Terms & Conditions

Last updated October 27, 2026

These are the terms you agree to when you open a SamuraiDesk account. We have tried to write them so they can actually be read — where something matters to how you run your gym, such as who holds your money or what happens to your data if you leave, it is called out plainly rather than buried.

Who these terms are between

These terms are an agreement between SamuraiDesk ("we", "us") and the business that opens an account — a gym, academy, studio or club ("you"). They cover the software, the admin dashboard, the public gym website we host for you, and the member portal your members sign in to.

If you are a member of a gym that uses SamuraiDesk, your agreement about training, fees and cancellation is with that gym, not with us. We host the software they run it on.

Your account

You need an account to use the platform. You are responsible for what happens under it, including anything your staff do with the logins you issue them. Keep credentials private and tell us promptly if you think an account has been compromised.

You must be able to enter into a contract in your jurisdiction, and the information you give us when signing up must be accurate. Staff you invite get exactly the permissions you assign through Roles & Permissions — setting those correctly is your call, not ours.

Free trial and subscription plans

New accounts start on a 30-day free trial. No card is required to begin it, and we do not charge you automatically when it ends — if you do nothing, the account simply stops being usable until you choose a plan.

Paid plans are billed monthly in advance. Your plan sets how many active members your account may hold; it does not restrict which features you get. Visitors, prospects, and frozen or cancelled members do not count towards that limit.

If you pass your plan's member limit we will ask you to move up a tier. We do not suspend an account for going over.

Changing or cancelling your plan

You can change plan or cancel at any time from Account ▸ Plan. There is no minimum term, no notice period and no cancellation fee.

Cancelling stops the next renewal. It does not refund the current month — you keep access until the period you have paid for ends. We do not pro-rate partial months.

If we ever change our prices we will tell you before it affects you, and you can cancel rather than accept the new rate.

Payments, and how money reaches you

Two separate flows of money exist, and it matters which is which.

Your subscription to us is what you pay for the platform. Your members' payments to you go through your own Stripe account, connected via Stripe Connect. That money settles into your bank, not ours: we never hold it, and we do not take a cut of it unless a platform commission has been explicitly agreed and shown to you in your settings.

Stripe's own fees and terms apply to that account, and your relationship with Stripe is your own. Chargebacks, refunds and disputes on member payments are between you, your member and Stripe.

Your data belongs to you

The member records, attendance, payment history, class schedules and content you put into SamuraiDesk are yours. We do not sell them, and we do not use one gym's data to benefit another.

Every gym's records are isolated from every other gym's. Staff access is logged. We access your data only to run the service, to fix something, or when you ask us to help — and support access through impersonation is recorded.

You can export your data while your account is active. If you close the account, tell us if you want an export first: see Data retention below.

Your members' personal data

For your members' personal data you are the controller and we are the processor. You decide what to collect and why; we hold and process it on your instructions.

That means you are responsible for having a lawful basis to collect it, for telling your members what you do with it, for honouring their requests about it, and for keeping waivers, medical notes and emergency contacts accurate. Our Privacy Notice sets out what we do on your behalf.

What you agree not to do

Don't use the platform to break the law, to send unsolicited bulk messaging, to store data you have no right to hold, or to attack the service or the people using it. Don't try to access another gym's data, probe the platform for weaknesses without our written permission, or resell access to it as your own product.

We may suspend an account that is causing harm to the service or to other customers. Where we can, we will tell you first and give you a chance to fix it.

Messaging your members

The platform can send email and SMS to your members on your behalf — reminders, receipts, follow-ups and announcements. You are the sender: it is your responsibility to have consent where consent is required, to honour opt-outs, and to comply with the marketing rules in your jurisdiction.

Transactional messages a member needs (an invoice, a failed payment, a class cancellation) are part of the service and are not marketing.

Your public website

Your plan includes a public gym website, optionally on your own domain. The content you publish there is yours and is your responsibility, including any tracking or analytics scripts you add.

You must have the right to use the images, logos and text you upload. We may remove content that is unlawful, or that puts the platform at risk.

Availability and support

We work to keep the platform available and quick, but we do not promise uninterrupted service. Maintenance happens; so occasionally do faults. We do not guarantee a specific uptime percentage unless we have agreed one with you in writing.

Support is by email, and we aim to answer within one business day. Some plans include priority or phone support — what your plan includes is shown on the pricing page.

Data retention and closing your account

While your account is active, your data stays. If you cancel, we keep your data for 30 days so an account reopened by mistake or in a hurry loses nothing, then delete it.

Ask us during that window and we will provide an export. Some records — invoices and payment history — may be retained longer where tax or accounting law requires it. Backups are cycled out on their own schedule.

Intellectual property

The platform itself — the software, its design and its documentation — stays ours. Using it does not transfer any of that to you. Your content stays yours, and you grant us only the permission we need to host and display it in order to run the service for you.

Feedback you send us we may use freely to improve the product, with no obligation to you.

Liability

Nothing here excludes liability that cannot legally be excluded, including for death or personal injury caused by negligence, or for fraud.

Beyond that, we are not liable for lost profits, lost business, lost goodwill or indirect losses, and our total liability in any 12-month period is limited to what you paid us in that period. The platform is a business tool: keep your own records of anything you cannot afford to lose.

Changes to these terms

We may update these terms as the product changes. If a change materially affects you, we will tell you by email or in the dashboard before it takes effect. Continuing to use the platform after that means you accept the updated terms; if you don't, you can cancel.

Governing law and getting in touch

These terms are governed by the laws of the jurisdiction in which SamuraiDesk is established, and disputes go to its courts, unless local consumer law gives you a different right.

Questions about any of this: contact us.