Terms of Service

Last updated: February 20, 2026

1. Introduction

Welcome to PTbase. These Terms of Service ("Terms") govern your use of the PTbase platform and services (the "Service") operated by PTbase ("we," "us," or "our").

By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree to these Terms, you may not use the Service.

2. Service Description

PTbase is a client relationship management platform designed for personal trainers. The Service allows you to:

  • Manage client information and contacts
  • Schedule and track training sessions
  • Record client measurements and progress
  • Process sales and manage session packages
  • Accept online payments from clients (via Stripe Connect)
  • Send SMS notifications and reminders
  • Sync sessions with Google Calendar
  • Accept online bookings from clients
  • Sync sales records to Fiken accounting software

2.1 Subscription Tiers

We offer different subscription tiers with varying features:

  • Free: Basic features with limited client capacity
  • Pro: Extended features including calendar synchronization
  • Pro+: Full features including SMS messaging and public booking pages

Feature availability may change. We will notify you of significant changes to your subscription tier.

3. Account Registration

3.1 Eligibility

You must be at least 18 years old to create an account. By registering, you represent that you meet this requirement.

3.2 Account Security

You are responsible for:

  • Maintaining the confidentiality of your login credentials
  • All activities that occur under your account
  • Notifying us immediately of any unauthorized access

We are not liable for any loss resulting from unauthorized use of your account.

3.3 Accurate Information

You agree to provide accurate, current, and complete information during registration and to update this information as necessary.

4. Subscription and Payments

4.1 Billing

Paid subscriptions are billed through Stripe. By subscribing, you authorize us to charge your payment method on a recurring basis.

4.2 Auto-Renewal

Subscriptions automatically renew at the end of each billing period unless you cancel before the renewal date.

4.3 Refund Policy

We offer a 30-day money-back guarantee for new subscriptions. If you are not satisfied with the Service, you may request a full refund within 30 days of your initial subscription purchase.

After the 30-day period, subscription fees are non-refundable except where required by law.

4.4 SMS Credits

  • Included Credits: Some subscription tiers include monthly SMS credits that reset each billing period
  • Prepaid Credits: Additional SMS credits can be purchased and expire 12 months after purchase
  • No Refunds: SMS credits are non-refundable after the 30-day guarantee period
  • Multi-Part Messages: Longer messages may use multiple credits

4.5 Price Changes

We may change subscription prices with at least 30 days' notice. Price changes take effect at your next billing period after the notice.

5. Acceptable Use

5.1 Prohibited Activities

You agree not to use the Service to:

  • Send spam, unsolicited messages, or excessive communications via SMS
  • Store or transmit illegal, harmful, or offensive content
  • Violate any applicable laws or regulations
  • Infringe on intellectual property rights of others
  • Attempt to gain unauthorized access to our systems or other users' accounts
  • Interfere with or disrupt the Service or its infrastructure
  • Collect or harvest user data without authorization
  • Resell or redistribute the Service without our permission

5.2 Client Privacy

You are responsible for:

  • Obtaining appropriate consent from your clients before storing their personal data
  • Complying with applicable privacy laws (including GDPR where applicable)
  • Using client data only for legitimate business purposes
  • Securing access to client information

6. Data Ownership

6.1 Your Data

You retain ownership of all data you upload to the Service, including client information, session records, and business data. We do not claim ownership of your content.

6.2 License to PTbase

You grant us a limited license to use, store, and process your data solely to provide and improve the Service.

6.3 Data Export

You may export your data at any time. Upon account termination, we will make your data available for export for a reasonable period before deletion.

6.4 Client Data Responsibility

As between you and your clients, your clients retain rights to their personal data. You are responsible for responding to client data access or deletion requests.

7. Third-Party Integrations

7.1 Google Calendar

If you connect Google Calendar:

  • We create, update, and delete calendar events for your scheduled sessions
  • We do not access or modify other events on your calendar
  • The integration is subject to Google's terms of service
  • You can disconnect at any time from your account settings

7.2 Stripe

Payment processing is handled by Stripe and is subject to Stripe's terms and conditions. We are not responsible for Stripe service disruptions.

7.3 SMS Services

SMS delivery depends on third-party carriers and providers. We do not guarantee delivery times or delivery to all phone numbers.

7.4 Stripe Connect (Online Payments)

If you use Stripe Connect to accept payments from your clients, the following additional terms apply.

7.4.1 Your Role as Merchant of Record

When you connect a Stripe account to PTBase:

  • You are the merchant of record for all transactions with your clients
  • PTBase provides payment orchestration and booking facilitation only
  • PTBase does not hold, process, or control client funds at any time
  • All payments flow directly between your clients and your Stripe account
  • Stripe is the regulated payment institution providing payment services

PTBase is not a payment institution or money services business and does not require financial services licensing. We act solely as a software platform connecting you to Stripe's payment services.

7.4.2 Platform Fees

PTBase charges an application fee on each Stripe Connect transaction. This fee:

  • Is separate from Stripe's payment processing fees
  • Is automatically deducted from each transaction by Stripe
  • Does not affect the amount your client pays

7.4.3 Your Obligations

By using Stripe Connect through PTBase, you agree to:

  • Stripe's Terms: Accept and comply with Stripe's Connected Account Agreement and applicable Stripe Services Agreement
  • Identity Verification: Complete Stripe's KYC (Know Your Customer) verification as required by financial regulations
  • Tax Compliance: Collect, report, and remit all applicable taxes on your revenue, including but not limited to income tax, VAT, and sales tax as required in your jurisdiction
  • Refund Liability: Bear full financial responsibility for all refunds, chargebacks, and disputed transactions
  • Accurate Information: Provide truthful and current business and identity information to Stripe
  • Legal Operation: Operate your business in compliance with all applicable laws and regulations in your jurisdiction
  • Record Keeping: Maintain adequate financial records of all transactions

7.4.4 Refunds

  • Refunds must be initiated through your connected Stripe account or by contacting PTBase support
  • You are financially responsible for all refunded amounts
  • Refunds are processed on the connected account — PTBase cannot refund from its own platform balance
  • PTBase's application fee may or may not be returned depending on the circumstances of the refund

7.4.5 Disputes and Chargebacks

  • You are responsible for responding to all payment disputes and chargebacks
  • You must provide evidence to Stripe to contest chargebacks (session records, contracts, communications)
  • You bear full financial liability for lost disputes
  • PTBase will notify you of disputes where possible but does not manage the dispute resolution process on your behalf
  • Excessive disputes may result in Stripe restricting or closing your connected account

7.4.6 Disconnection

You may disconnect your Stripe account at any time through Settings > Payments. Upon disconnection:

  • Active payment links will cease to function
  • Active subscriptions may be cancelled based on your selection during disconnection
  • PTBase loses access to your connected Stripe account
  • Historical transaction data remains in PTBase for record-keeping purposes
  • Your Stripe account itself is not affected and remains accessible to you directly

PTBase may disconnect your Stripe account if you violate these Terms, Stripe's terms, or if required by law.

7.4.7 Service Limitations

PTBase is not liable for:

  • Stripe service outages or payment processing failures
  • Delays in fund transfers from Stripe to your bank account
  • Account limitations, holds, or restrictions imposed by Stripe
  • Failed payments due to client card or payment method issues
  • Changes to Stripe's fees, terms, or service availability

7.4.8 Prohibited Use

You may not use Stripe Connect through PTBase for:

  • Illegal goods or services
  • Business categories prohibited by Stripe
  • Fraudulent or deceptive transactions
  • Money laundering or terrorist financing
  • Any transactions that violate your agreement with Stripe

Violations may result in immediate disconnection of your Stripe account and suspension or termination of your PTBase account.

7.5 Fiken

If you connect Fiken accounting software:

  • You authorise PTbase to transmit your sales data to Fiken on your behalf using OAuth credentials you provide
  • Data sent to Fiken includes: client names, email addresses, phone numbers, and addresses; sale amounts, dates, and descriptions; payment status and dates; and attached files such as contracts and Stripe invoice PDFs
  • Client contacts are created automatically in Fiken the first time a related sale is synced
  • Sync operations are queued and processed asynchronously; PTbase does not guarantee real-time or error-free delivery to Fiken
  • You are solely responsible for the accuracy of financial data synced to Fiken, including correct VAT rates, income accounts, and invoice details, and for compliance with your tax and accounting obligations
  • PTbase is not a licensed accounting or tax service and does not provide accounting or tax advice
  • The integration is subject to Fiken's terms of service; you are responsible for maintaining a valid Fiken account and acceptable use of the Fiken API
  • You can disconnect at any time from Settings > Fiken; upon disconnection, future sales will no longer sync and existing data in Fiken is not affected

8. Intellectual Property

8.1 Our Property

The Service, including its design, features, code, and content (excluding your data), is owned by PTbase and protected by intellectual property laws.

8.2 Feedback

If you provide feedback or suggestions, you grant us the right to use them without obligation to you.

9. Service Availability

9.1 No Uptime Guarantee

We strive to maintain high availability but do not guarantee uninterrupted access. The Service may be unavailable due to:

  • Scheduled maintenance (we will try to provide advance notice)
  • Technical issues or outages
  • Circumstances beyond our control

9.2 Modifications

We may modify, suspend, or discontinue any part of the Service at any time. We will provide reasonable notice for significant changes affecting your use.

10. Limitation of Liability

10.1 Disclaimer

THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

10.2 Limitation

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

  • We are not liable for indirect, incidental, special, consequential, or punitive damages
  • We are not liable for lost profits, data loss, or business interruption
  • Our total liability is limited to the amount you paid us in the 12 months preceding the claim

10.3 Third-Party Services

We are not liable for failures, delays, or issues with third-party services including payment processing, SMS delivery, calendar synchronization, or cloud infrastructure.

11. Indemnification

You agree to indemnify and hold us harmless from claims, damages, or expenses arising from:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any third-party rights
  • Your handling of client data

12. Termination

12.1 By You

You may cancel your subscription and close your account at any time through your account settings. Upon cancellation:

  • Your access continues until the end of the current billing period
  • You may export your data before the account is closed
  • Prepaid SMS credits are forfeited

12.2 By Us

We may suspend or terminate your account if you:

  • Violate these Terms
  • Fail to pay subscription fees
  • Engage in fraudulent or illegal activity
  • Abuse the Service or other users

We will provide notice before termination except in cases of severe violations.

12.3 Effect of Termination

Upon termination:

  • Your right to use the Service ends immediately
  • We may delete your data after a reasonable retention period
  • Provisions that should survive termination (liability, indemnification, governing law) will remain in effect

13. Governing Law and Disputes

13.1 Governing Law

These Terms are governed by the laws of Norway, without regard to conflict of law principles.

13.2 Dispute Resolution

Any disputes shall be resolved through:

  1. Good faith negotiation between the parties
  2. Mediation if negotiation fails
  3. The courts of Norway if mediation fails

13.3 Time Limitation

Any claim must be brought within one year of the event giving rise to the claim.

14. General Provisions

14.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and PTbase.

14.2 Severability

If any provision is found unenforceable, the remaining provisions remain in effect.

14.3 Waiver

Our failure to enforce any right does not waive that right.

14.4 Assignment

You may not assign your rights under these Terms. We may assign our rights to a successor or affiliate.

15. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by:

  • Posting the updated Terms on our website
  • Sending an email notification

Your continued use after changes take effect constitutes acceptance. If you do not agree to the changes, you must stop using the Service.

16. Contact Us

If you have questions about these Terms, please contact us:

support@ptbase.app