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GymGrid Terms of Service

Last updated: 2026-05-07 Effective date: 2026-05-07

These Terms of Service ("Terms") govern your access to and use of the GymGrid software-as-a-service platform, websites, and related services (collectively, the "Service") provided by GymGrid ("we," "us," "our"). By creating an account or otherwise accessing the Service, you agree to these Terms.

1. Definitions

  • "Customer" — the legal entity (typically a gymnastics club) that subscribes to the Service.
  • "Authorized User" — an individual the Customer permits to access the Service on its behalf, including admins, owners, and staff members invited into the Customer's account.
  • "Customer Data" — any data submitted to the Service by the Customer or its Authorized Users, including staff names, contact information, availability, qualifications, schedules, rotations, and notes.
  • "Subscription" — the paid plan a Customer selects.
  • "Privacy Policy" — the GymGrid Privacy Policy at docs/legal/privacy.md, which is incorporated into these Terms by reference.

2. Acceptance and Eligibility

You may use the Service only if you can form a legally binding contract with us. By accepting these Terms, you represent that you are at least 18 years of age and authorized to bind the Customer organization on whose behalf you are signing up.

The Service is intended for use by gymnastics clubs and similar organizations. It is not intended for use by individual consumers, athletes, or families.

3. Service Availability — Geographic Scope

The Service is currently offered to Customers operating in Canada outside the Province of Quebec. The Service is not currently offered to Customers operating in the Province of Quebec, and we do not knowingly provide the Service to organizations whose primary place of business is in Quebec. If you are a Customer based in Quebec, you should not subscribe to the Service.

We do not currently market or actively sell the Service in the United States. If a U.S.-based Customer subscribes, the Service is provided on the same terms as a Canadian Customer, but we may add U.S.-state-specific notices in the future.

4. Accounts and Security

To use the Service, the Customer must create an account and designate at least one administrator. The Customer is responsible for:

  1. Keeping account credentials confidential.
  2. All activity that occurs under its account, including activity by its Authorized Users.
  3. Notifying us promptly at the contact address in Section 17 if it becomes aware of unauthorized access.

We may suspend access to any account where we reasonably believe credentials have been compromised, pending verification.

5. Subscription, Fees, and Payment

5.1 Plans and pricing

Subscriptions are billed at the rates published on our website at the time of purchase or as otherwise agreed in writing. We may change pricing for future renewal terms by giving the Customer at least thirty (30) days' notice before the renewal date.

5.2 Billing cycle

Unless stated otherwise, Subscriptions renew automatically at the end of each billing cycle (monthly or annual, depending on the plan selected). Fees are charged in advance.

5.3 Taxes

Fees are exclusive of applicable taxes (including GST/HST/PST). The Customer is responsible for all applicable taxes on its Subscription.

5.4 Refunds and cancellation

The Customer may cancel its Subscription at any time from within the Service. Cancellation takes effect at the end of the current paid billing cycle; the Customer retains access to the Service until that date. Fees already paid are non-refundable, except where required by law or where we discontinue the Service mid-term (in which case we will refund the unused portion of any prepaid fees on a pro-rata basis).

5.5 Failed payments

If a payment fails, we may suspend access to the Service after a reasonable cure period (not less than 7 days). If payment remains outstanding for more than thirty (30) days, we may terminate the Subscription under Section 12.

5.6 Payment processor

Payments are processed by a third-party payment processor (currently Stripe, Inc. and its affiliates). We do not store full payment card numbers on our own infrastructure.

6. Customer Data and Ownership

6.1 Customer ownership

The Customer retains all right, title, and interest in and to its Customer Data. We claim no ownership over Customer Data.

6.2 Limited license to us

The Customer grants us a non-exclusive, worldwide, royalty-free license to host, copy, transmit, display, and process Customer Data solely as necessary to provide and improve the Service, to comply with law, and as otherwise permitted by the Privacy Policy.

6.3 Aggregated and de-identified data

We may generate aggregated, de-identified, or anonymized data from Customer Data (for example, performance metrics or usage statistics). Such data does not identify any Customer or individual and may be used by us for any lawful business purpose, including service improvement and benchmarking.

6.4 Customer responsibility for staff data

The Customer acts as the controller (under PIPEDA, Alberta PIPA, or equivalent legislation) of personal information about its staff members and other Authorized Users that it enters into the Service. The Customer is responsible for:

  1. Having a lawful basis (typically employment or contractual relationship) for collecting and entering staff personal information into the Service.
  2. Notifying its staff that it uses GymGrid as a service provider, and what information is processed.
  3. Responding to access, correction, and deletion requests from its own staff.

We will support the Customer in responding to such requests as set out in the Privacy Policy.

7. Acceptable Use

The Customer and its Authorized Users agree not to:

  1. Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Service.
  2. Resell, sublicense, or make the Service available to any third party other than Authorized Users.
  3. Use the Service to transmit malware, spam, or unlawful content.
  4. Probe, scan, or test the vulnerability of the Service or breach any security or authentication measure.
  5. Use the Service to build a competitive product, or to train an AI/ML model.
  6. Interfere with or disrupt the integrity or performance of the Service.
  7. Use the Service to store or process personal information about minors (athletes under the age of majority), except for the contact information of staff members who happen to be minors and are employed by the Customer.
  8. Use the Service in violation of any applicable law, including PIPEDA, Alberta PIPA, applicable Canadian or U.S. employment standards legislation, or human rights legislation.

We may suspend access to any account that we reasonably believe is in material breach of this Section 7.

8. Third-Party Services

The Service relies on, and may integrate with, third-party services (currently including Supabase, Vercel, Resend, Anthropic, and Stripe). We are not responsible for the availability, accuracy, or content of third-party services. The Customer's use of any third-party service is governed by that third party's own terms.

A current list of subprocessors is maintained in our Privacy Policy.

9. Intellectual Property

The Service, including all software, designs, text, graphics, and trademarks (other than Customer Data), is owned by us or our licensors and is protected by intellectual property laws. We grant the Customer a limited, non-exclusive, non-transferable, revocable license to access and use the Service for its internal business purposes during the Subscription term.

9.1 Feedback

If the Customer or an Authorized User provides feedback, suggestions, or ideas about the Service, we may use them without obligation or compensation.

10. Warranty Disclaimer

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTY OF ANY KIND. WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT ANY DATA WILL BE PRESERVED WITHOUT LOSS.

Some jurisdictions do not allow the exclusion of certain warranties; in those jurisdictions, the exclusions in this Section 10 apply to the maximum extent permitted by law.

11. Limitation of Liability

EXCEPT FOR LIABILITY THAT CANNOT BE EXCLUDED OR LIMITED UNDER APPLICABLE LAW:

11.1 Cap

OUR TOTAL AGGREGATE LIABILITY TO THE CUSTOMER UNDER OR IN CONNECTION WITH THESE TERMS, REGARDLESS OF THE FORM OF ACTION, WILL NOT EXCEED THE LESSER OF (A) THE FEES PAID BY THE CUSTOMER TO US IN THE THREE (3) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED CANADIAN DOLLARS (CAD $100) WHERE THE CUSTOMER HAS NO PAYMENT HISTORY WITH US.

11.2 Exclusion of indirect damages

NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, LOST REVENUE, LOST DATA, OR BUSINESS INTERRUPTION, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

11.3 Carve-outs

The limitations in Sections 11.1 and 11.2 do not apply to: (a) the Customer's payment obligations; (b) either party's indemnification obligations under Section 12; or (c) liability that cannot be limited under applicable law (which, in Canada, includes liability for fraud, gross negligence, or wilful misconduct).

12. Indemnification

The Customer will defend, indemnify, and hold harmless GymGrid, its employees, and its contractors from any third-party claim, demand, or proceeding (and any associated reasonable legal fees and damages awarded by a court or paid in settlement) arising out of:

  1. Customer Data, including any claim that Customer Data infringes intellectual property rights or violates privacy law;
  2. The Customer's or its Authorized Users' breach of Section 7 (Acceptable Use); or
  3. The Customer's failure to obtain consent from its staff or other individuals whose personal information is entered into the Service.

We will: (a) promptly notify the Customer of the claim; (b) give the Customer sole control of the defence (with counsel reasonably acceptable to us); and (c) reasonably cooperate at the Customer's expense.

13. Term and Termination

13.1 Term

These Terms apply from the date the Customer first creates an account and continue until terminated.

13.2 Termination by Customer

The Customer may terminate at any time as set out in Section 5.4 (Refunds and cancellation).

13.3 Termination by us

We may suspend or terminate the Subscription:

  1. Immediately, on written notice, if the Customer materially breaches these Terms (including non-payment under Section 5.5 or Acceptable Use violations under Section 7) and fails to cure the breach within 14 days of notice (or, for non-payment, 30 days);
  2. With 60 days' notice, for our convenience, in which case we will refund any prepaid fees for the unused portion of the term.

13.4 Effect of termination — data export and deletion

Upon termination:

  1. The Customer may export its Customer Data in a structured format (CSV) for thirty (30) days after the termination date;
  2. After that 30-day window, all Customer Data will be deleted from our active production systems within one hundred and twenty (120) days, except:
    • data we are required to retain by law (e.g., financial records, audit logs);
    • aggregated, de-identified data (Section 6.3); and
    • data held in routine encrypted backups, which is overwritten in the ordinary course of our backup rotation.

13.5 Survival

Sections 5 (with respect to fees already accrued), 6.1, 6.3, 9, 10, 11, 12, 14, 15, and 17 survive termination.

14. Modifications to These Terms

We may modify these Terms from time to time. We will:

  1. Update the "Last updated" date at the top of this document;
  2. For material changes (changes that meaningfully reduce a Customer's rights, change pricing structure, change governing law, or change the limitation of liability), we will provide at least fifteen (15) days' notice before the change takes effect, by email to the Customer's account administrator and/or by in-app notice; and
  3. For non-material changes (clarifications, formatting, contact-information updates), changes are effective on posting.

The Customer's continued use of the Service after the effective date of a change constitutes acceptance. If the Customer does not agree to a material change, the Customer's sole remedy is to terminate the Subscription before the change takes effect under Section 13.2; in that case, we will refund the unused portion of any prepaid fees on a pro-rata basis.

15. Governing Law and Dispute Resolution

15.1 Governing law

These Terms are governed by the laws of the Province of Alberta and the federal laws of Canada applicable in Alberta, without regard to conflict-of-law principles.

15.2 Jurisdiction

The parties submit to the exclusive jurisdiction of the courts of the Province of Alberta sitting in Edmonton, Alberta for any dispute arising from these Terms, except that either party may seek injunctive relief in any court of competent jurisdiction to protect its intellectual property or confidential information.

15.3 Informal resolution first

Before filing any formal claim, the parties agree to attempt to resolve disputes by good-faith negotiation, beginning with written notice to the other party at the contact address in Section 17. If the dispute is not resolved within 60 days of that notice, either party may proceed to court.

16. General Provisions

16.1 Entire agreement

These Terms, together with the Privacy Policy and any order form or pricing page accepted by the Customer, are the entire agreement between the parties on the subject matter and supersede prior or contemporaneous agreements.

16.2 Severability

If any provision of these Terms is held to be unenforceable, that provision will be enforced to the maximum extent permitted, and the remaining provisions will remain in full force.

16.3 No waiver

Failure to enforce any right under these Terms is not a waiver of that right.

16.4 Assignment

The Customer may not assign these Terms without our prior written consent (which we will not unreasonably withhold), except to a successor in connection with a merger, acquisition, or sale of substantially all assets. We may assign these Terms freely to a successor or acquirer.

16.5 Force majeure

Neither party is liable for delays or failures in performance caused by events beyond its reasonable control, including natural disasters, internet or third-party service outages, and acts of government.

16.6 Independent contractors

The parties are independent contractors. Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship.

16.7 Notices

Notices to us must be sent to the email address in Section 17. Notices to the Customer may be sent by email to the address on file for the account administrator or by in-app notification.

16.8 Language

The parties have requested that these Terms be drawn up in the English language. Les parties ont demandé que la présente convention soit rédigée en anglais. (Standard Canadian practice — keeps us aligned with the Quebec carve-out in Section 3.)

17. Contact

GymGrid (operated by Carly Balfour as a sole proprietorship in Alberta, Canada; expected to incorporate in 2026)

Mailing address: 12 Groat Crest Spruce Grove, AB T7X 1Z7 Canada General and contract notices: [email protected] Privacy matters: [email protected]