own policy, including any limits your state, your landlord, your franchise agreement, or your membership contracts place on it.

[COUNSEL/FOUNDER: confirm whether we should require owners to affirmatively acknowledge the disclosure obligation in-product before the fee toggle can be enabled, and whether any state requires a specific form of advance notice for stored-card charges. Not asserted here either way.]

• Card on file. A member may save a payment method with your business. You may then use it for appointment checkout, for fees you have configured, and for subscriptions the member has agreed to. You may not charge a saved card for anything the member has not been told about.
• In-person sales. If you sell physical goods at your facility, you may use the point-of-sale features to record sales, issue receipts, process returns, and track stock. Purchases appear on the member's ledger alongside their other activity.
• The member ledger. Each member has a running record of charges, payments, balances, credits, and waived fees at your gym. Members can see their own ledger. Keeping it accurate is part of running your business well, and an inaccurate ledger is a dispute waiting to happen.
• Tax, licensing, and sales-tax obligations for anything you sell are yours. We provide the software that records the transaction.

If your plan allows it, you may invite other people to work in your MyTrainerOS account. Two kinds of staff account exist, and they are not the same thing.

• Admin assistants. A permission-limited front-desk role. You invite them and you choose which capabilities they get — for example member lookup, the schedule, or checkout. They cannot see what you have not granted.
• Facility trainers. Coaches who work at one or more of your facilities. A trainer may work at several facilities with a different employment classification — employee or contractor — and a different pay rate at each.

Your obligations as their employer

• Classification is your call and your risk. You decide whether someone is an employee or a contractor at each facility, and you are responsible for that decision being correct under the employment, tax, and wage-and-hour law that applies to you. MyTrainerOS records the classification you enter. It does not determine, verify, or advise on it, and the field being present in our software is not our opinion about the answer.
• Pay rates are visible only to you. The platform enforces this in the database, not just in the interface: a staff member cannot see another staff member's rate, and cannot see the rate you set for them at a facility other than through what you tell them. Being technically hidden does not discharge whatever disclosure your law requires — pay transparency obligations remain yours.
• Time-clock records. If you use the time clock, we record each entry, when it was made, who recorded it, and — where you have enabled a geofenced facility — the location captured at clock-in. Location is captured for attendance verification only. You are responsible for telling your staff that you are recording it, and for any consent your jurisdiction requires before you track an employee's location.
• You may deactivate a staff account at any time. Deactivation removes access; it does not erase their records.
• Your staff have their own terms. The Staff Terms of Service tell them what the platform holds about them. Inviting someone does not waive their rights in their own personal data.

MyTrainerOS offers Starter, Coach Pro, and Studio plans. Starter is free. You may move between them at any time, in either direction.

Moving to a smaller plan

If you move to a plan that allows fewer members, locations, staff accounts, or less branding than you are currently using, the records over the new limit are deactivated. They are never deleted.

• Deactivated records are hidden from everyday use and stop counting against your plan limit. The underlying data is retained in full.
• If you move back up, they are restored exactly as they were — the same members, the same locations, the same staff, the same branding. You do not re-enter anything and you do not lose history.
• A staff member you had already suspended stays suspended. Moving down and back up does not quietly reinstate someone you deliberately turned off. Your decision outranks the plan change in both directions.
• Your members' own data — their workouts, nutrition, health data, messages, and ledger — is untouched by your plan change. Deactivating a member's place on your roster is not deleting the member.

Deleting data is a separate, deliberate act: an account deletion request, or a data-deletion request from the person the data is about. Changing plan is not one of those, and we do not treat it as one.

Staff accounts inherit your gym's plan tier. If you are on Studio, an admin assistant you invite works with Studio-tier capability while they are on your team.

Your plan may include tools to market to your members and prospects: email campaigns and newsletters, text messaging, lead capture forms, and an AI Content Studio that drafts copy for you. Using any of them is optional.

• You are the sender. Every message these tools deliver goes out on your behalf, to an audience you chose, with content you wrote or approved. In law and in practice, it is your message.
• You are responsible for lawful use. That includes the CAN-SPAM Act for commercial email — accurate sender and subject lines, a valid physical postal address, a working unsubscribe honoured promptly — and the Telephone Consumer Protection Act (TCPA) and its state equivalents for text messaging, which generally require prior express written consent before you send marketing texts, honouring opt-out keywords, and observing quiet hours. The platform captures text-message consent and offers members a preferences page, but capturing consent is not the same as having obtained it lawfully, and the obligation is yours.
• Do not market on the basis of health data. You may not use members' health or fitness data — workouts, nutrition, wearable metrics, body composition, wellness check-ins, adherence, readiness, or anything derived from them — to build a marketing audience, to segment or target a campaign, or to prioritise sales outreach. The platform does not offer this and you may not attempt to construct it by exporting data and reimporting it as a marketing list. This restriction comes from the Apple Health and Google Health Connect terms as well as from our own rules, and breaching it puts the app's store listings at risk, not only your compliance position.
• AI-drafted copy is a draft. Content the AI Content Studio produces is yours to edit and approve before it is sent, and yours once sent.

You may connect your own Intuit QuickBooks account. If you do:

• Your transaction records — sales, payments, fees, and refunds — are sent to your QuickBooks account as accounting journal entries.
• No member health or fitness data is sent. Not workouts, not nutrition, not wearable metrics, not body measurements, not messages. The integration carries financial records only.
• You initiate this sharing and you control it. Once data reaches your QuickBooks account it is governed by your agreement with Intuit, not by ours with you. Disconnecting stops future syncing; it does not reach into QuickBooks and remove what is already there.
• The credentials that authorize this connection are stored encrypted.

MyTrainerOS is responsible for the personal and health data that members enter in the app. Under Washington's My Health My Data Act and similar laws, we are the "regulated entity" or "controller" for that data.

Members decide what you can see. Each kind of health data — for example workouts, body measurements or health screening — is shared with you only if the member allows it, and the member can withdraw that permission at any time. When they do, the app stops showing it to you.

For data a member shares with you, you are a third party: you receive it to coach and serve that member, and you are responsible for how you use it under the law that applies to you and these terms. Health information that you or your staff enter about a member — for example session notes, injuries or measurements taken at your gym — is that member's health data too, and these terms apply to it in the same way.

If you act on our behalf

To the extent you collect or process a member's health data on our behalf, these instructions are binding on you:

• Process it only to provide that member the services they asked for through MyTrainerOS, and only within the permissions the member has given in the app.
• Do not sell it, use it for advertising or marketing, or combine it with other data for any other purpose.
• Give access only to staff who need it to serve that member, and make sure they are bound to keep it confidential.
• Keep it secure, at least to the standard in "Copies You Keep Outside MyTrainerOS".
• Do not pass it to anyone else, including a contractor, without our written consent.
• Help us answer a member's request to see, correct or delete their data within 10 days of our asking.
• Delete it when we tell you to, and confirm that you have if we ask.
• Tell us at privacy@mytraineros.com without unreasonable delay, and within 72 hours, after you learn that anyone has accessed it without authorization.

Inside MyTrainerOS, we secure member data and delete it when we must. Anything you take out of the app — a download, a printout, a screenshot, a photo of the screen, or notes copied somewhere else — is held by you, not by us.

• You are solely responsible for securing it, and for any loss, unauthorized access or misuse once it has left the app.
• Secure means at least: paper kept locked away; files kept only on devices and accounts that are protected by a passcode or password and encrypted; and access limited to staff who need it.
• Keep it only as long as you need it to serve the member or to meet a legal duty of your own, and use it only for that.
• If you want your own record of a member's health screening or medical clearance, make it when the member completes it. A member can delete their account at any time. We do not delay a deletion so that you can make a copy, and the law does not allow us to.
• Your staff's handling of these copies is your responsibility.

When a member's account is deleted, we delete their data from MyTrainerOS. If the member had shared health data with you, we also tell you, in the app and by email.

When you receive that notice, you must, without unreasonable delay and within 30 days, delete every copy of that member's health data that you or your staff hold outside MyTrainerOS — including exports, printouts, downloaded files, screenshots and notes. This is a legal requirement, not a courtesy.

You do not need to do anything about the data inside MyTrainerOS; we delete it.

As a Trainer using MyTrainerOS, you agree to:

• Respect Members' Sharing Choices — Members give their permission to share health data with you in the app, one kind of data at a time. Do not ask a member to give you that data some other way to get around a choice they made there.
• Honor Deletion Requests — If a member asks you to delete their data, point them to Settings > Delete Account, and delete your own copies when you receive our notice (see "When a Member Deletes Their Account").
• Maintain Confidentiality — Treat all client health, fitness, and personal data as confidential. Do not share it with third parties without the client's explicit authorization.
• Comply with Applicable Law — Comply with all applicable laws regulating personal trainers, fitness coaches, and health information in your jurisdiction (e.g., scope of practice laws and nutrition licensure laws).
• Practice Within Your Scope — Provide only services for which you are qualified and credentialed. Do not provide medical advice, diagnose conditions, or perform medical nutrition therapy unless you hold the appropriate license.
• Maintain Insurance — Maintain professional liability insurance appropriate for personal training and coaching services.
• Respect AI Disclaimers — Communicate clearly to clients that AI-generated coaching, programs, and insights are tools to support your professional judgment — not substitutes for it.

You shall NOT:

• Sell, rent, or trade client personal information or health data
• Use client data for advertising or marketing unrelated to your services
• Share client data with insurers, employers, or other third parties without explicit client consent
• Use AI-generated insights to make decisions that adversely affect clients (e.g., terminating service based on adherence scores) without human review
• Disclose client conversations, progress photos, or health data on social media or marketing materials without explicit written consent
• Retain client data after the client has terminated your services without continued legitimate business need
• Use the platform to provide medical advice, diagnose conditions, or perform clinical interventions

MyTrainerOS provides general nutrition information features, including AI-generated meal suggestions and macro tracking. As a Trainer, you acknowledge:

• Nutrition counseling for medical conditions (e.g., diabetes, kidney disease, eating disorders) generally requires licensure as a Registered Dietitian (RD/RDN), Licensed Dietitian (LD), or equivalent in many jurisdictions.
• You may not provide individualized medical nutrition therapy (MNT) unless properly licensed.
• You may not represent yourself as a "dietitian", "nutritionist", "RD", "RDN", or "LD" unless you hold that credential.
• 13 US states currently restrict the practice of "nutritionist" to licensed individuals: MT, OH, GA, TN, AL, MS, ND, SD, NE, KS, WY, IA, MO. Verify the laws in your state and your clients' states.
• The platform's AI nutrition features are guardrailed against providing disease-specific dietary advice. You should not attempt to circumvent these guardrails.

You agree to indemnify, defend, and hold harmless MyTrainerOS, its affiliates, officers, employees, and agents from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to:

• Your breach of these Trainer Terms or our general Terms of Service
• Your violation of any law or regulation applicable to your professional practice
• Your unauthorized use, disclosure, or processing of client personal data
• Any claim by a client arising from coaching, training, nutrition advice, or other services you provide
• Your misrepresentation of your credentials, qualifications, or scope of practice
• Any injury, harm, or damage suffered by a client during or as a result of your coaching

MyTrainerOS uses the following subprocessors to provide services to Trainers and their clients:

• Supabase, Inc. — Database hosting, authentication, storage
• Anthropic, Inc. — AI processing (Claude models)
• Deepgram, Inc. — Voice transcription (mip_opt_out enabled)
• Stripe, Inc. — Payment processing
• Resend, Inc. — Transactional email delivery
• Google LLC (Firebase and Google Cloud) — App hosting, push notifications, AI backend hosting
• Passio AI — Food recognition from meal photos
• Sentry — Error tracking and monitoring

Each subprocessor is bound by data processing agreements that prohibit using your or your clients' data beyond the specific service requested.

Not subprocessors, and worth distinguishing:

• WHOOP and Oura are sources your members authorize directly, not processors acting on our instructions. Data flows from them to us, not the other way.
• Apple Health and Google Health Connect are system services on your member's own device. We read from them; we send nothing to them.
• Intuit (QuickBooks) is a connection you make to your own account, carrying your financial records. It is your third party, under your agreement with Intuit.

[COUNSEL/FOUNDER: the executed-DPA status of each entity on this list needs verification before publication. This revision aligned the list with the processors actually disclosed in the Privacy Policy; it did not verify the underlying agreements.]

These Trainer Terms remain in effect until your Trainer account is closed. You may close your account at any time via Settings > Delete Account.

Upon termination:

• Your access to member data through MyTrainerOS will cease
• You remain responsible for any member data you took out of the platform
• Your obligations under the sections "Copies You Keep Outside MyTrainerOS", "When a Member Deletes Their Account", "Prohibited Uses of Client Data" and "Indemnification" survive termination

For questions about these Trainer Terms:

• Email: legal@mytraineros.com
• Subject: "Trainer Terms Inquiry"