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Terms of Service

Last updated: 7 August 2026

About GymReply

GymReply is a managed gym lead-follow-up service powered by software. It helps independent gyms capture enquiries, preserve SMS consent evidence, follow up consistently and hand a conversation to staff when a human response is needed.

These terms apply to the business or organisation named on a GymReply account. The person accepting them must be at least 18 and authorised to act for that business.

The service

Depending on the selected plan and configuration, GymReply may provide:

  • Public lead-capture forms, QR codes and branded capture pages.
  • SMS follow-up sequences, conversation management and workspace messaging hours.
  • OpenAI-assisted generation and analysis using verified gym facts and conversation context.
  • Staff handoff, owner takeover and external booking, signup or payment-page links.
  • Lead, consent, message, booking and operational records in the dashboard.

GymReply does not create a booking inside an external booking service. The gym must confirm booking, attendance and membership outcomes through its own process.

Plans, pricing and allowances

  • Starter: £49.99 per month, including 200 SMS.
  • Growth: £99.99 per month, including 500 SMS.
  • Managed: £299 per month, including 1,500 SMS, plus a separate £500 one-off setup fee.

Starter uses the standard Monday–Sunday, 09:00–20:00 Europe/London automated follow-up schedule. Growth adds custom days, times, timezone controls and branded capture pages. Managed includes Growth entitlements plus installation, configuration, branding, initial follow-up setup, one defined monthly optimisation cycle and priority support.

Prepaid SMS packs are available as temporary overflow: 10 SMS for £5, 30 SMS for £15, or 50 SMS for £25. Included allowance is used before prepaid credits. A blocked, duplicate or failed provider attempt does not count as a successful message.

Stripe billing

  • Stripe processes Checkout, subscriptions, payment methods, invoices and prepaid SMS packs.
  • Paid access is activated only after GymReply receives and verifies the relevant signed Stripe event.
  • A failed or reversed payment can suspend the affected paid entitlement until Stripe confirms a valid paid state.
  • Supported subscription and payment-method changes are handled through GymReply's Stripe billing portal.
  • A scheduled cancellation remains effective through the period Stripe confirms as paid, then ends future access.

Managed setup and recurring payments are separate. Managed installation does not begin until the setup payment is confirmed, and recurring Managed access does not activate until the subscription payment is confirmed. Refund, dispute and statutory cancellation rights are not replaced by these product mechanics.

Customer responsibilities

You must:

  • Provide accurate account, gym, offer, price, availability, booking and follow-up information.
  • Have a lawful basis for each lead and each message sent through GymReply.
  • Use clear consent wording and retain evidence supporting consent for imported leads.
  • Not upload purchased, scraped, cold-outreach or otherwise unsolicited phone-number lists.
  • Honour opt-outs, suppression, objections, erasure requests and human-handoff needs.
  • Monitor automated conversations and take staff control when appropriate.

Importing a lead does not itself create consent. GymReply's server-side consent and suppression gates support these responsibilities but do not decide whether a Customer's marketing activity is lawful.

AI limitations and outcomes

AI-generated content may be incomplete or inaccurate. GymReply applies deterministic policy checks, limits messages to configured facts and requires staff handoff in defined cases, but Customers remain responsible for their gym information, offer, availability and sales process.

GymReply does not guarantee a response, consultation, booking, attendance, membership or revenue. Results depend on factors outside GymReply's control, including lead quality and the Customer's offer, capacity and sales process.

Acceptable use

You must not use GymReply to:

  • Send spam, cold outreach, unlawful marketing or messages to a suppressed person.
  • Make false or unsupported claims about health, price, terms, availability or outcomes.
  • Harass, threaten, discriminate against, impersonate or mislead another person.
  • Access another Customer's workspace or bypass consent, security, allowance or tenant controls.
  • Interfere with, probe, reverse engineer or disrupt the service except where law expressly permits it.

Data, retention and erasure

The Privacy Policy describes how GymReply processes lead, conversation, consent, security and billing data. Customers retain ownership of the content they provide and permit GymReply to process it as needed to provide, secure and support the service.

Verified lead and workspace erasure workflows stop future processing and remove or anonymise active application data. Minimal consent, suppression, security and financial-lineage records may remain where needed for compliance, fraud prevention, payment reconciliation or legal claims. Erasure does not rewrite historical Stripe records or copies still subject to a provider's retention controls.

Availability and suspension

GymReply depends on third-party hosting, database, AI, SMS and payment services. The service may be interrupted for maintenance, provider failure, security response or legal compliance. GymReply may pause automation or suspend access where reasonably necessary to protect leads, Customers, the service or its providers.

Intellectual property

GymReply and its licensors retain rights in the service, software, branding and documentation. Customers retain rights in their own content and grant GymReply the limited rights needed to provide the service.

Changes and termination

We may update the service or these terms and will identify the effective date of the published version. A Customer may use the supported billing portal to schedule cancellation and may request account erasure through the supported privacy process. GymReply may suspend or terminate access for material breach, unlawful use, security risk, non-payment or discontinuation of the service.

Governing law and contact

These terms are governed by the laws of England and Wales, subject to rights that cannot lawfully be excluded. Contact GymReply first if you have a question or dispute:

  • GYM REPLY LTD, company number 17146363
  • 7 Ledson Park, Liverpool, England, L33 1RL
  • support@gymreply.com