Terms of Service

Effective Date: September 28, 2026

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