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Coach Terms: [PRODUCT NAME]

Version: v0.1 DRAFT (16 Oct 2026)

1. About these terms

These terms are an agreement between you, the coach, and SH Studios Digital Ltd ("SH", "we", "us"), company number [PLACEHOLDER: company number], [PLACEHOLDER: registered address].

They cover your use of the [PRODUCT NAME] coach console, the client app and your public booking pages (together, "the app"). Our Data Processing Agreement (the "DPA", at https://pt.shstudios.uk/dpa) forms part of these terms. It covers how we handle your clients' data for you.

You accept these terms by ticking the box when you first sign in. You use the app for your business, not as a consumer.

2. Your account

  • You must be 18 or over and coach as a business (a sole trader or a company).
  • You sign in with a 6-digit code sent to your email. Keep access to that email secure. You are responsible for what happens in your account and for anyone you add to it.
  • Give us accurate details and keep them up to date.

3. Your responsibilities to your clients

You are the controller of your clients' personal data. That means:

  • Register with the ICO and pay its data protection fee, unless an exemption applies to you. Give us your registration number when we ask.
  • Publish your own client privacy notice and client terms. We give you templates. You fill them in, check them and publish them at your own web addresses. Your booking page and the app link to them.
  • Write your own health questions. Do not copy PAR-Q+ or any other form you do not have permission to use. The app links to the official pre-exercise form instead.
  • Health data needs the client's explicit consent. The app asks for it with a separate, unticked box. Do not ask clients for health information in other ways that skip that box.
  • You are responsible for your coaching. The app is a tool. It does not give medical advice, and it does not decide whether a client is fit to train. If a client answers "yes" to a health question, the app tells you. What happens next is your professional judgement.
  • Keep your own insurance for your coaching.
  • Answer your clients' data requests. The app helps (client export, deletion), and we help as the DPA describes.

4. What we provide

  • The coach console, the client app on iPhone and Android, and your public enquiry and booking pages.
  • Hosting, backups, security updates and support by email at [PLACEHOLDER: contact email].
  • We aim to keep the app available, but we do not promise it will never be down. The client app keeps working offline, and logged sets are saved on the phone first and sync later.
  • We may change or improve features. We will not remove a core feature you rely on (programmes, logging, check-ins, messages, bookings, export) without at least 30 days' notice.

5. Prices and your plan

Our current prices are on our price list at [PLACEHOLDER: price list URL]. The price list is part of these terms. [DECIDE: no prices are written here on purpose; the founders confirm the published list before launch.]

How your plan works:

  1. Your plan depends on your active clients. An active client is one who has accepted an invite and is not paused or archived. Demo clients and your own test login do not count.
  2. Your plan is set at each monthly renewal, from the highest number of active clients on any day in the 7 days before renewal.
  3. No part-month charges. We do not charge extra mid-month if you add clients, and we do not refund part of a month if you remove them.
  4. You are never locked out for growing. If you go over your plan's limit, the console shows a notice and you move up at your next renewal.
  5. The free plan needs no payment details. We ask for a payment method only when you first go over the free plan's limit.
  6. Price changes: we give at least 30 days' written notice before a list price changes. A founding price agreed with you in a signed order form is not affected by list price changes. [DECIDE: founding-price lock length, 05 D5]
  7. VAT: [DECIDE: 05 D9. Research 05 §3.4 says "Prices exclude VAT. SH is not VAT registered, so VAT is charged only if SH registers." The SH web canon says never to write "+ VAT". The founders pick one wording.]
  8. Payment: you pay us monthly in advance by Bacs Direct Debit through Stripe.

6. If a payment to us fails

  • We email you and try again.
  • A failed payment never stops your clients logging their training, and never deletes data.
  • [DECIDE: what, if anything, is limited after how many days unpaid, for example no new client invites after 30 days. Nothing is planned in the bible beyond "never blocks logging".]

7. Payments from your clients

  • If you take payments in the app, they go through Stripe, straight to your own Stripe account. You are the seller. You need a Stripe account in your own name, and Stripe's terms apply between you and Stripe.
  • You set your prices. You pay Stripe's own fees.
  • We take no fee from your client payments (0%). If that ever changes, we will tell you the percentage and what it applies to at least 30 days before it starts, and you can leave before then.
  • You are responsible for your consumer law duties to your clients: clear key terms before they pay, their 14-day right to cancel, and an easy way to cancel online. The app's checkout and client terms template are built to help with this.
  • The iPhone app has no pay button or pay link. Clients pay through links you send them, on the web. [VERIFY against M6-06 and 05 D12 when M6 is planned]

8. Cancelling

  • You can cancel your plan at any time in the console. It ends at the end of the month you have paid for. No more payments are taken.
  • Before or after cancelling, you can export everything from the console.
  • After your plan ends, your account stays open on the free plan if you are within its limit. [DECIDE: or the account becomes read-only. Recommended: drop to the free plan.]

9. Closing your account and your data

  • You can close your account from the console. You need to archive or move your clients first. [DECIDE: M7 D2]
  • We give you an export of your data before closing.
  • We delete your clients' data within 30 days of closing, except data you told us to keep for its retention period (for example signed health checks) and records the law makes us keep. The DPA has the detail.

10. Your content

  • Your programmes, exercises, videos, check-in forms, saved replies and brand stay yours.
  • You give us permission to host, copy and show them only to run the app for you and your clients.
  • Do not upload anything you do not have the right to use, including other people's videos or forms.
  • We may remove content that breaks the law or these terms. We will tell you why.

11. Fair use

Do not:

  • use the app for anything unlawful, or to harass anyone;
  • try to get into another coach's data or our systems;
  • copy, resell or reverse-engineer the app;
  • send bulk marketing to people through the app.

We may suspend an account that does these things. Where we can, we warn you first and give you time to fix it. Suspension never deletes data on its own.

12. Our responsibility to you

  • Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or anything else the law does not allow us to limit.
  • We are not responsible for indirect losses, such as lost profit or lost business.
  • [DECIDE: liability cap. A common choice is the fees you paid us in the 12 months before the claim, with a fixed minimum amount for coaches on the free plan. Solicitor to advise.]
  • We are not responsible for your coaching advice or for any injury to your clients.

13. Changes to these terms

We may update these terms. We give you at least 30 days' notice by email and in the console before a change that affects you applies. The new version shows its number and date, and you accept it at your next sign-in. If you do not agree, you can cancel before it applies.

14. Ending these terms

  • You can end them by closing your account.
  • We can end them with 30 days' notice, or straight away if you seriously break them and do not put it right within 14 days of our notice.
  • Sections 9, 10 and 12 keep applying after the terms end.

15. General

  • English law applies, and the courts of England and Wales decide any dispute.
  • If a part of these terms is found invalid, the rest still applies.
  • Contact: [PLACEHOLDER: contact email]. Notices to you go to your account email.