Terms of Service

1. Service description

TrainerBuddy is a mobile CRM application for independent personal trainers, operated by [COMPANY LEGAL NAME] (KvK: [KVK NUMBER], BTW: [BTW NUMBER], [BUSINESS ADDRESS]), hereinafter "TrainerBuddy", "we", "us", or "our".

The service allows personal trainers to schedule sessions, manage client records, write coaching notes, and collect subscription payments from their clients — all from a mobile application. By creating an account you agree to these Terms of Service ("Terms").

2. Eligibility

• You must be at least 18 years old to create a TrainerBuddy account.
• TrainerBuddy is intended for professional or semi-professional use by personal trainers and fitness coaches. Consumer use is not the primary purpose of the platform.
• If you are registering on behalf of a legal entity, you warrant that you have authority to bind that entity to these Terms.
• TrainerBuddy is currently available in the Netherlands and to trainers operating under Netherlands law. We may expand to other jurisdictions in the future.

3. Subscription and pricing

3.1 Pricing

TrainerBuddy charges €1.00 per active client per calendar month, VAT-inclusive. An "active client" is defined as a client who has at least one completed or cancelled session recorded in your calendar during that calendar month. Clients with no sessions in a given month are not counted and do not incur a charge.

3.2 Free trial

New accounts receive a 14-day free trial. No payment method is required to start a trial. At the end of the trial period, a valid payment method must be on file to continue using the service. Trial accounts that do not add a payment method are suspended after the trial period ends.

3.3 Billing

Subscriptions are billed monthly in arrears via Stripe. We will charge the payment method on file on or around the first business day following the end of each calendar month, based on the number of active clients that month. You will receive a receipt by email after each successful charge.

3.4 Price changes

We will give at least 30 days' written notice before any increase in the per-client price. Continued use of TrainerBuddy after a notified price change constitutes acceptance of the new price.

3.5 Taxes

The listed price of €1.00 per active client is VAT-inclusive for customers in the Netherlands. Customers outside the Netherlands may be subject to different VAT treatment depending on applicable law.

4. Payments between trainers and their clients

TrainerBuddy may provide functionality to help trainers request and receive payments from their own clients via Stripe. All such payments are directly between the trainer and their client. TrainerBuddy is not a party to those transactions, does not set or guarantee pricing, and is not responsible for disputes between trainers and their clients regarding payments for coaching services.

Trainers who collect payments through TrainerBuddy are subject to Stripe's own Connected Account Agreement and are solely responsible for compliance with applicable tax and consumer protection law as it applies to their coaching business.

5. Trainer responsibilities

• Lawful use of client data: You are responsible for ensuring you have a lawful basis to collect and store your clients' personal data in TrainerBuddy. See our Privacy Policy for more detail on your role as data controller.
• Accuracy: You are responsible for keeping the information you enter into TrainerBuddy accurate and up to date. TrainerBuddy does not verify the content of coaching notes or client records.
• Account security: You are responsible for keeping your login credentials and any connected devices secure. Notify us immediately at support@trainerbuddy.app if you suspect unauthorised access to your account.
• Professional qualifications: TrainerBuddy is a software tool only. We do not verify your qualifications as a personal trainer or fitness professional. You are solely responsible for the quality and safety of the coaching services you provide.

6. Acceptable use

You agree not to use TrainerBuddy to:

• Store or distribute unlawful, defamatory, or abusive content
• Collect data about individuals without their knowledge or a lawful basis
• Attempt to reverse-engineer, scrape, or otherwise extract data from the platform
• Circumvent security controls or access other users' accounts
• Resell or sublicense access to TrainerBuddy without our written permission
• Use the platform for any purpose other than managing your personal training business
• Violate any applicable law, including data protection, consumer protection, or financial regulation

We reserve the right to suspend or terminate accounts that violate this section without notice.

7. Termination

7.1 Termination by you

You may cancel your subscription and delete your account at any time from within the app (Profile → Settings → Cancel subscription / Delete account) or by emailing support@trainerbuddy.app. Cancellation takes effect at the end of the current billing month; you will not receive a pro-rata refund for any unused portion.

7.2 Termination by us

We may suspend or terminate your account immediately if you breach these Terms, fail to pay outstanding invoices, or we are required to do so by law. For non-payment, we will first give you 7 days' notice to resolve the outstanding balance before suspension.

7.3 Effect of termination

On termination your access to the service ends immediately. Your data is retained and then deleted in accordance with our Privacy Policy. You may export your data before termination; we are not obliged to hold data beyond the retention periods described in the Privacy Policy.

8. Intellectual property

The TrainerBuddy platform, brand, and software are owned by [COMPANY LEGAL NAME]. We grant you a limited, non-exclusive, non-transferable licence to use the service for the purpose described in these Terms. You retain all ownership rights to the data you enter into TrainerBuddy. By uploading content (photos, notes, audio, video) you grant us a licence to store and process that content solely to deliver the service to you.

9. Liability limitation

To the maximum extent permitted by Dutch law:

• TrainerBuddy is provided "as is" and we do not warrant that it will be error-free or uninterrupted.
• Our total liability to you for any claim arising from or related to these Terms or the service is limited to the amount you paid us in the three months preceding the claim.
• We are not liable for indirect, incidental, or consequential damages, including loss of revenue, loss of clients, or loss of data resulting from your use of the service.
• Nothing in these Terms limits our liability for fraud, gross negligence, or death or personal injury caused by our negligence.

10. Governing law and disputes

These Terms are governed by the laws of the Netherlands. Any dispute arising from or in connection with these Terms that cannot be resolved amicably will be submitted to the exclusive jurisdiction of the competent court in Amsterdam, the Netherlands. If you are a consumer (not a business), you may also have rights under mandatory consumer protection laws in your country of residence.

11. Changes to these Terms

We may update these Terms from time to time. We will notify active users by email or in-app notification at least 14 days before material changes take effect. Continued use of TrainerBuddy after the effective date constitutes acceptance of the updated Terms.

12. Contact

Questions about these Terms? Email us at support@trainerbuddy.app or write to [COMPANY LEGAL NAME], [BUSINESS ADDRESS].