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GENERAL TERMS OF USE FOR THE GymBoard PLATFORM

Last updated: 23.11.2025.

For information regarding personal data, please see thePrivacy Policy

1. Preliminary Information

These Terms govern access to and use of the GymBoard platform. Creating an operator account or continuing to use the Platform constitutes acceptance. If you do not agree, you must stop using it. This document grants no ownership in source code, infrastructure, brand, or trademarks. Features marked Beta, experimental, or scheduled for activation are provided 'as is' without any promise they will remain, function continuously, or reach production.

2. Operator Information

Name: Bács M-Cs. Balázs ÎI Headquarters: Bixad, 147, CV, RO Tax ID: 51894240 Email: bmcb.dev@gmail.com Phone: +40743234307

3. Definitions

  • Operator – a registered gym owner or manager using the Platform.
  • Account – an authenticated interface for managing gyms.
  • Member Account – authentication account created by individual gym members, enabling access to member dashboard and gym membership management.
  • Member / Membership – a gym-specific membership record linking a Member Account to a Gym, with status, subscription details, and QR code for check-in.
  • Gym – a fitness location entered by an Operator with name, address, contact, pricing, hours, logo, and description.
  • Join Code / Gym Tag – unique alphanumeric code assigned to each gym, enabling members to request membership by entering the code.
  • QR Code – machine-readable code containing unique identifier used for visitor feedback collection or member check-in verification.
  • Check-in – recorded gym entry event created by scanning member QR code, requires accepted membership status and valid subscription.
  • Visitor – an individual whose interactions are recorded using a pseudonymous identifier.
  • Feedback – multi‑metric ratings plus optional comment.
  • Custom Question – a single‑choice question configured by an Operator with predefined options.
  • Leaderboard – optional ordered list ranking gyms by average feedback rating.
  • Subscription – paid plan governing number of gyms permitted for Operators or member gym access validity.
  • Beta Feature – experimental or partially implemented module with reduced stability or completeness.
  • Pseudonymised Data – data that does not directly identify a natural person.

4. Description of Services

4.1. Provided Functionality

  • Operator account creation and authentication.
  • Member account creation and authentication with optional email.
  • Member dashboard: view memberships, subscription status, check-in history, generate and display member QR codes, join new gyms via join code, change password.
  • Gym membership lifecycle: members request membership using gym join code, creating a pending membership. Operators accept or decline via dashboard. Acceptance generates unique QR code and enables check-ins.
  • QR code check-in system: member-initiated scans and kiosk/scanner mode for operators. Validates membership status and active subscription, then creates check-in record with timestamp.
  • Operator member management: create member accounts manually with default password, view and edit member details, set subscriptions with type, dates and price, accept or decline join requests, view check-in history.
  • Gym profile management including name, address, contact, hours, pricing, description, logo, and auto-generated join code.
  • Unique QR code reference per gym for visitor interactions and feedback collection.
  • Structured multi‑metric feedback collection plus optional textual comment, which can be submitted by visitors or members.
  • Dashboard: counts for gyms, visits, feedback, members, check-ins and average ratings per gym.
  • Leaderboard toggle for average rating ordering.
  • Single‑choice custom questions with one answer per visitor or member.
  • Operator subscription management including gym limit upgrades and downgrades, cancellation immediate or end of period.
  • Basic PWA support with install prompt.
  • Multilingual interface in English, Romanian, and Hungarian.

4.2. Data Structures & Additional Features

  • Membership and member check‑ins for authentication, gym-specific membership records, and attendance tracking.
  • Courses, sessions, and bookings may be available as Beta features.
  • Announcements and achievements may be partially available.
  • Analytics for internal aggregation.

5. Account Registration & Security

5.1. Registration

  • Valid email and password required.
  • Optional name and phone fields.
  • Acceptance of these Terms and the Privacy Policy.

5.2. Security Obligations

  • Keep credentials confidential and unique.
  • Notify promptly if you suspect unauthorized access.
  • End sessions on shared devices to maintain security.

6. Member Account Registration & Security

6.1. Self-Registration

  • Members create accounts via the member registration page.
  • Required: unique nickname and password with minimum length requirements.
  • Optional: email and personal details.
  • Optionally provide gym join code during registration to immediately request membership.
  • Acceptance of these Terms and the Privacy Policy required.

6.2. Operator-Created Accounts

  • Operators may create member accounts manually via dashboard member management.
  • System assigns a default password that must be changed on first login.
  • Member must change password on first login.
  • Operator provides member with login credentials via secure communication.

6.3. Member Security Obligations

  • Keep login credentials confidential.
  • Change default password immediately if account was operator-created.
  • Notify gym operator promptly if membership QR code is lost, stolen, or compromised.
  • Do not share QR code with others; each code is uniquely tied to one membership.
  • End sessions on shared devices to maintain security.

7. Gym Membership & Join Process

  • Each gym has a unique join code displayed by operator.
  • Members enter join code via member dashboard to request membership with pending status.
  • Operators review join requests and accept or decline via dashboard.
  • Accepted status: generates unique QR code and enables check-ins with active subscription.
  • Declined status: member cannot reapply independently; operator may change status later.
  • Operators set member subscription details manually after acceptance.
  • Members can belong to multiple gyms with separate membership records.

8. QR Code Check-In System

8.1. Member QR Codes

  • Upon membership acceptance, unique QR code generated and linked to member.
  • Member views and downloads QR code via member dashboard.
  • QR code does not contain personal data; server resolves member identity.
  • QR remains valid while membership is accepted; revoked if membership declined or deleted.

8.2. Check-In Process

  • Two methods: member self-scan or kiosk/scanner at gym entrance.
  • Validation requirements: membership accepted, subscription active and not future-dated.
  • Successful scan creates check-in record with timestamp.
  • Failed scan displays appropriate error message.
  • Operators view check-in history per member and aggregate statistics per gym.

8.3. Kiosk/Scanner Mode

  • Operators access scanner mode via dashboard.
  • Uses device camera to scan member QR codes at gym entrance.
  • Validates membership and creates check-in automatically.
  • Screen stays active during scanning sessions.
  • Displays success/failure message with member name and subscription status.

9. Gym Information Responsibilities

  • Operator solely responsible for accuracy including pricing, hours, and contact information.
  • Remove unlawful, infringing, or misleading material.
  • Deleting a gym may delete linked records.

10. Feedback & Custom Questions

  • Feedback metrics use predefined categories.
  • Custom questions: single choice; one submission per visitor or member.
  • Members may submit feedback for gyms where they have accepted membership.
  • Anonymous visitors may submit feedback using gym QR codes.
  • Do not attempt re‑identification or deanonymisation of visitors or members.

11. Leaderboard Opt‑In

  • Only gyms whose Operators enable visibility appear.
  • Ranking uses averaged feedback; gyms without feedback are omitted.
  • Opt‑out removes the gym from public ordering.

12. Subscriptions & Billing

12.1. Operator Subscriptions

  • Base plan includes a gym limit; extra gyms may increase recurring charges.
  • Upgrades and downgrades adjust the allowed gym limit.
  • Cancellation can be scheduled end‑of‑period or immediate.
  • Subscription status may restrict creation of additional gyms.
  • We reserve the right to adjust pricing with advance notice.

12.2. Member Subscriptions

  • Member subscriptions for gym access validity set manually by gym operators.
  • Available subscription types include daily, weekly, monthly, and yearly options.
  • Each membership has subscription type, start date, end date, and price.
  • Check-in requires active subscription with valid dates.
  • Operators responsible for collecting payment and setting accurate subscription periods.
  • Platform does not process member subscription payments; operator handles billing externally.
  • Expired subscriptions block check-in until operator extends or renews subscription.

13. Acceptable Use

13.1. Operator Obligations

  • Use legitimately for your own managed gyms.
  • Provide accurate gym and member data; do not fabricate visits or feedback.
  • Properly verify member identities when creating accounts manually.
  • Securely communicate default passwords to operator-created member accounts.
  • Set accurate subscription periods reflecting actual payment and access agreements.
  • No unauthorized access attempts, reverse engineering, or scraping.
  • No automated injection of fake data.

13.2. Member Obligations

  • Use member account only for legitimate gym access and membership management.
  • Do not share, sell, or transfer QR codes or login credentials.
  • Do not attempt to check in with expired or invalid subscriptions.
  • Do not manipulate check-in records or attempt unauthorized gym access.
  • Provide accurate information during registration and join requests.
  • Do not create multiple accounts to circumvent gym policies or declined memberships.
  • No automated or scripted check-ins, feedback submission, or QR code generation.

14. Limitation of Liability

  • Platform and Beta features provided 'as is' without warranties.
  • No guarantee of accuracy, uptime, commercial benefit, or error‑free operation.
  • Operator assumes risk of decisions made using aggregated or derived metrics.
  • No liability for unavailability from maintenance, external network issues, force majeure, or third‑party outages.
  • No liability for user‑generated content such as feedback or custom question text.
  • Aggregate liability cap: limited to fees paid by Operator in the 12 months preceding the event, subject to applicable law.
  • No liability for indirect, incidental, consequential, lost profit, revenue, opportunity, goodwill, or data loss claims.

15. Intellectual Property

  • Source code, architecture, design, and branding belong to Bács M-Cs. Balázs ĂŽI.
  • Operators retain ownership of factual business data they input.
  • Visitor feedback content remains with the anonymous submitting visitor.

16. Modifications & Termination

  • We may update Terms; continued use after effective date constitutes acceptance.
  • Operators may cease use and request account deletion, which may remove linked data including member accounts and memberships.
  • Members may request account deletion via operator or bmcb.dev@gmail.com, which removes member account and associated memberships.
  • Violations of Acceptable Use may trigger suspension or termination.
  • Operators remain responsible for member data during and after termination per applicable data protection laws.

17. Governing Law & Contact

  • Disputes first pursued via good‑faith negotiation.
  • Primary contact: bmcb.dev@gmail.com.
  • If unresolved, competent local courts may apply, with mandatory consumer or statutory rights unaffected.

18. License Grant

  • Bács M-Cs. Balázs ĂŽI grants a limited, non‑exclusive, non‑transferable, revocable license to use the Platform per these Terms.
  • No sublicensing, resale, framing, code extraction, bulk scraping, or derivative creation without prior written consent.

19. Data Processing Roles

  • For Operator account data and pseudonymised feedback, Bács M-Cs. Balázs ĂŽI acts as Data Controller.
  • For member account authentication data, Bács M-Cs. Balázs ĂŽI acts as Data Controller.
  • For gym-specific member data, Bács M-Cs. Balázs ĂŽI may act as Processor with Operators as Controllers, or Joint Controllers depending on operational context and applicable data protection agreements.
  • Operators are responsible for lawful collection and processing of member personal data when creating accounts or setting subscription details.
  • Inactive schema modules do not imply active personal data processing until explicitly enabled.

20. Beta Features

  • Beta modules may have reduced stability, security, performance, or completeness.
  • Data generated in Beta may be restructured, migrated, or deleted during iteration.
  • No commitment to retain, commercialize, or maintain backwards compatibility for Beta functionality.

21. Indemnification

  • Operator will indemnify and hold harmless Bács M-Cs. Balázs ĂŽI from claims arising out of: use contrary to these Terms, violation of third‑party rights via Operator‑submitted content, or breach of applicable law.
  • Bács M-Cs. Balázs ĂŽI will provide reasonable notice of a claim and allow participation in defense where feasible.

22. Force Majeure

  • Neither party is liable for delay or failure caused by events beyond reasonable control such as natural disasters, network failures, governmental acts, or labor disputes.
  • Obligations suspend for the duration; affected party will use reasonable efforts to resume service.

23. Data Export & Termination

  • Upon termination, Operator may request within 30 days a reasonable export of non‑deleted relevant data.
  • After the grace period, data may be anonymised or gradually deleted subject to legal retention requirements.
  • Aggregated and anonymous statistics may be retained for analytical purposes.

24. Subprocessors & Third Parties

  • Typical vendors: payment processor, EU/EEA hosting infrastructure, transactional email, error monitoring.
  • Bács M-Cs. Balázs ĂŽI seeks appropriate security and confidentiality commitments from such providers.
  • List may update; material changes may be communicated via dashboard or email.

25. Price Changes

  • We may adjust pricing with at least 30 days prior notice.
  • Continued use after effective date constitutes acceptance; otherwise cancel before new pricing applies.

26. Verification & Legal Requests

  • Bács M-Cs. Balázs ĂŽI evaluates legality and necessity of formal governmental or law enforcement requests before disclosure.
  • Operator remains responsible for responding to its own end‑user/member data requests if such features become active.

27. Minors

  • Platform not intended for individuals under 16.
  • We do not knowingly collect data from persons under 16. Deletion requests can be sent to bmcb.dev@gmail.com.
  • Accidental collection identified will be promptly removed.