Updated 9 October 2026: section 1 now sets the minimum age at 16, and section 5 explains how trainer cancellation policies work.
These Terms & Conditions ("Terms") form a binding agreement between you and FitDesk ("FitDesk", "we", "us") governing your use of the FitDesk platform, mobile and web apps and any related services (the "Service"). By creating an account or using the Service you agree to these Terms, our Privacy Policy and, where applicable, our Data Processing Agreement. Section 7 explains how health information is handled. If these Terms and the Data Processing Agreement conflict about how a Trainer's Clients' personal data is processed, the Data Processing Agreement applies to that processing.
1. Eligibility & accounts
You must be 16 or over to use FitDesk. To take card payments, Stripe requires you to be 18 or over and checks this when you connect Stripe. If you are under 18, please make sure a parent or guardian knows you are using FitDesk. You are responsible for the accuracy of the information you provide and for keeping your login credentials secure. You must notify us immediately of any unauthorised use of your account.
2. Roles on the platform
- Personal Trainers ("Trainers") use FitDesk to manage their own independent training business, including bookings, payments, communications and client records.
- Clients use FitDesk to book sessions, communicate with their Trainer, pay for services and view their training plans and progress.
FitDesk is a software platform only. We are not a party to the training contract between a Trainer and their Client and we are not responsible for the quality, safety or legality of any training services delivered. For personal data, a Trainer is responsible for the information they collect about their Clients, and FitDesk provides the platform on the Trainer's behalf, as explained in section 7.
3. Pricing, fees & payments
FitDesk is currently free to use. The only charge today is a fee on card payments taken through FitDesk, as set out in this section. Stripe's own fees still apply.
Clients can pay Trainers by card through Stripe or in cash. Cash payments are arranged and recorded between the Trainer and the Client; FitDesk does not process them and charges no FitDesk fee on them. Where Trainers collect card payments from Clients through Stripe, the Trainer is the merchant of record and is solely responsible for refunds, chargebacks and any taxes due on those payments. Stripe's own terms apply to all card processing.
Platform service fee. FitDesk charges a platform service fee of 0.7% on every card transaction a Trainer processes through the platform (including session packages and invoice payments), with a minimum fee of 1p per card transaction. This fee applies to card payments only. Cash payments recorded in the app carry no FitDesk fee. This fee applies to all Trainers from 29 September 2026. The fee is deducted from the Trainer's proceeds via Stripe as an application fee; the amount the Client pays is unaffected. Where a payment is refunded through FitDesk, the platform service fee is returned proportionally to the amount refunded. Stripe's own card processing fees are governed by Stripe's terms and are not refunded by FitDesk. Stripe's own fees still apply to every card payment.
Pricing and plans. We may set, change or introduce fees in future. This includes adding paid plans, and charging a monthly subscription for some or all of the Service. We will only do this for good reasons. These include the cost of running the Service, new or improved features, changes to our payment providers' charges, and changes in the law.
Notice. We will tell you about any new or changed fee before it applies to you. We will give you at least 30 days' notice, or at least 60 days' notice if we are starting a monthly charge for something that was free. We will email you and show a message in the app. The notice will say what is changing, the new price, the date it starts, and how to cancel or download your data.
Your choice. A new charge will not apply to you until the date in the notice. We will not take payment from you unless you have chosen a paid plan and given your payment details. If you do not want to pay, you can stop using the Service, close your account in Settings, and download your data first, without penalty. If you pay in advance, a price rise will not apply to the period you have already paid for.
Clients. Clients can use FitDesk without charge. If we ever propose to charge Clients, we will tell you in the same way and ask for your agreement first.
4. Acceptable use
You agree not to:
- use the Service for anything unlawful, harmful, fraudulent or harassing;
- upload content that infringes third-party rights or contains malware;
- attempt to access another user's account or our systems without authorisation;
- scrape, reverse engineer or resell any part of the Service;
- ask Clients for, or record, more Health Information than you need to train them safely;
- share a Client's Health Information with anyone who has no right to see it, or try to view information you have no right to see.
5. Cancellations and no-shows
Each Trainer sets their own cancellation, late cancellation and no-show policy, including the notice window (up to 7 days) and whether a late cancellation keeps the session. The policy is part of the agreement between the Trainer and their Client. The Trainer is responsible for that policy being fair and clear, and for telling their Clients what it is. FitDesk shows the Trainer's policy to the Client before they book or buy a package, and applies the Trainer's settings as the Trainer has set them. A Client agrees to the policy shown to them at the time they book. If the Trainer cancels a session, it always goes back to the Client's package.
6. Health & safety disclaimer
Information shown on FitDesk (including workout plans, exercise videos and progress data) is provided by your Trainer and is not medical advice. A health questionnaire completed on FitDesk is a record for your Trainer and is not a medical assessment or clearance to exercise. You should consult a qualified healthcare professional before starting any new exercise programme, and tell your Trainer about any change in your health. Stop exercising and get medical help if you feel unwell.
7. Personal data and health information
7.1 What we mean by health information. "Health Information" means any information about a person's physical or mental health. It includes injuries (past or present), medical conditions, medications, allergies, pregnancy or recovery after birth, answers to health questionnaires (such as a PAR-Q), and any notes, messages or files that mention these things. Health Information is "special category data" under data protection law and needs extra protection. On FitDesk it can appear in health forms, in the health tags on a Client profile, in a Trainer's notes about a Client, in messages and in progress records.
7.2 Who is responsible for what. A Trainer decides what information to ask a Client for, why, and what to do with it. For the Health Information a Trainer asks for or records about their Clients, the Trainer is the controller and FitDesk is the Trainer's processor, acting on the Trainer's instructions under our Data Processing Agreement. For a Client's own account details (such as their login, email address and acceptance of these Terms), and for our own purposes such as keeping the Service secure, FitDesk is a controller, as explained in our Privacy Policy.
7.3 What Trainers must do. If you are a Trainer you must:
- only ask for and record Health Information that you need to plan and run training safely, and make any optional question clearly optional;
- have a valid legal basis under data protection law, including a condition for special category data, before you collect Health Information, and keep evidence of it. Where you rely on explicit consent, you must ask for it in clear words for a stated purpose, record the date and the wording, accept a refusal, and stop using the information if the Client withdraws consent;
- avoid putting more health detail than necessary in free-text notes, messages and session titles, and avoid putting health details in anything that may be shown outside the Service, such as a calendar entry;
- keep Health Information confidential, use it only to look after the Client, and not share it unless the law allows it or the Client has agreed;
- keep it only as long as you need it, and delete it when you no longer do;
- deal with requests from Clients to see, correct or delete their information, and with any complaint, and tell us promptly if a Client contacts us about a request that you must answer; and
- tell us without delay if you become aware of any loss or unauthorised sharing of Health Information.
You are responsible to your Clients and to the regulator for these decisions. FitDesk does not check or approve the Health Information you collect.
7.4 What FitDesk does. We process Health Information only to provide the Service to the Trainer and in line with the Data Processing Agreement. We keep it confidential and protect it with the security measures described in that agreement. We limit access to Health Information to the Client, their linked Trainer and the staff access described below. We limit staff access to what is needed for support, security or legal duties. We do not sell Health Information and we do not use it for advertising. If we become aware of a breach that affects it, we will tell the affected Trainer without undue delay and will notify the Information Commissioner's Office where the law requires us to.
7.5 Clients: your choices. You do not have to give your Trainer Health Information. If you do not, your Trainer may not be able to train you safely. If your Trainer asks you for Health Information, they must explain why. Accepting these Terms is not your consent to the use of your Health Information. Where we or your Trainer rely on your agreement, you can withdraw it at any time, and this does not affect what was done before. You can ask your Trainer to stop using your Health Information, and you can ask to see, correct or delete it, by speaking to your Trainer, by using the tools in Settings, or by contacting us at privacy@fitdesk.co.uk.
7.6 Messages and notifications. Messages and notifications between you and your Trainer are not designed for detailed health information. Message notifications show only the sender's first name, not the message text. If other people can see your device, avoid putting health details in messages, or turn off message previews in your device settings.
7.7 Downloading and deleting your data. You can download most of your data from Settings (the "Download my data" tool) and can delete your account from Settings at any time. For anything the download does not include, email privacy@fitdesk.co.uk and we will send it to you. Deleting your account takes effect straight away and cannot be undone. When a Client deletes their account:
- their profile details are removed or made anonymous, and their own records, uploaded photos, messages and form responses are deleted;
- invoices and payment records are kept for up to 6 years, as the law requires or to protect our legal position. These stay in the Trainer's payment records on FitDesk, which we hold for the Trainer, and sessions and packages linked to the Trainer may be kept in a form that shows only "Deleted client"; and
- the Trainer's notes and form records about that Client are deleted too.
We recommend that you download your data first. Records that a Trainer has already exported or copied outside FitDesk are the Trainer's own responsibility.
7.8 When a Trainer closes their account. If a Trainer closes their account, their business records in FitDesk (including their forms, notes and plans) are deleted in line with the Data Processing Agreement. The Trainer's linked Clients are not deleted. Their accounts and their own data stay, they are unlinked from the Trainer, and each Client is told. A Client can then keep using FitDesk, join another Trainer with that Trainer's invite link, or delete their account at any time in Settings. Health Information in the closed Trainer's own forms and notes is deleted and is not passed to a new Trainer. A new Trainer must ask for the information they need.
7.9 How long we keep Health Information. Trainers decide how long they need Health Information while their account is open (see clause 7.3). When an account is deleted we remove Health Information as described in clauses 7.7 and 7.8 and in our Privacy Policy.
8. Intellectual property
We retain all rights in the Service, our brand and our software. Trainers retain ownership of content they upload (workouts, videos, branding) and grant FitDesk a worldwide, non-exclusive licence to host and display that content as required to operate the Service. This licence does not give FitDesk any right to use Clients' Health Information for its own purposes. Health Information is handled as described in section 7.
9. Termination
You may close your account at any time from Settings. If you are a Trainer, section 7.8 explains what happens to your Clients. If you are a Client, section 7.7 explains what is deleted and what is kept. We may suspend or terminate accounts that breach these Terms, are inactive, or where required by law. On termination we will delete or anonymise your personal data in line with section 7, our Privacy Policy and any active DPA, except for records we must keep by law.
10. Liability
To the maximum extent permitted by law, FitDesk is not liable for indirect or consequential loss, loss of profit, loss of revenue or loss of data. Our total aggregate liability in any 12-month period is limited to the fees you paid us in that period. Nothing in these Terms excludes liability that cannot lawfully be excluded.
11. Changes
We may update these Terms from time to time. We will notify you in-app or by email of material changes and ask you to re-accept where appropriate. Continued use after the effective date means you accept the updated Terms, except for a new or increased charge, which is dealt with in section 3.
If you accepted these Terms before a pricing change, the change binds you only from the date in our notice, and only if you carry on using a paid plan after that date. You can always choose to stop using the Service and close your account before then. We will not move you onto a paid plan automatically. You need to choose the plan and agree to pay.
12. Governing law
These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except where mandatory consumer law in your country of residence provides otherwise.