The Gym Portal — Terms of Service and Privacy Policy Version 2026-09-28 Live copies: https://thegymportal.com/terms https://thegymportal.com/privacy # Terms of Service **Effective Date: September 28, 2026** Published at [thegymportal.com/terms](https://thegymportal.com/terms). These Terms of Service (“Terms”) constitute an agreement between **A & H Athletics LLC**, an Alabama limited liability company (“Company”), and each gym that purchases access to The Gym Portal (“Customer”). These Terms also govern use of the service by Customer’s authorized employees (“Authorized Users”). By purchasing, accessing, or using **thegymportal.com** or The Gym Portal service (collectively, the “Service”), Customer agrees to these Terms. The individual purchasing the Service on Customer’s behalf represents that they have authority to bind Customer to this agreement. ## 1. Access to the Service Subject to these Terms and payment of applicable fees, Company grants Customer a limited, nonexclusive, nontransferable right to use the Service during its paid subscription. Customer may permit its employees who are at least 18 years old to use its portal for Customer’s internal business purposes. Access is limited to those employees; Customer may not provide portal access to gym members or other third parties. Customer is responsible for authorizing users, safeguarding login credentials, promptly removing access when it is no longer appropriate, and activities conducted through its accounts. ## 2. Subscription, Payment, and Cancellation The Service is offered on a monthly subscription basis at the price disclosed when Customer subscribes. The subscription renews each month unless canceled. Payments are processed through Stripe. Customer may cancel through its dashboard or by emailing **dan@thegymportal.com**. A cancellation received before the next renewal date prevents the next monthly charge. Cancellation does not end access immediately: Customer retains access until the end of its then-current paid billing period. **Fees for a paid billing period are nonrefundable and will not be prorated**, except where applicable law requires otherwise. Customer remains responsible for charges incurred before cancellation. Company will disclose any change in the subscription price before it applies to a future billing period. ## 3. Customer Content “Customer Content” means all information and materials placed in Customer’s portal by Customer or its Authorized Users, including events, staff information, practice plans, videos, photographs, files, calendar entries, incident reports, and maintenance requests. As between Company and Customer, Customer retains its rights in Customer Content. Customer grants Company only the rights reasonably necessary to host, store, transmit, and make Customer Content available within Customer’s portal as part of providing the Service. Customer is solely responsible for Customer Content and for obtaining all notices, consents, permissions, and licenses required to collect, upload, use, and share it. This responsibility includes rights relating to staff information, photographs, videos, and music. **Company does not supply Customer’s staff photographs, exercise videos, or music.** Customer must not submit content that is unlawful, infringes another person’s rights, or contains information it is not authorized to use. ## 4. Access to Portal Information Company can view who has signed up for and uses the Service. **Company cannot view the events, staff information, files, reports, or other Customer Content inside Customer’s portal.** Access to that content is controlled by Customer and limited to its Authorized Users. Customer is responsible for managing its portal content and responding to requests concerning information it places there. Company’s handling of signup and portal usage information is described in its Privacy Policy. Service providers may technically process information as necessary to host, secure, and operate the Service. ## 5. Acceptable Use Customer and Authorized Users shall not: 1. Allow an unauthorized person to access the Service; 2. Attempt to access another customer’s portal or information; 3. Interfere with the Service or its security; 4. Upload malicious code or use the Service for unlawful activity; or 5. Copy, resell, reverse engineer, or exploit the Service except as permitted by applicable law. Customer shall promptly notify Company at **dan@thegymportal.com** if it becomes aware of unauthorized account access or a security concern involving the Service. ## 6. Incidents, Maintenance, and Fitness Materials The Service is a recordkeeping and organizational tool. **It is not an emergency reporting or response system.** An incident report or maintenance request entered in a portal is reviewed and handled by Customer, not Company. Customer must use appropriate direct or emergency channels for matters requiring immediate attention. Company does not review Customer’s practice plans, videos, incident reports, or other Customer Content and does not provide medical advice, fitness instruction, or emergency monitoring through the Service. Customer is responsible for the safety and accuracy of the materials it provides and for its gym operations. ## 7. Company Property Company and its licensors retain all rights in the Service, including its software, design, trademarks, and documentation. These Terms grant Customer a right to use the Service during its subscription; they do not transfer ownership of the Service or any Company intellectual property. ## 8. Suspension and Termination Company may suspend access when reasonably necessary to address a security threat, failed payment, unlawful use, or a material breach of these Terms. Where practicable, Company will provide notice and an opportunity to address the issue. Customer’s right to use the Service ends when its paid access expires. Customer is responsible for preserving records it needs before access ends. Any retention or deletion of information following termination is governed by the Privacy Policy, applicable law, and any separate written agreement between Company and Customer. ## 9. Service Disclaimer Company will use reasonable efforts to operate the Service, but does not guarantee that it will be uninterrupted or free from errors. To the extent permitted by law, the Service is provided “as is” and “as available,” without warranties not expressly stated in these Terms. ## 10. Limitation of Liability To the extent permitted by law, Company will not be liable for lost profits or indirect, incidental, special, or consequential damages arising from the Service. Company’s total liability arising from or relating to the Service will not exceed the subscription fees Customer paid to Company during the 12 months preceding the event giving rise to the claim. Nothing in these Terms limits liability that cannot lawfully be limited. ## 11. Changes to the Service or These Terms Company may modify the Service or these Terms. Company will provide notice of a material change that affects an active paid subscription. Unless a change is required sooner by law or for security, it will apply no earlier than Customer’s next monthly renewal after notice. ## 12. Governing Law and General Terms Alabama law governs these Terms, without regard to conflict-of-law rules, except where mandatory law requires otherwise. If a provision is unenforceable, the remaining provisions remain in effect. A failure to enforce a provision is not a waiver of the right to enforce it later. These Terms, together with the pricing and plan details presented at purchase and any written agreement signed by Company and Customer, constitute the agreement concerning the Service. If a signed agreement conflicts with these Terms, the signed agreement controls. ## 13. Contact **A & H Athletics LLC** Madison, Alabama **dan@thegymportal.com** ----- # Privacy Policy **Last updated: September 28, 2026** Published at [thegymportal.com/privacy](https://thegymportal.com/privacy). A & H Athletics LLC (“we,” “us,” or “our”), based in Madison, Alabama, operates **thegymportal.com** and The Gym Portal service. This Privacy Policy explains the information we can access and how information inside a customer gym’s portal is handled. ## Information we can access We can see who has signed up for The Gym Portal and who uses the portal. We use that information to manage access to the service, communicate about accounts, and maintain the portal. Payments are processed through **Stripe**. Stripe explains how it handles payment information in its [Privacy Policy](https://stripe.com/privacy). We do not use analytics or advertising tools, and we do not send marketing emails or texts. ## Information inside a gym’s portal A gym that purchases The Gym Portal may use it to manage events, staff information, practice plans, uploaded videos, files, calendar entries, incident reports, maintenance requests, and contact information such as addresses, email addresses, and phone numbers. Incident reports may include injury or health information. **A & H Athletics LLC cannot view the information inside a customer gym’s portal.** Only authorized employees of that gym can view its portal content. Other gyms and their employees cannot view it. The customer gym is responsible for how its employees use the information in its portal. Questions or requests about information entered into a gym’s portal should be directed to that gym. ## Service providers and disclosures Providers that host or support the service may process information as needed to operate and secure it. Stripe processes payments. We may disclose information available to us when required by law or when necessary to protect the service or our legal rights. ## Retention and security We keep signup and portal usage information while needed to operate the service and meet legal or payment-related obligations. Customer gyms manage the information they place inside their portals. We take reasonable steps to protect the service and restrict access to account information. No online service can guarantee complete security. ## Cookies We use cookies that are required to keep you signed in and on the correct gym. We do not use analytics or advertising cookies. Details are at [thegymportal.com/cookies](https://thegymportal.com/cookies). ## Your choices To request access to, correction of, or deletion of **signup or portal usage information that we can access**, email **dan@thegymportal.com**. We may need to verify your request and may retain information when required for legal or payment-related reasons. For requests involving events, staff information, files, incident reports, or other content **inside a gym’s portal**, contact that gym directly. ## Adults only The Gym Portal is for adults age 18 and older. We do not knowingly allow minors to use the service or submit personal information. If you believe a minor has signed up, email **dan@thegymportal.com**. ## Changes to this policy We may update this Privacy Policy when the service or our information practices change. We will post the revised policy with a new “Last updated” date. ## Contact **A & H Athletics LLC** Madison, Alabama **dan@thegymportal.com**