Terms & Conditions | Gym Membership Management Software
Last Updated: [22/06/2025]
Welcome to Hattrick Web Works – Gym Management Software! These Terms & Conditions (“Terms”) govern your access to and use of our software products, features, integrations, and communication tools. By using our platform, you agree to be bound by these Terms.
Please read them carefully.
1. Registration Form Usage
The member registration form is designed for data input by both gym admins and users (depending on access type). Misuse of the form, such as entering duplicate details or attempting to register members already in the system, may be automatically blocked.
Admins are responsible for verifying entries before submission. Users attempting to re-register with existing data may be shown a warning and redirected to request a renewal instead.
2. Renewal Form Access & Control
The renewal form is restricted to logged-in gym administrators or authorized roles only. It’s intended for updating membership validity, payment mode, and official transaction details. Any attempt to bypass this form’s access layer will be considered a violation of platform use.
All submitted renewal data remains the responsibility of the gym admin and should be accurate, verifiable, and comply with local record-keeping regulations.
3. Admin Dashboard Terms
The gym software dashboard is a protected environment that provides access to sensitive operational data, including membership statistics, license status, and activity logs.
Only users assigned with appropriate roles can access, filter, and interact with this data. Unauthorized changes, misuse of internal filters, or attempted extraction of backend content may lead to restricted access or suspension.
4. Software License Key Terms
Every installation of the Gym Management Software requires a valid license key issued by Hattrick Web Works. The key is 256 bit Key-locked and may not be reused, copied, or transferred to any other installation without express permission.
The software periodically checks license validity via API. If your license is expired, invalid, or misused, your access may be limited until the license is renewed or corrected in compliance with our agreement.
5. Auto Status Updates & System Logic
Our system includes automatic logic to update member statuses (e.g. Active, Expiring Soon, Inactive) based on their renewal end dates. These status updates are triggered by system intelligence and cannot be manually manipulated unless allowed by an admin.
This auto classification helps streamline notifications and overall gym operations. By using the system, you agree not to interfere with or override this behavior programmatically or manually in a way that disrupts accuracy.
6. Communication & Notifications
Our software includes multi-channel notification features intended to help gym owners communicate with their members efficiently. These channels include:
✅ Email (Auto-integrated by default)
✅ WhatsApp (via custom WhatsApp Business API)
✅ SMS (via MSG91, subject to DLT compliance)
✅ Other supported platforms, where applicable
Conditions of Use:
Notification delivery through SMS, WhatsApp, or social platforms is only available if you have valid templates approved by relevant regulatory bodies (e.g., TRAI/DLT for SMS in India).
It is your responsibility to obtain and maintain valid template approvals, sender IDs, API credentials, and any other access requirements from third-party services.
Our platform will not create or process templates on your behalf.
You agree not to misuse the messaging and notification features for spamming, unsolicited ads, or sharing misleading content.
7. User Consent & Delivery
By using our platform, you confirm that:
You have received appropriate user consent to send them automated communications
You are solely responsible for the accuracy of user data (email, mobile number, WhatsApp number) used for communication
Messages are delivered on a best-effort basis and success depends on factors like template approval, platform access, and user availability.
8. Privacy and Data Handling
All personal data collected (e.g., names, phone numbers, renewal dates) through our notification system is handled securely and in compliance with our Privacy Policy.
We do not sell or share user data with third-party marketers
Emails/SMS are used only for transactional updates and membership operations
Form inputs and messages are encrypted and access-controlled on the admin panel
You’re responsible for the protection of member data you upload or collect through your usage of the platform
9. Industry Regulatory Disclosure Requirements
Hattrick Web Works complies with applicable software and licensing regulations in India. We do not engage in online payment (via-website) data processing or health specific data storage, so HIPAA or PCI related disclosures are not relevant.
10. Contact Information
For license inquiries, renewals,Terms, integrations, or setup for Email, SMS, or WhatsApp APIs, or support, reach out to us at:
Hattrick Web Works
📧 Email: contact@hattrickwebwork.com
🌐 Website: https://www.hattrickwebwork.com
✅ These terms ensure that your gym data remains secure and the software operates as intended, without abuse or unauthorized handling. All usage should align with your organization’s responsibilities, member relationships, and data compliance needs.
Any violation of these conditions may result in your account being restricted, suspended, or reported for misuse as per our fair use and license policy.