Skip to main content

Policies & Legal

Set up your legal documents and compliance settings.

Policies​

Overview​

Location: Settings → Policies

Create legal documents that members must accept:

  • Terms of Service - Usage terms for your gym
  • Privacy Policy - How you handle member data
  • Cancellation Policy - Membership cancellation terms

Creating Policies​

  1. Click Create Policy
  2. Enter Title
  3. Write policy content using the rich text editor
  4. Configure settings:
    • Show when creating members
    • Require acceptance
  5. Click Save

Policy Content​

Include relevant sections:

Terms of Service:

  • Membership rules
  • Facility usage guidelines
  • Code of conduct
  • Payment terms
  • Liability limitations

Privacy Policy:

  • Data collected
  • How data is used
  • Data sharing practices
  • Member rights
  • Contact information

Cancellation Policy:

  • Notice requirements
  • Refund terms
  • Freeze options
  • Early termination fees

Member Agreement​

Policies can be configured to:

SettingDescription
Display when creating membersShow policy during member creation
Require acceptanceMember must agree before account is created
Link in footerAppear in app and email footers
Version trackingTrack when policies are updated

Version History​

When you update a policy:

  • New version is saved
  • Previous versions retained
  • Members who accepted old version tracked
  • Option to request re-acceptance

Business License​

Location: Settings → Legal

Enter your business license number:

  • Displays on invoices
  • Required in some jurisdictions
  • Demonstrates legitimacy

Tax Identification​

Enter your tax ID/VAT number:

FieldDescription
Tax IDYour business tax identifier
VAT NumberEU VAT registration (if applicable)

This information:

  • Displays on invoices
  • Required for B2B transactions
  • Supports tax compliance

Compliance Checklist​

Ensure your gym meets legal requirements:

Required Documents​

  • Terms of Service
  • Privacy Policy
  • Liability Waiver
  • Membership Agreement

Data Protection​

  • Secure member data storage
  • Clear data usage policies
  • Member data export capability
  • Account deletion process

Financial Compliance​

  • Accurate tax configuration
  • Clear pricing display
  • Refund policy documented
  • Invoice record retention

Best Practices​

Policy Writing​

  • Use clear, plain language
  • Avoid excessive legal jargon
  • Be specific about terms
  • Include effective dates
  • Have legal counsel review

Regular Updates​

  • Review policies annually
  • Update for law changes
  • Communicate changes to members
  • Maintain version history

Transparency​

  • Make policies easily accessible
  • Highlight important terms
  • Explain policies during onboarding
  • Answer member questions

Troubleshooting​

Policy Not Showing​

Check:

  • Policy is published (not draft)
  • Display settings are enabled
  • Page has been refreshed

Members Not Accepting Policy​

Verify:

  • Policy is set as required
  • Clear accept button visible
  • Policy content loads properly