Terms & Conditions

1.Accepting these terms

These Terms & Conditions govern your use of REPZ, the gym management software and biometric access-control service provided by thegr8labs, Kollam, Kerala, India ("we", "us", "our").

By creating an account, starting a free trial, paying a subscription, or using any part of the service, you agree to these terms. If you do not agree, do not use the service.

This is an electronic record under the Information Technology Act, 2000 and does not require a physical or digital signature. Read it alongside our Privacy Policy, which forms part of these terms.

2.What the words mean

• Service: the REPZ owner application, staff access, member application, website, and the biometric access-control integration.
• Owner: the person or business that holds the REPZ account for a gym, and is responsible for it.
• Staff: a person the Owner gives a login, with whatever permissions the Owner grants.
• Member: an individual enrolled at the Owner's gym whose records are kept in REPZ.
• Outlet: one gym branch or location under an account.
• Subscription: the plan and billing term you have chosen, as set out on our pricing page.

3.Who can use it

You must be at least 18 years old and legally competent to contract under the Indian Contract Act, 1872.

If you are accepting on behalf of a gym, company, firm or other entity, you confirm that you are authorised to bind it, and "you" means that entity.

The service is offered to businesses operating in India. We may decline or close an account where we cannot lawfully provide the service.

4.Your account and your staff

You are responsible for the accuracy of the information in your account, for keeping your credentials confidential, and for everything done under your account or the logins you issue.

Staff logins are issued with a temporary password and a forced change on first login. Permissions are yours to grant and revoke, per person, and you are responsible for the consequences of what you grant.

Tell us promptly at info@thegr8labs.com if you believe an account has been accessed without authorisation. We may suspend access to contain a suspected compromise.

5.Plans and billing

Subscriptions are sold on the plans and terms published on our pricing page: currently Basic, Pro, Ultimate and Early Adopter, billed monthly, quarterly, half-yearly or yearly.

• All prices are in Indian Rupees. An invoice is issued for every payment.
• Payment is in advance for the term you choose. The service is available for that term once payment is received.
• Longer terms are discounted, and the discount applies to that term only. Discounts are not refundable pro-rata if you leave early.
• Plan limits on members, staff accounts and outlets are enforced as published. Where an action would exceed a limit we tell you before it happens, not after.
• Upgrades take effect immediately, with the balance of your existing term adjusted against the new plan.
• Downgrades and non-renewal take effect at the end of the current term.

Early Adopter price lock. Where you are on the Early Adopter plan, the monthly rate applicable at the time you subscribed continues for as long as your subscription remains active and unbroken. If your subscription lapses, the lock ends and the then-current price applies.

We may revise prices for new subscriptions and for future terms at any time. Existing paid terms are never repriced mid-term, and we will give at least 30 days' notice by email before a renewal is charged at a new rate.

6.The free trial

Every plan starts with a 14-day free trial. No card is required, and the trial does not convert into a paid subscription automatically. You have to choose to pay.

At the end of the trial, access to paid features stops until you subscribe. Your data is retained for a reasonable period so you can pick up where you left off, after which it may be deleted.

One trial per gym. We may decline a repeat trial for the same business.

Use the trial. Subscription fees are non-refundable once paid, as set out in section 7, so the two weeks before you pay are the ones that matter.

7.Cancellation and refunds

Subscription fees are non-refundable. Once a term is paid for, we do not refund it, in whole or in part, whether you cancel early, stop using the service, or change your mind.

That is why the free trial exists. You get 14 days with your own gym, your own members and your own plans, on any plan, without giving us a card. Try it properly before you pay: that trial is your protection, and it is the reason we can keep the price where it is instead of pricing refunds into it.

• You can cancel at any time, by writing to info@thegr8labs.com or from within the app. Cancelling stops the next renewal.
• Your access continues to the end of the term you have paid for. Cancelling does not cut it short, and it does not create a pro-rata refund.
• Longer-term discounts are not unwound. If you paid a discounted yearly rate and leave after four months, the discount is not recalculated against the months you used.
• Your data stays available for export until the paid term ends. Ask us and we will help you take it with you.
• Biometric hardware is covered separately in section 8.

The one exception is a billing error on our side. If you are charged twice for the same term, charged after we had confirmed a cancellation, or debited for a transaction that failed, that is money you never owed and we return it in full. Write to us within 30 days of the charge and we will put it back to the original payment method within 7 to 10 working days of confirming it. Your bank's own processing time after that is outside our control.

If you think a charge is wrong, tell us before raising a chargeback. We would far rather fix it directly, and we will.

8.Biometric hardware

The subscription prices cover the REPZ software. The biometric terminal on your door is separate.

• Hardware is quoted and invoiced separately as a one-off cost for your door, and is not part of any subscription plan.
• The terminals are third-party devices, eSSL and compatible push-protocol face, fingerprint and palm units. We are not the manufacturer.
• Manufacturer warranty applies to the device. Any warranty, repair or replacement is the manufacturer's, and we will help you claim it. We do not warrant third-party hardware ourselves.
• REPZ support installs and registers the device so you never have to open a device configuration screen. Physical damage, power supply, network availability and the door mechanism itself remain your responsibility.
• Hardware, once installed and working, is not returnable except under the manufacturer's own returns terms.
• If you already own a compatible terminal, we will connect to it instead, subject to it supporting the required protocol.

A door terminal is one way in, not the only one. QR self check-in and staff marking remain available, so a device fault, a power cut or a network outage never stops you recording attendance.

9.Your responsibilities towards your members

You are the Data Fiduciary for your members' personal data. We process it on your instructions. That division is set out in our Privacy Policy, and it puts the following on you:

• Obtain your members' consent before entering their personal data into REPZ, and tell them what it will be used for.
• Obtain specific consent before enrolling biometrics, whether a fingerprint, face or palm. This is sensitive personal data under the SPDI Rules 2011.
• Offer an alternative to any member who declines biometric enrolment. QR self check-in and staff marking exist for this, and refusing a member entry solely for declining a biometric is your decision and your liability, not ours.
• Obtain verifiable parental or guardian consent for any member under 18, including for biometric enrolment, as the DPDP Act 2023 requires.
• Obtain consent for WhatsApp and SMS messaging, and honour opt-outs. You are the sender for the purposes of TRAI's commercial-communication regulations, and you are responsible for what goes out under your gym's name.
• Keep your members' data accurate, and act on their requests to access, correct or erase it.
• Use the door and attendance data for gym administration only, not for surveillance of employees or members beyond that purpose.

You indemnify us against claims arising from your failure to do any of the above.

10.What you must not do

• Use the service for anything unlawful, or in breach of the Information Technology Act 2000, the DPDP Act 2023 or any other applicable law.
• Enter personal data you have no right to enter, or enrol biometrics without consent.
• Resell, sublicense, white-label or provide the service to a third party as your own, without our written agreement.
• Copy, decompile, reverse-engineer or attempt to derive the source code of the applications.
• Probe, scan or test the security of the service, interfere with its operation, or attempt to access another account's data.
• Use automated means to extract data at scale, or place unreasonable load on the service.
• Share one account across separate businesses, or misrepresent the number of outlets, members or staff to stay inside a plan limit.
• Upload malware, or content that is obscene, defamatory or infringes someone else's rights.

We may suspend or close an account that breaches this section, and where the breach is serious we may do so without prior notice.

11.Your data stays yours

You retain all rights in the data you and your members put into REPZ. We claim no ownership of it.

We use it only to provide and support the service, as described in the Privacy Policy. We do not sell it, and we do not use your members' data to market to them.

We may use aggregated, de-identified statistics, meaning figures that cannot identify you, your gym or any member, to improve the product and to describe it publicly.

On termination, you may request an export of your data. Ask before the account is deleted; once deletion is complete, we cannot recover it. Financial records are retained for the period Indian tax law requires, as set out in the Privacy Policy.

12.Services we depend on

REPZ works alongside services we do not control: UPI and the payment apps your members use, payment gateways, WhatsApp, cloud hosting, email delivery, and the biometric device makers.

We are not responsible for those services being unavailable, changing their terms, or failing to deliver a message. Where an outage in one of them prevents part of REPZ from working, we will tell you and work around it where we can.

A UPI QR generated by REPZ carries the amount you entered. Settlement happens between the payer, their bank and your bank. We do not hold or route your members' money at any point.

13.Availability and support

We work to keep the service available continuously, but we do not guarantee uninterrupted or error-free operation. Maintenance, updates and events outside our control will cause occasional downtime, and we will keep planned downtime short and, where practical, announced.

If a fault on our side makes the service unusable for an extended period, tell us. We do not issue refunds, but we will extend your paid term by the time you lost, which leaves you no worse off.

Support is provided by the channels published for your plan. We aim to respond quickly and, on priority plans, within the same working day, but response times are targets rather than contractual commitments unless separately agreed in writing.

We may add, change or withdraw features. Where a change removes something you rely on, we will give reasonable notice.

14.Our intellectual property

The REPZ name and mark, the applications, the website, the designs, and all software and documentation are owned by thegr8labs and protected by Indian and international intellectual property law.

Your subscription grants you a limited, non-exclusive, non-transferable, revocable right to use the service for your own gym business for the term you have paid for. Nothing more is granted, by implication or otherwise.

Feedback and suggestions you send us may be used freely to improve the product, without obligation or payment.

15.Limitation of liability

The service is provided on an "as is" and "as available" basis. To the fullest extent permitted by law, we exclude all warranties not expressly stated in these terms.

We are not liable for: loss of profit, loss of business, loss of goodwill, loss of anticipated savings, or any indirect or consequential loss, however caused.

Nor for: unauthorised entry or refused entry at a door caused by third-party hardware failure, power or network loss, or a member's biometric not reading; the accuracy of data you or your staff entered; or the acts of your staff or members.

Our total liability, for all claims taken together arising in any twelve-month period, is limited to the subscription fees you actually paid us in the twelve months before the claim arose.

Nothing in these terms excludes liability for fraud, wilful misconduct, or anything that cannot lawfully be excluded.

16.Indemnity

You agree to indemnify and hold us harmless against claims, losses, damages, liabilities, costs and legal fees arising from:

• your use of the service in breach of these terms or of any law;
• personal data you entered without a lawful basis or without consent, including biometric enrolment;
• communications sent to your members under your gym's name;
• any dispute between you and a member, a staff member, or a third party.

17.Suspension and termination

You may cancel as set out in section 7.

We may suspend or terminate your access where you breach these terms, where payment is not received when due, where continuing would put us in breach of the law, or where required by a competent authority. Except in cases of serious breach or legal compulsion, we will give notice and a reasonable chance to put it right first.

On termination, your right to use the service ends immediately. Sections on your data, intellectual property, liability, indemnity and dispute resolution survive.

18.Events outside our control

Neither party is liable for failure or delay caused by an event beyond its reasonable control, including act of God, flood, fire, epidemic, war, civil unrest, strike, government action or restriction, failure of a public telecommunications or power network, or a failure at a third-party cloud, payment or messaging provider.

19.Governing law and disputes

These terms are governed by the laws of India. The courts at Kollam, Kerala have exclusive jurisdiction, and both parties submit to it.

Before litigation, either party may refer a dispute to arbitration by a sole arbitrator under the Arbitration and Conciliation Act, 1996. The seat and venue is Kollam, Kerala, and the proceedings are in English.

We would much rather resolve it in a phone call. Write to us first, using the next section.

20.Grievance redressal

For any complaint about the service, billing, or how your data has been handled, contact:

• The Grievance Officer, thegr8labs
• Email: info@thegr8labs.com
• Phone: +91 70340 83071
• Address: Kollam, Kerala, India

We acknowledge every complaint and aim to resolve it within 7 working days.

21.The usual clauses

• Changes. We may amend these terms. The effective date at the top shows the current version, and we will notify account holders of material changes by email or in-app notice before they take effect. Continuing to use the service after that means you accept them.
• Entire agreement. These terms and the Privacy Policy are the whole agreement between us on this subject, and replace any earlier understanding. A separately signed agreement, where one exists, takes precedence.
• Severability. If a clause is held unenforceable, the rest stands and the clause is read down to the minimum extent necessary.
• No waiver. Not enforcing a right on one occasion does not waive it.
• Assignment. You may not assign these terms without our written consent. We may assign them as part of a merger, acquisition or reorganisation.
• Notices. Notices to us go to info@thegr8labs.com. Notices to you go to the email address on your account.