Terms & Conditions
+ Privacy Policy

1 Scope of Service

Fit-Stop Gym provides this web-based platform to manage memberships, track fitness progress, process payments, and offer personalized fitness guidance through an AI-powered adviser. This system is designed to assist gym staff and enhance the member experience.

2 Assumption of Risk, Release & Waiver

Exercise and the use of gym facilities involve inherent risks. This section is an essential condition of your membership — please read it carefully. By accepting these Terms you voluntarily assume these risks and release Fit-Stop Gym from certain claims, to the extent permitted by law.

• Acknowledged Risks: You acknowledge that physical exercise, the use of gym equipment, and participation in any fitness program involve risks including, but not limited to: cardiovascular incidents, muscle and joint injuries, slips, trips and falls, injuries arising from the use or misuse of equipment, and the aggravation of pre-existing medical conditions.
• Assumption of Risk: You knowingly and voluntarily assume all such risks arising from your use of the facilities and services, including any recommendations provided by the AI Adviser, provided that you have completed the Fitness to Participate Declaration (Section 4) truthfully.
• Release: To the maximum extent permitted by law, you release and waive any claims against Fit-Stop Gym and its owners, staff, and associates for personal injury or property damage arising out of your use of the facilities and services, other than as set out below.
• What This Waiver Does Not Cover: This waiver does not release Fit-Stop Gym from liability for gross negligence, willful misconduct, injuries caused by defective or improperly maintained equipment, or unsafe premises of which the gym knew or should have known. No provision of these Terms waives any right that cannot lawfully be waived under Philippine law.
• Your Acknowledgement: By registering, checking in, or accepting these Terms through the consent prompt, you confirm that this waiver has been clearly explained, that you have had the opportunity to ask questions, and that you accept it freely and voluntarily.

3 Eligibility & Minimum Age

• Adults (18 and above): You must be at least eighteen (18) years of age, the age of majority in the Philippines (R.A. 11688), to register for an account online and use the platform.
• Minors: Individuals under eighteen (18) years of age may only be registered in person at the front desk by a parent or legal guardian, who must present a valid government-issued ID, provide consent to the processing of the minor's personal data, and sign the waiver in Section 2 on the minor's behalf. The parent or guardian is responsible for the minor's conduct and use of the platform.
• No Online Verification: The platform does not automatically verify age at registration. Providing false age information is a violation of these Terms and is grounds for suspension or termination.
• Right to Require ID: Fit-Stop Gym may require presentation of a valid government-issued ID at the front desk to verify your identity and age before first access or at any reasonable time.

4 Fitness to Participate Declaration

• Health Declaration: You agree to provide complete and accurate health and fitness information before or during any exercise, including current or historical medical conditions, injuries, and medications that could affect your ability to exercise safely.
• Condition to Participate: Each time you use the facilities and services, you confirm that you are in good physical condition and know of no medical or other reason why you should not exercise. If you are unsure, you should seek medical guidance before exercising.
• Medical Advice Prevails: You agree not to train against the advice of a qualified medical professional. Fit-Stop Gym may restrict, modify, or deny access to specific activities on safety grounds, including where a disclosed condition creates a foreseeable risk of harm.
• Monitoring & Supervision: You are responsible for the intensity of your own training. The presence of staff and the availability of trainers does not constitute medical supervision.

5 Membership & Payments

• Membership Plans: Gym membership pricing and terms are set by Fit-Stop Gym administration and may be updated from time to time. Current pricing is displayed on the platform.
• Payment Processing: Payments are processed by authorized Fit-Stop Gym staff through the system's point-of-sale module. Transaction records (including receipt numbers, amounts, and payment methods) are retained for accounting and audit purposes.
• Refunds: Refund requests must be directed to gym administration. Refund eligibility is determined on a case-by-case basis in accordance with Philippine consumer protection laws.
• Access Suspension: Failure to maintain an active membership may result in restricted access to member-only features, including the AI Adviser and progress tracking tools.
• Renewals & Expiry: Membership renewals take effect from the expiry of your current paid period and extend it accordingly. Unused days are not refunded unless the gym agrees otherwise in writing.
• Freeze / Hold: Requests to freeze a membership must be submitted to gym administration in advance. Freeze periods and conditions follow the gym's current policy, which administration may update with notice.
• Cancellation: You may cancel a recurring membership by notifying gym administration before the next billing cycle. Cancellation does not entitle you to a refund for periods already paid, except as provided under the Refunds clause or consumer law.
• Non-Transferable: Memberships, discounts, and access entitlements are personal to you and may not be assigned, shared, or transferred to another person without the written consent of gym administration.
• Guests & Walk-Ins: Day-pass and guest rates are displayed at the front desk. Guests and walk-in users are bound by these Terms while on the premises, and their attendance is recorded for safety and reporting purposes.
• Consumer Protection: Under the Consumer Act of the Philippines (R.A. 7394), services are rendered with the diligence expected of a prudent gym operator. Nothing in these Terms limits rights that cannot be waived or limited by law.

6 Rules of Use, Conduct & Access

• Respectful Conduct: Threatening, harassing, or intimidating other members or staff, damaging equipment, distributing or using illicit substances, or training other members without authorization are prohibited and may result in immediate suspension or cancellation of membership.
• Access Rights: The gym may refuse entry or revoke access to any person at any time and for any lawful reason, including violation of these Terms, disruptive behavior, or safety concerns. Operating hours are set by the gym and may change with notice.
• Personal Belongings: The gym is not liable for loss, theft, or damage to personal belongings brought into the premises. You are responsible for your own property; where lockers are provided, we recommend using them.
• Dress & Hygiene: Appropriate athletic attire and closed-toe athletic footwear must be worn during exercise. The gym may require you to leave the training floor if you are not appropriately attired.
• Photography & Media: You may not photograph or record other members without their consent. The gym may photograph or record within the premises for security and safety purposes and may post general facility photos and testimonials; if you prefer not to appear in promotional content, inform the front desk and reasonable efforts will be made to honor your request.
• Equipment Care: You agree to use equipment in accordance with its intended purpose, follow posted instructions and staff guidance, and re-rack weights and return equipment after use. Report any damaged or unsafe equipment to staff immediately.

7 User Accounts & Security

• Credentials: You are responsible for maintaining the confidentiality of your login credentials. You must notify Fit-Stop Gym administration immediately of any unauthorized use of your account.
• Authentication: The system utilizes session-based authentication and role-based access control (RBAC). Attempting to bypass these security layers or access administrative pages without authorization is strictly prohibited.
• Account Accuracy: You agree to provide accurate and complete information during registration and to keep your profile information up to date. Accounts with false or misleading information may be suspended.
• Prohibited Use: Users may not use the AI Adviser to generate unsafe, illegal, or harmful content. The system employs hard-refusal rules for such queries.

8 User-Generated Content

The Web-App allows you to create and store content including workout logs, meal logs, equipment feedback, and AI chat messages. The following terms apply:

• Ownership: You retain ownership of the content you create (workout logs, meal entries, feedback submissions). By submitting content, you grant Fit-Stop Gym a non-exclusive license to use, store, and display this content within the platform for the purpose of providing the service.
• Responsibility: You are solely responsible for the content you submit. Do not input false health data, submit defamatory feedback, or upload inappropriate content.
• AI Chat Content: Queries submitted to the AI Adviser and the responses generated are logged. By using the AI Adviser, you acknowledge that this content is stored and may be reviewed by authorized personnel for quality and safety purposes.

9 AI Adviser Disclaimer

• Guidance Only: The AI-generated workout, diet, and recovery plans are for informational purposes only and should not be treated as professional medical or nutritional advice.
• No Medical Advice: These outputs are not a substitute for professional medical advice, diagnosis, or treatment. Users are urged to consult a physician before starting any new fitness or nutrition program, especially if they have pre-existing health conditions.
• Risk Assumption: Use of AI-generated suggestions is at the user's own risk. Fit-Stop Gym is not liable for injuries or health complications resulting from the use of the AI Adviser.
• Conversation Logging: Your queries and the AI's responses are logged for service improvement, safety auditing, and quality assurance. Do not share information in AI chats that you would not want stored. See Section 7 of the Privacy Policy for details.

10 Intellectual Property

• Gym Property: The Web-App, its source code, design, the "Fit-Stop" name and logos, machine guide content, exercise templates, and all branding are the property of Fit-Stop Gym and its licensors. They are licensed to you for personal use only, not sold.
• Your Content: As provided in Section 8, you retain ownership of the workout logs, meal logs, and other content you create, and grant Fit-Stop Gym a non-exclusive license to use that content to provide the service.
• Third-Party Marks: Trademarks and service marks of third parties (including Google and other providers) remain the property of their respective owners. Nothing in these Terms grants you a license to use them.
• Restrictions: You may not copy, scrape, reverse-engineer, republish, or commercially exploit the platform, its content, or its aggregated data without prior written permission from Fit-Stop Gym.

11 Warranty Disclaimer & Limitation of Liability

• No Medical Warranty: Fitness guidance, including AI-generated recommendations, is informational only and is not a medical or nutritional guarantee. See Section 9.
• Limitation of Liability: To the maximum extent permitted by law, Fit-Stop Gym's aggregate liability arising out of or in connection with these Terms or your use of the platform shall not exceed the total fees you paid for access to the platform in the three (3) months preceding the event giving rise to the claim.
• Excluded Damages: Fit-Stop Gym is not liable for indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or goodwill, even if advised of the possibility of such damages.
• Other Members: Fit-Stop Gym is not liable for the acts or omissions of other members, guests, or third parties using the platform or premises.
• Statutory Rights Preserved: Nothing in these Terms limits or excludes liability that cannot lawfully be limited or excluded, including liability for gross negligence, willful misconduct, fraud, or obligations that are mandatory under Philippine law.

12 Indemnification

• By You: You agree to indemnify and hold harmless Fit-Stop Gym, its owners, directors, staff, and agents from and against any claims, damages, liabilities, costs, and expenses (including reasonable attorney's fees) arising out of your breach of these Terms, your conduct at the premises, or unauthorized use of your account.
• By Fit-Stop Gym: Fit-Stop Gym agrees to indemnify you against claims arising from its gross negligence or willful misconduct, subject to the limitation of liability in Section 11.
• Cooperation: Each party must promptly notify the other of any claim, cooperate in its defense, and not settle a claim in a manner that binds the other party without prior written consent.

13 System Integrity

To protect the community, Fit-Stop Gym implements CSRF protection, encrypted password hashing, rate limiting, and audit trails.

14 Governing Law, Disputes & Complaints

• Governing Law: These Terms are governed by the laws of the Republic of the Philippines, including the Data Privacy Act of 2012 (R.A. 10173), the Consumer Act of the Philippines (R.A. 7394), and the Cybercrime Prevention Act of 2012 (R.A. 10175).
• Venue: Any legal action relating to these Terms shall be brought exclusively before the courts of Malabon City, Metro Manila, Philippines.
• Complaints First: Before initiating legal action, you agree to raise your concern with Fit-Stop Gym administration, which will respond within fifteen (15) business days.
• Escalation: Depending on the nature of the concern, you may also raise it with the Department of Trade and Industry (DTI) for consumer matters, the National Privacy Commission (NPC) for data privacy matters, and the appropriate barangay or court for local disputes.
• Filing Deadline: Any cause of action arising out of these Terms must be filed within the period prescribed by applicable law.

15 General Provisions

• Severability: If any provision of these Terms is held invalid or unenforceable, that provision shall be enforced to the maximum extent permissible and the remaining provisions shall remain in full force and effect.
• Entire Agreement: These Terms, together with the Privacy Policy, constitute the entire agreement between you and Fit-Stop Gym regarding the platform and supersede all prior agreements and representations.
• Assignment: You may not assign or transfer your rights under these Terms without prior written consent. Fit-Stop Gym may assign these Terms, in whole or in part, upon notice to you.
• No Waiver: The failure of Fit-Stop Gym to enforce any provision of these Terms is not a waiver of its right to enforce that provision later.
• Force Majeure: Fit-Stop Gym is not liable for delay or failure to perform its obligations caused by events beyond its reasonable control, including natural disasters, power failures, and network or telecommunications outages.
• Language: These Terms are written in English. Any translation is provided for convenience only and the English version controls.

16 Termination

• By User: You may request account deletion by contacting gym administration. Upon deletion, your personal data will be handled in accordance with our Data Retention policy (Privacy Policy Section 7).
• By Fit-Stop Gym: We reserve the right to suspend or terminate accounts that violate these Terms, engage in fraudulent activity, or compromise system security. You will be notified of suspension via your registered email address.
• Effect of Termination: Upon termination, your access to the Web-App will be revoked. Data retention after termination is governed by the Privacy Policy. Certain records (transaction logs, audit trails) may be retained as required by law.

1 Data We Collect

We collect data that you explicitly provide and data generated through your use of the platform. We adhere to the principle of data minimization.

2 Sensitive Personal Information

Under R.A. 10173, sensitive personal information includes data about an individual's health, physical condition, or emergency contact details. The following data you provide is classified as SPI:

• Health Conditions: Medical remarks and health concerns you enter during onboarding or profile setup (e.g., asthma, high blood pressure, injuries).
• Body Metrics: Height, weight, BMI, and age — used for fitness tracking and AI-generated recommendations.
• Emergency Contacts: Name and phone number of a designated person — collected solely for emergency situations.

3 Use of Data & Consent

• Informed Consent: We process your data only after you have provided consent via the Data Privacy Act consent prompt presented at registration. You may withdraw consent at any time by contacting gym administration, though this may limit your access to platform features.
• Sensitive Personal Information: Because your health-related data is classified as sensitive personal information under R.A. 10173, we process it only with your specific, explicit, and informed consent, obtained separately and in writing (including by electronic signature).
• AI Processing Consent: Use of the AI Adviser, which processes your profile and health data to generate recommendations, requires your separate consent. You may decline or withdraw AI consent and still use all non-AI platform features.
• Purposes of Processing: Your data is used for: (a) gym membership management, (b) fitness progress tracking and personalized recommendations, (c) payment processing and financial record-keeping, (d) AI-powered fitness guidance, (e) system security and abuse prevention, and (f) regulatory compliance.
• Legal Basis: Data processing is based on your explicit consent, the performance of our membership contract with you, and our legitimate interest in maintaining system security.
• Service Personalization: We may use your profile, goals, and activity history to personalize your experience of the Service, including the content and order of recommendations, reminders, and progress summaries.
• Aggregated and De-Identified Data: We may create aggregated, de-identified, or anonymized data from the personal information we hold — for example, attendance or usage trends that do not identify any individual — and use it to analyze and improve the Service. We do not attempt to re-identify such data, and once de-identified it is no longer treated as personal information under this Policy.
• Further Uses: If we need to use your personal information for a purpose that is not compatible with the purposes listed above, we will ask for your consent before doing so, except where the law permits the processing without it.

4 Third-Party Disclosures

We do not sell your personal data. However, certain data is shared with external service providers strictly for the purposes described below:

5 Cookies & Session Technology

The Web-App uses the following technologies to operate:

• Session Cookies: We use HTTP session cookies (HttpOnly, SameSite=Lax, Secure when on HTTPS) to maintain your login state and CSRF protection tokens. These cookies are destroyed when you close your browser or log out. They contain no personal data directly — only a session identifier.
• Local Storage: The platform stores non-sensitive preferences in your browser's local storage, including dark mode preference, meal/workout/water reminder toggles, weight display unit (kg/lbs), and recently used exercises. This data never leaves your device and is not transmitted to our servers.
• Offline Cache (Service Worker): The platform's offline cache stores only static assets (stylesheets and icons) on your device. It never caches pages containing your personal data.

We do not use third-party analytics cookies, advertising trackers, or tracking pixels.

6 Data Security & Storage

• Password Security: Passwords are never stored in plaintext. We use industry-standard bcrypt hashing via PHP's password_hash() and password_verify() functions.
• SQL Injection Prevention: All database queries use PDO prepared statements with parameterized inputs. No raw SQL interpolation is performed.
• XSS Prevention: All user-supplied output is escaped using htmlspecialchars() before rendering.
• CSRF Protection: All state-changing operations (forms, API calls) require a validated CSRF token.
• Rate Limiting: Login, email verification, MFA, and AI query endpoints are rate-limited to prevent brute-force and abuse.
• Audit Trails: We log login attempts (including IP addresses), profile changes, and system events for accountability and security monitoring.

7 Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which we collected it, or as required by law. When deciding how long to keep a particular category of data, we take into account the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorized use or disclosure, the purposes we process it for, whether those purposes can be achieved another way, and our legal, accounting, and reporting obligations.

• AI Chat Logs: Stored in the ai_chat_log table for service improvement, safety auditing, and quality assurance. You may request that your identifiable chat history be anonymized or deleted (Privacy Section 8); logs may be retained in anonymized form for auditing and service-improvement purposes.
• Member Profile Data: Retained for the duration of your active membership. Upon account deletion, profile data is removed within 30 days, except where retention is required by law.
• Transaction Records: Retained for 5 years from the transaction date in compliance with Philippine tax and accounting regulations (BIR requirements).
• Login Attempt Logs: IP addresses and failed login records are automatically purged after 1 day.
• Attendance Records: Retained for the duration of your membership and 90 days after membership expiry for historical reporting.
• Profile Change History: Archived profile snapshots are retained for the duration of your membership for audit purposes.
• Session Data: Server-side session data is destroyed upon logout or after 30 minutes of inactivity.
• Database Backups: Retained only as long as needed for disaster recovery, then overwritten or destroyed. Release copies are handled with the same encryption and access controls described in Privacy Section 14.

When we no longer need the personal information we have collected about you, we delete it or anonymize it. Where deletion is not immediately possible — for example, because the data still sits in a backup archive — we securely store it and isolate it from further processing until deletion can be carried out. Data we have already anonymized may be retained indefinitely, since it can no longer be associated with you.

8 Your Rights as a Data Subject

Under the Data Privacy Act of 2012 (R.A. 10173), you have the following rights:

9 Your Choices & Opt-Outs

In addition to the data subject rights described in Section 8, you have the following choices about how your information is used. You may exercise any of them by contacting gym administration.

• Opt-Out of Communications: Transactional messages — verification codes, password resets, security alerts, and service announcements — are sent as part of operating your account and cannot be switched off. Any promotional messages we send can be turned off through the unsubscribe link at the bottom of the message.
• Declining to Provide Information: We collect some information because it is necessary to provide the Service. If you choose not to provide information we have marked as required, we may be unable to provide the affected features.
• Privacy Settings: You control your own reminder, notification, display-unit, and dark-mode preferences from your profile settings. Those settings are stored on your device and in your account as described in Section 5.
• Linked Third-Party Accounts: If you sign in with Google, you can limit what we receive, or revoke our access entirely, from your Google account settings. Revoking access applies going forward only; it does not delete information we have already received.
• Blocking Images: Most browsers and devices let you prevent images from loading. Because the Service uses no tracking pixels of its own, this affects only the readability of the interface.
• Do Not Track: Some browsers can send a "Do Not Track" signal. We do not use third-party advertising or analytics cookies, so there is no cross-site tracking for such a signal to control, and we do not currently respond to Do Not Track signals.
• Closing Your Account: You may request closure of your account and deletion of your data by contacting gym administration. See Section 7 for what is retained after deletion, and why.

10 Other Sites & Services

The Service may link to, or be reached from, websites, applications, and online services operated by third parties, including the sign-in and payment services described in Section 4. We do not control those services, and any information you provide on them is given directly to their operators and governed by their own privacy policies.

We encourage you to read the privacy policy of any third-party service you use before providing it with your information. We are not responsible for the privacy or security practices of third parties, even where you reach them through the Service.

11 Cross-Border Data Transfers

Certain data processing activities involve the transfer of data outside the Philippines:

• AI API Provider: Your profile summary, health data, workout history, and chat queries are transmitted to an external AI service provider whose servers may be located outside the Philippines. This transfer is necessary to provide the AI Adviser functionality. We rely on the provider's security measures and contractual commitments to protect your data.
• Google Services: OAuth authentication and email delivery involve data processing by Google's infrastructure, which operates globally.
• PII Scrubbing: Before data is transmitted to the AI provider, phone numbers and email addresses are automatically redacted to minimize the personal data in transit.

By using the AI Adviser and Google sign-in features, you consent to these cross-border transfers. We take reasonable steps to ensure that your data receives an equivalent level of protection in accordance with R.A. 10173.

You may contact us to ask which transfer mechanism applies to a particular recipient, or to request a copy of the contractual safeguards we rely on before your data is transferred outside the Philippines.

12 Children's Privacy

The Web-App is intended for individuals who are at least eighteen (18) years of age, the age of majority in the Philippines (R.A. 11688). We do not knowingly collect personal data from minors through the self-service platform.

• Minors Must Register In Person: A minor may be enrolled only when a parent or legal guardian registers in person at the front desk, presents a valid government-issued ID, consents to the processing of the minor's data, and signs the Assumption of Risk and Waiver (Terms Section 2) on the minor's behalf.
• Guardian Responsibilities: The parent or guardian acts as the minor's representative for the purposes of the Data Privacy Act, may exercise the minor's data subject rights, and is responsible for supervising the minor's use of the facilities and platform.
• No Automatic Age Verification: The system does not automatically verify age at registration. If we learn that a minor's data was collected through the self-service platform without guardian consent, we will take reasonable steps to delete it and close the account, subject to applicable law.

13 Leaderboards & Public Activity

To support the gym community, the member portal includes leaderboards that rank participants. This means some of your activity is visible to other logged-in members:

• What Is Displayed: Your profile name and username may appear on weekly, monthly, all-time, and XP leaderboards, together with aggregate activity indicators such as attendance days, workout days, meal-logging days, streaks, levels, XP, and earned badges.
• Who Can See It: Leaderboard data is visible only to other logged-in members and gym staff. It is never displayed on the public site or to non-members.
• Opt-Out: If you do not want your name and activity displayed on leaderboards, contact gym administration to request removal. Your underlying logs and progress charts remain fully accessible to you.

14 Backups & Disaster Recovery

• What Backups Contain: Database backups may contain all personal and sensitive data processed by the platform, including identity, health, transaction, and AI interaction data. They exist solely for disaster recovery and restoration.
• Protection: Backups are encrypted, password-protected, and accessible only to authorized administrators. Access and restoration are limited to situations where recovery is necessary.
• Retention: Backups are retained only as long as needed for disaster recovery and are overwritten or destroyed when no longer needed.
• Transmission: Backup download and delivery uses the same access controls as the rest of the admin portal.

15 Data Breach Notification

In the event of a data breach or adversarial incident affecting your personal data, Fit-Stop Gym will comply with the notification requirements of R.A. 10173 and the rules of the National Privacy Commission.

• Notification to You: If a breach creates a real risk of serious harm to data subjects, we will notify you directly, describing the nature of the breach, the data affected, the measures we have taken, and the steps you can take to protect yourself.
• Notification to the NPC: We will notify the National Privacy Commission within the period prescribed by the NPC and its implementing rules, including a description of the incident and our remediation plan.
• Our Response: We promptly take steps to contain, assess, and remediate any breach, and to prevent recurrence where feasible.

16 Policy Updates

We may update this Terms & Conditions and Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

• Notification: Material changes will be communicated via email to your registered address and/or a prominent notice on the platform before the changes take effect.
• Effective Date: The "Last Updated" date at the top of this page reflects the most recent revision. Your continued use of the platform after the effective date constitutes acceptance of the updated terms.
• Review: We encourage you to review this page periodically. If you do not agree with any changes, you may request account deletion as described in Section 16 (Termination).

Contact Information

For questions regarding these policies, to exercise your data subject rights, or to file a privacy concern, please contact the Fit-Stop Gym administration or our Data Protection Officer: