StudioCrew

Terms of Service

Fitness Industry Sales LTD, trading as StudioCrew
Company registration number: 11101867
Registered office: 71–75 Shelton Street, London, Greater London, WC2H 9JQ

Effective date: 10 June 2026
Last updated: 10 June 2026
Supersedes the Studio Crew Cockpit Terms of Service dated 13 May 2026.

One agreement, three services. These Terms govern your use of StudioCrew (the AI agents app, including WhatsApp messaging), Cockpit (the integrations and admin console), and the StudioCrew MCP Connector (which connects your account to AI assistants such as Claude and ChatGPT) — together, the “Services”. Sections 8–10 apply to specific Services; everything else applies to all three.

1. Agreement

These Terms are a contract between Fitness Industry Sales LTD, trading as StudioCrew (“we”, “us”) and the business on whose behalf an account is created (“you”, the “Customer”). By creating an account, signing in, or using any of the Services, you accept these Terms and confirm you have authority to bind the Customer. The Services are provided for business use only — they are not offered to consumers, and consumer-protection rules applicable to consumer contracts do not apply.

Your use of the Services is also subject to our Privacy Notice and, where you process your members' personal data through the Services, our Data Processing Agreement, both incorporated by reference.

2. The Services

  • StudioCrew (agents app) — named AI agents that answer questions about your business, produce reports and scheduled tasks, and draft and (under your configured approval settings) send messages to your members and leads over WhatsApp and connected channels.
  • Cockpit — an admin console where you connect third-party platforms (booking, CRM, payments, accounting, marketing, calendars, and similar), manage your account and branding, and chat with an AI assistant about your connected data.
  • MCP Connector — a hosted connector that lets AI assistants you use (Claude.ai, Claude Desktop, ChatGPT) read your connected business data to answer your questions, after you authorise access.

One account may span all three Services. We may add, change, or retire features as described in Section 13.

3. Eligibility, registration, and account security

You must provide accurate registration information and keep it current. You are responsible for: all activity under your account; keeping passwords and API keys confidential; and ensuring that anyone you invite (owner or manager roles) is authorised to act for the Customer. Tell us immediately at support@fitphone.ai if you suspect unauthorised access. Accounts created through self-signup may remain in a pending state until activated following an onboarding call.

4. Trials, fees, and payment

  • Trials. Where we offer a free trial (typically 7 days from account activation), its length and limits are communicated at signup. If no payment method is added before the trial ends, access may be suspended.
  • Fees. Paid plans are billed in advance at the pricing in effect when you subscribe (current published pricing for StudioCrew and Cockpit is shown on our websites and order forms). Prices may change with at least 30 days' notice. You are responsible for applicable taxes.
  • Renewal and cancellation. Subscriptions renew automatically until cancelled. You may cancel at any time; cancellation takes effect at the end of the current billing period. No refunds for partial periods except where required by law.

5. Your data, our use of it, and the DPA

  • As between the parties, you own your business data and your members' data. You grant us the rights needed to host, process, transmit, and display that data to provide the Services, including sending relevant content to our AI provider per request (see the Privacy Notice).
  • For member and lead personal data, you are the data controller and we are your processor under the Data Processing Agreement.
  • We may use aggregated, de-identified usage data (for example feature and token usage) to operate and improve the Services. We do not use your content to train AI models.

6. Your responsibilities and acceptable use

You agree that you will:

  • have a lawful basis to message every member and lead you contact through the Services, honour opt-outs, and comply with UK GDPR, PECR, and the rules of each messaging channel (including Meta's WhatsApp Business terms and anti-spam policies);
  • maintain your own privacy notice covering your use of AI-assisted messaging and connected platforms;
  • only connect third-party accounts you are authorised to connect, using credentials you are entitled to use;
  • review AI output before relying on it (see Section 10), and treat your choice of approval mode — including auto-approval — as your own controller decision;
  • not use the Services to send unlawful, deceptive, harassing, or unsolicited bulk content; not attempt to access another customer's data; not probe, scan, or test the security of the Services without written permission; not reverse engineer the Services except as law permits; and not resell the Services without our written agreement.

We may suspend first and investigate after where we reasonably believe use is unlawful, abusive, or endangers the platform or other customers.

7. Third-party platforms and integrations

  • When you connect a platform (for example Mindbody, Stripe, Xero, GoHighLevel, Google Workspace, Microsoft 365), you authorise us to access it on your behalf and on your instruction, within the scopes you granted. You can disconnect at any time in Cockpit (which deletes our stored credentials for that platform) or revoke access at the platform.
  • Each platform is governed by its own terms; you are responsible for your compliance with them. We are not responsible for third-party platforms' availability, accuracy, pricing, or API changes, and a platform change may limit or break a feature without it being our breach.
  • Data read from your platforms is presented as returned by the platform (with formatting and projection); verify figures against the source system before making significant decisions.

8. WhatsApp and messaging (StudioCrew)

Message delivery depends on Meta and/or GoHighLevel and on your own WhatsApp Business standing. You are solely responsible for the content of messages sent to your members and leads on your instruction — including messages sent automatically under an auto-approval configuration you have chosen. Template registration, business verification, and channel fees imposed by Meta or GHL are your responsibility where applicable.

9. MCP Connector and AI assistants

  • You connect the MCP Connector using your own Claude.ai, Claude Desktop, or ChatGPT account; those products are separate services under Anthropic's or OpenAI's terms, and we are not responsible for them.
  • Authorisation tokens issued to your assistant are scoped to your account; treat connector API keys like passwords. You can revoke access at any time (in the assistant's settings, or by asking us to revoke tokens).
  • The connector exposes read-oriented tools over the platforms you have connected. What the assistant does with the returned data inside your assistant conversation is governed by the assistant provider's terms.

10. AI-generated content

The Services use large language models. AI output — answers, reports, numbers, drafts — may be inaccurate, incomplete, or out of date, and is provided for your review, not as professional advice (legal, financial, medical, or otherwise). You are responsible for reviewing AI output before acting on it or sending it to a third party. Where output includes figures from your connected platforms, the platform's own records are the authoritative source.

11. Confidentiality

Each party will keep the other's non-public information confidential and use it only to perform under these Terms, except where disclosure is required by law. This survives termination for 3 years (and indefinitely for credentials and personal data).

12. Intellectual property

We own the Services, our software, models of operation, branding, and all improvements. You own your data and your branding. You grant us a licence to use your name and logo to identify you as a customer unless you tell us not to. If you give us feedback, we may use it without obligation. AI output generated for you from your data is yours to use; identical or similar output may be generated for others from their own data.

13. Availability and changes

The Services are provided without a guaranteed uptime level. We may carry out maintenance, and we may modify or discontinue features (including beta or “coming soon” integrations) with reasonable notice where the change is material and adverse. Beta features are provided as-is and may change or disappear without notice.

14. Suspension and termination

  • By you: cancel at any time (Section 4).
  • By us: we may suspend or terminate for material breach (including non-payment, unlawful messaging, or abuse under Section 6), where required by law, or where a messaging or platform partner requires it. Where practical we will notify you and give you an opportunity to cure.
  • Effect: on termination your access ends; conversation data and stored integration credentials are deleted within 30 days as described in the Privacy Notice (suppression records and security audit logs are retained). Sections 5 (licence to your data ends except as needed to delete), 11, 12, 14–18 survive.

15. Warranties and disclaimers

Each party warrants it has authority to enter these Terms. Except as expressly set out here, the Services are provided “as is” and “as available”. To the maximum extent permitted by law we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, accuracy, and availability. We do not warrant that the Services will be uninterrupted or error-free, that AI output will be accurate, that all unauthorised access will be detected or prevented, or that any third-party platform or AI assistant will remain available or compatible.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, for fraud, or for any other liability that cannot be excluded by applicable law.

16. Limitation of liability

Subject to Section 15: (a) neither party is liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, revenue, goodwill, data, or business opportunity, even if advised of the possibility; and (b) each party's aggregate liability arising out of or in connection with these Terms or the Services in any 12-month period will not exceed the greater of (i) the fees you paid us in the 12 months preceding the event giving rise to the claim and (ii) £100.

17. Indemnity

You will indemnify us against claims, losses, and reasonable costs arising from: (a) your breach of these Terms; (b) your violation of law or third-party rights (including messaging members without a lawful basis); (c) the content of any message or communication sent through the Services to a third party on your instruction (including under auto-approval settings you chose); and (d) data you provide to the Services.

18. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, except that we may seek injunctive relief anywhere to protect our systems or data.

19. Changes to these Terms

We may update these Terms. The current version is always available at this URL. We will give at least 14 days' notice of material changes by email or in-app. If you do not agree, stop using the Services before the change takes effect; continued use is acceptance.

20. General

These Terms (with the Privacy Notice, DPA, and any order form) are the entire agreement and supersede prior discussions. If a provision is unenforceable, the remainder stands. Failure to enforce is not waiver. You may not assign these Terms without our consent; we may assign to an affiliate or in connection with a merger or sale. Notices to us: support@fitphone.ai; notices to you: your account email.

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