Free Front Desk

Terms and data processing for gyms

Version 2, October 2026

What this covers

These terms apply when a gym uses Free Front Desk to manage its members: the member list, memberships and payments, contracts and waivers, attendance, emails to members and the join page.

They come on top of the general terms of use and the privacy policy.

Who is responsible for what

The gym decides which members it registers and what it uses the data for. For that member data, the gym is the data controller and Free Front Desk is the data processor, working only on the gym's instructions as described here.

Payments

Payments go directly to the gym's own Stripe account. The gym is the merchant: it sets its prices, refunds and handles disputes, and its members see the gym's name. Free Front Desk never sees or stores card numbers.

Using Free Front Desk is free. Free Front Desk charges a platform fee of 0.5 % (including VAT, an introductory price) on payments members make online through the gym's Stripe account. It is taken automatically from each payment. Payments the gym registers itself (cash, bank transfer) are free. The gym gets a monthly invoice for the fee. A change of the fee is announced at least 30 days in advance.

The gym keeps its customers and subscriptions in its own Stripe account if it stops using Free Front Desk.

Data processing agreement

Purpose: to keep the gym's member list, memberships, payments, signed documents and attendance, to send the emails the gym chooses, and to show members their own membership.

Data: names, contact details, birth dates, addresses, emergency contacts, notes and health notes the gym writes, memberships, payments, signatures and check-ins. For children, the parent or guardian's contact details.

Free Front Desk processes the data only to provide these functions, keeps it confidential, limits access to people who need it, protects it with encryption in transit, access control and backups, and helps the gym answer members' requests to see, correct, move or delete their data.

Sub-processors: the hosting provider, Mailgun for email, and Stripe for payments (on the gym's own account). The gym is told before a new sub-processor is added and may object.

Free Front Desk tells the gym without undue delay if a personal data breach affects its member data.

When the gym stops using gym management, it can export everything as CSV at any time. On request, its member data is deleted within 30 days, except payment records the gym must keep for bookkeeping, which are kept anonymised.

The gym's responsibilities

The gym only registers people who train or want to train with it, tells them how it uses their data, and has a legal basis for it (the membership agreement, consent for photos and news).

Health notes are only written when the member agrees and it matters for safe training.

The gym writes its own contracts and waivers. The templates are a starting point, not legal advice.

Contact

Members: Questions about your data go to your gym. Gyms: Use Help and Ideas and feedback in the app. Our data protection contact is in the privacy policy.