Terms of Use

This is the agreement between RepDesk and your gym. We have tried to write it so you can actually read it, and to describe the product as it is today rather than as we would like it to be. Where something is not built yet, it says so.

1. Who this is between

These terms are between REPDESK, a sole proprietorship registered in India, of C-189, Abrar Nagar, Madina Masjid Road, Kalyanpur, Sadar, Lucknow, Uttar Pradesh 226022, India (“RepDesk”, “we”, “us”), and the business that opens an account (“you”, “your gym”).

If you are accepting on behalf of a business, you confirm you are authorised to bind it. You must be at least eighteen years old to hold an account.

2. Accepting these terms

You accept these terms when you complete signup, and they govern your use of RepDesk from that moment. We record which version you accepted and when.

Our Privacy Policy, our Data Processing Addendum, our Refund and Cancellation Policy and our Cookie Policy form part of this agreement.

3. What RepDesk is, and what it is not

RepDesk is software for running a gym: members and memberships, dues, attendance, personal training, daily cash and UPI reconciliation, retail stock and equipment records.

Three things it is not, stated plainly because the distinction matters:

• RepDesk is not a payment processor, payment aggregator or money transmitter. When your member pays you, that happens in the real world. RepDesk records that it happened. Choosing “UPI” in RepDesk initiates no transaction and moves no money. We never hold, route or settle funds between you and your members, and we hold none of their payment credentials.
• RepDesk is not an accountant, auditor or tax adviser. It organises your records and produces exports. The figures you file remain your responsibility.
• RepDesk is not a medical or fitness-advice service. It records memberships and sessions, not programming or health guidance.

4. Your account

Signup is open — no invitation is required. If a RepDesk partner introduced you, you may enter their invitation code during setup so that they are credited. A code you enter must be valid; an unknown, used or expired code will be refused rather than silently ignored.

What the account model is today

• One login per gym, and it is the owner's. RepDesk does not currently offer separate staff or trainer accounts, and has no role-based access control. Anyone who uses your credentials sees everything you see, your financial summaries included.
• One gym per account in practice. Although RepDesk can display several workspaces, the signup flow creates one, and we do not currently offer a way to add a second.
• A sales partner account cannot own a gym. The two are separate.

Because there is only one login, keeping it secure is the whole of your access control. Do not share it, and sign out on any shared front-desk machine. You are responsible for what is done through your account.

5. Your gym's data

Your data is yours. We claim no ownership of your member records, your financial records or anything else you put into RepDesk. You grant us only the limited permission we need to host, process, back up, transmit and display it in order to provide the service, and to do the things set out in section 13.

In data protection terms, your gym is the Data Fiduciary for your members' personal data, and RepDesk is your Data Processor. We act on your instructions. Our Data Processing Addendum sets out that relationship and applies automatically — you do not need to sign anything separately.

You can export your members, transactions, dues, personal training records and expenses to CSV at any time from Settings, for as long as your account is open.

6. What you are responsible for

By using RepDesk you confirm, and undertake to us, that:

• You have the right to record every person whose details you enter, and you have given them whatever notice the law requires.
• For any member under eighteen, you have obtained verifiable consent from a parent or legal guardian, as section 9 of the Digital Personal Data Protection Act, 2023 requires. RepDesk holds no date of birth and cannot identify which of your members are minors — only you know that, so only you can discharge this.
• For every member you message over WhatsApp, you hold their permission to be messaged. You decide who is contacted and what is said.
• The information you enter is accurate, and you will correct it when a member asks you to.
• You will answer your own members' data protection requests. They are your Data Principals, not ours, and we will refer them to you.
• You will keep your credentials confidential and tell us promptly if you believe they have been compromised.

7. Plans, prices and payment

The plans we offer, what each includes, and what each costs are published at repdesk.co.in. The price that applies to you is the one published when you bought your period.

Prices are in Indian Rupees. We are not registered for GST — our turnover is below the threshold at which registration is required — so the price shown is the whole price and no tax is added to it. A yearly plan costs ten months of the monthly price. Not every plan is available for purchase at any given time; the pricing page says which are.

How payment works today

There is no online payment in RepDesk. You pay us directly — by UPI or bank transfer — and we record the purchase against your workspace when your payment arrives. We will issue a receipt for each purchase. Because we are not registered for GST, that receipt is not a tax invoice and carries no GSTIN, so there is no input tax credit for you to claim on it.

If our turnover later crosses the registration threshold we will register, and GST will then be charged in addition to the prices shown. We will tell you before that happens, and publish a new version of these terms.

Each purchase buys one period, monthly or yearly, and is a one-off. Nothing renews automatically. There is no standing instruction, no auto-debit, and no subscription that continues until cancelled. When a period ends, it ends; to continue, you buy another.

If you choose not to continue, your access may be restricted or your workspace suspended after the paid period ends. We will give you notice by email first, and section 16 governs what then happens to your data.

Plan limits

Each plan is described with limits — a number of members, a monthly allowance of WhatsApp messages, a number of gyms. We will be straight with you: RepDesk does not currently enforce these limits technically. Every workspace can presently reach every feature.

They are nonetheless the terms of your plan, and you agree to stay within those of the plan you bought. If your use materially exceeds them, we will contact you to move you to the right plan rather than cut you off. We may begin enforcing limits in software in future, with notice.

8. Support and onboarding

The support commitment attached to each plan is published on the pricing page, and we honour the one attached to the plan you bought. Response times are measured on working days, Monday to Saturday, excluding public holidays. They are commitments to respond, not to resolve by a fixed time — some problems take longer than others to fix.

9. Acceptable use

You agree not to:

• Use RepDesk for anything unlawful, or to store data you have no right to hold.
• Send messages through RepDesk to people who have not agreed to receive them, or send anything misleading, abusive or unlawful.
• Attempt to reach another gym's workspace, or probe, scan or test the security of the service without our written permission.
• Reverse engineer, decompile or copy the software, or resell or sublicense access to it.
• Use automated means to extract data at a scale that burdens the service, or circumvent any limit or security measure.
• Upload anything designed to damage or interfere with the service.

10. Availability

We work to keep RepDesk running and reachable, but we do not offer a guaranteed level of uptime and we make no promise that the service will be uninterrupted or error-free. We would rather tell you that than publish a figure we cannot stand behind.

We may take the service down for maintenance, and we will give notice where the work is planned and the interruption is more than brief.

RepDesk keeps working at the counter when your connection drops, by holding a copy of your records on the device and syncing when the connection returns. Changes made offline exist only on that device until they sync. If the device is lost, wiped or cleared before syncing, those changes are lost, and we cannot recover them.

11. Our intellectual property

RepDesk, its software, design, documentation and name remain ours. These terms grant you a non-exclusive, non-transferable right to use the service for your own gym business for as long as this agreement lasts, and nothing more.

If you send us feedback or suggestions, we may use them to improve RepDesk without obligation to you. We will never identify you as the source without your permission.

12. Confidentiality

Each of us may learn things about the other that are not public — your financial figures, our technical arrangements. Each of us will keep the other's confidential information confidential, use it only for this agreement, and protect it as carefully as our own. This does not apply to information that is already public, that we each already knew, or that the law requires us to disclose.

13. Anonymised and aggregated data

We may irreversibly anonymise and aggregate data held in RepDesk, and use the result to improve the product, produce industry benchmarks, and develop and train models that power features inside RepDesk. Once anonymised, that information is no longer personal data and is no longer attributable to you.

These limits are binding on us:

• We will not attempt to re-identify anonymised data, and will not permit anyone else to.
• No output will single out your gym or any individual. Nothing is published or shown unless it is drawn from at least 20 gyms.
• Your raw member records are never used this way, and never shared with another gym.
• We do not sell this information, anonymised or otherwise.

14. Suspension

We may suspend your access without notice if we reasonably believe it is necessary to protect the service or another customer — a security incident, a live attack, or serious misuse. Otherwise we will warn you, explain what is wrong, and give you a reasonable chance to put it right before we suspend anything.

We will tell you as soon as we can, and restore access once the cause is resolved.

15. Ending this agreement

You can leave at any time. Stop paying, or delete your account from Settings. You do not need to give notice or a reason, and nothing continues to bill you.

We may end this agreement by giving you 30 days' notice by email. We may end it immediately if you materially breach these terms and do not fix it within 14 days of our asking, or if you use RepDesk unlawfully.

Paid periods are not refunded on termination. Our Refund and Cancellation Policy sets this out in full.

16. What happens to your data when it ends

Export your data before you go. While your account is open you can export everything from Settings, and we recommend doing so before you delete anything.

Deleting your account deletes your workspace and the records in it. If we terminate, we will give you at least 30 days from the date of our notice to export, unless we terminated for unlawful use.

Retention after that, and the two things that deliberately survive deletion, are described in the Privacy Policy. In short: the law requires every data fiduciary in India to retain personal data and logs for at least one year, so deletion is not instantaneous erasure everywhere, and we would rather say so.

17. Disclaimers

RepDesk is provided as it is and as it is available. To the extent the law allows, we exclude all implied warranties, including of merchantability, fitness for a particular purpose and non-infringement.

We do not warrant that the service will meet every requirement you have, that it will be uninterrupted, or that every defect will be corrected. You remain responsible for checking that figures you rely on — for filings, for payroll, for tax — are correct.

18. Limitation of liability

Neither of us is liable to the other for indirect or consequential loss, or for loss of profit, revenue, goodwill, business opportunity or anticipated savings, however caused.

Our total liability to you, for everything arising out of this agreement taken together, is limited to the amount you actually paid us in the twelve months before the event that gave rise to the claim.

Nothing in this agreement limits or excludes:

• Liability for fraud or fraudulent misrepresentation.
• Liability for death or personal injury caused by negligence.
• Our obligations to pay any penalty validly imposed on us by the Data Protection Board of India.
• Any liability that cannot lawfully be limited or excluded under Indian law.

This clause allocates risk between you and us. It does not affect the rights your members have against you, or the rights anyone has under the Digital Personal Data Protection Act, 2023, which cannot be signed away.

19. Indemnity

You will indemnify us against claims, losses and reasonable costs arising from your use of RepDesk in breach of these terms, and in particular from:

• Messages you instructed us to send to people who had not agreed to receive them.
• Personal data you entered without the right to do so, including a minor's data recorded without verifiable parental consent.
• Your failure to answer your own members' data protection requests.

We will tell you promptly about any such claim, will not settle it without talking to you, and will let you control the defence if you ask and can conduct it properly.

20. Changes

RepDesk changes as we build it. We may add, alter or withdraw features. We will not materially reduce the core functionality of a plan you have paid for during the period you have paid for.

We may change these terms. For a material change we will give you at least 30 days' notice by email or in the product, and ask you to accept the new version. If you do not accept, you may stop using RepDesk; the paid period you are in remains governed by the terms you accepted.

We may change prices with at least 30 days' notice. A change never affects a period you have already paid for.

21. General

Force majeure

Neither of us is liable for failure to perform caused by something genuinely outside our reasonable control — a natural disaster, war, a general failure of internet infrastructure, or an act of government. This does not excuse paying money that is owed.

Transfer

You may not transfer this agreement without our written consent. We may transfer it, with notice to you, to a company we incorporate to carry on the RepDesk business, or in connection with a sale or reorganisation of that business. Your rights under it are unaffected by such a transfer.

Notices

We will write to the email address on your account. You can write to us at hi@repdesk.co.in. Notice is treated as given on the next working day after it is sent.

Severability, waiver, entire agreement

If any part of this agreement is held unenforceable, the rest stands. If we do not enforce something immediately, we have not given it up. Together with the policies named in section 2, this is the whole agreement between us about RepDesk, and it replaces anything said beforehand.

Relationship

We are independent of one another. Nothing here creates a partnership, joint venture, employment or agency between us.

22. Governing law and jurisdiction

This agreement is governed by the laws of India. The courts at Lucknow, Uttar Pradesh, have exclusive jurisdiction over any dispute arising out of it.

Before going to court, please raise the matter with us at hi@repdesk.co.in. Most things are resolved that way, and faster.

23. Grievance Officer

Grievance Officer: Khursheed Alam, Proprietor Email: privacy@repdesk.co.in Address: C-189, Abrar Nagar, Madina Masjid Road, Kalyanpur, Sadar, Lucknow, Uttar Pradesh 226022, India

We acknowledge every grievance on receipt and answer within 30 days. Data protection complaints may also be taken to the Data Protection Board of India.