Terms and Conditions
Last Updated: October 30, 2026
These Terms govern your use of the Smart Clubs OS platform. Please read them carefully. They clearly explain the software services provided by Smart Clubs OS and separate them from your physical gym or nutrition club membership.
1. Who These Terms Apply To
Smart Clubs OS provides cloud-based software for wellness centers, nutrition clubs, and fitness clubs. These terms cover two groups of users:
Subscribing club operators who use the management software to run their business, manage coach permissions, and track center operations.
Individual members who access the Smart Clubs OS Member Portal (PWA) to view their attendance, validities, and wellness records.
2. End-User (B2C) Clause — Member Portal & PWA
The Smart Clubs OS Member Portal / Progressive Web App (PWA) is provided to you on an "as-is" and "as-available" basis as an informational tool. It allows you to conveniently:
All wellness measurements shown in the app (including weight, BMI, body fat, and body age) are general fitness tracking records entered by your club. They are not medical advice or clinical diagnoses. Always consult a qualified medical professional before starting any new diet or vigorous exercise routine.
3. Physical Memberships, UPI Payments & Club Disputes
Please understand the clear boundary between your club membership and our software:
A. Your Contract is with Your Club
Your physical membership agreement is strictly between you and your Center Owner. Smart Clubs OS is not a party to your physical gym or nutrition center contract and does not supervise your club's daily offline operations.
B. Direct UPI & Cash Member Payments
All membership prices, package fees, and renewal charges are decided directly by your Center Owner. When you pay for your membership via cash, bank transfer, or UPI (such as scanning your club's own UPI QR code), that transaction is made directly between you and your Center Owner.
Smart Clubs OS is not a payment gateway or aggregator. We do not hold or escrow your fees.
C. Refunds & Physical Club Disputes
All disputes regarding physical club services, membership fees, offline refunds, session rollovers, coach behavior, or gym facilities must be handled directly with your Center Owner. Smart Clubs OS does not determine club refund policies and cannot issue refunds for payments made directly to your club.
4. B2B Subscription Plans & Billing (For Center Owners)
We offer a 21-day free trial so Center Owners can evaluate Smart Clubs OS risk-free. After the trial, continued access requires a prepaid monthly (approx. ₹1,999/month) or annual subscription paid securely via UPI to Smart Clubs OS. If payment is not received by your billing due date, the center account will be temporarily frozen until the pending amount is cleared.
5. B2B Software Refund Policy
Because we provide a full 21-day free trial to ensure the software meets your exact business requirements, all monthly and annual SaaS subscription payments made by Center Owners to Smart Clubs OS are final and non-refundable once paid.
6. Cancellation & 60-Day Data Deletion Policy
Center Owners are not locked into any long-term contracts and may cancel their software subscription at any time. However, please note that for privacy and security reasons, if a center's account remains inactive or unpaid for 60 consecutive days, our automated system permanently deletes that center's data (including member records, attendance history, and metrics) from our servers.
7. Service Availability & Maintenance
We strive to keep your business running smoothly with a 99% uptime target. Scheduled maintenance is performed during off-peak hours between 1:00 AM and 4:00 AM IST. Please note that Smart Clubs OS is not responsible for access issues caused by local internet outages, power cuts, or weak network connectivity at your center.
8. Support Commitments
Our support team is available Monday through Saturday, between 6:00 AM and 8:00 PM IST (synchronized with club morning and evening shift hours). We provide dedicated WhatsApp and ticketing support and aim to resolve all technical queries within 24 hours.
9. Acceptable Use Policy (AUP)
All users agree to use Smart Clubs OS responsibly:
- Sharing one login credential across multiple unauthorized coaches is prohibited.
- You may not tamper with QR codes, spoof attendance timestamps, or attempt unauthorized access to other centers or members.
- You may not use our automated WhatsApp messaging integration to broadcast spam or unsolicited commercial advertisements.
10. Data Privacy & Ownership
You—the Center Owner—retain 100% ownership of your clients' data. Smart Clubs OS simply processes and stores this information securely on your behalf. We will never sell your data or contact your clients for third-party marketing.
11. Limitation of Liability & Governing Law
Smart Clubs OS provides software services and is responsible only for its own software performance as required by Indian law. We are not liable for physical events at club premises (such as slips, injuries, equipment breakdowns, or food/supplement reactions) or disputes regarding payments made directly between members and clubs.
These terms are governed by the laws of the Republic of India. If you have questions regarding software issues or platform terms, contact us at support@smartclubs.in.