These Terms of Use (“Terms”) govern your access to and use of the BOS Business Operating System (“BOS”, “the Platform”, “we”, “us”, or “our”). By creating an account or accessing BOS, you (“Trainer”, “you”) agree to be bound by these Terms. If you do not agree, do not use the Platform.
1. About BOS
BOS is a business management platform designed exclusively for professional personal trainers and fitness organisations. It provides tools for session scheduling, client management, invoicing, messaging, workout programming, AI-powered features, and recording integrations. BOS is a B2B software-as-a-service (SaaS) product - your clients are your clients, not ours.
2. Eligibility and Account Registration
You must be a professional fitness trainer, coach, or operator of a fitness business to use BOS.
You must be at least 18 years old.
You are responsible for maintaining the confidentiality of your login credentials. You must not share your account with any other person.
You must provide accurate and complete information when creating your account and keep it up to date.
Accounts are granted by invitation. You may not create an account without an invitation from an administrator.
3. Data Protection and Privacy
3.1 Data Controller and Processor
Under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, you (the Trainer / Organisation) are the Data Controller in respect of your clients’ personal data entered into BOS. We act as a Data Processor on your behalf. You are responsible for ensuring you have a valid lawful basis for processing client personal data and that you comply with all applicable data protection laws.
3.2 What Data We Process
On your behalf, BOS processes the following categories of data:
Client personal data - name, email address, phone number, date of birth, emergency contacts.
Health and fitness data - body metrics (weight, body fat, measurements), medical conditions, injuries, fitness goals, programme history, check-in data, and progress photographs. This constitutes special category data under UK GDPR and is subject to heightened protections.
Session and scheduling data - booking records, session history, attendance, notes.
Financial data - invoice amounts and payment records (we do not store full card or bank details).
Communication data - messages exchanged between you and your clients via the BOS messaging system.
Trainer profile data - your name, email, profile information, and activity within the Platform.
3.3 How We Use This Data
We process data solely to provide and improve the BOS Platform as instructed by you. Specific uses include:
Displaying client profiles, session history, and progress within your dashboard.
Generating AI-powered features described in Section 4 below.
Sending automated notifications and emails to you and your clients as configured by you.
Generating invoices and financial summaries.
Providing platform analytics and reporting tools for your business.
3.4 No Sale or Unauthorised Transfer of Data
We will never sell, rent, trade, or otherwise transfer your data or your clients’ data to any third party for their own commercial purposes. Data is not used for advertising, profiling for external parties, or any purpose unrelated to operating the BOS Platform on your behalf. Any sub-processors we engage (see Section 3.6) are subject to strict data processing agreements and are only permitted to process data as necessary to provide the Platform.
3.5 Data Retention
We retain your data and your clients’ data for as long as your account remains active. Upon account termination, data is retained for 30 days to allow for recovery, after which it is permanently deleted from our systems unless a longer retention period is required by applicable law. Progress photographs and audio recordings are subject to the same retention schedule. You may request earlier deletion by contacting us.
3.6 Sub-processors
To provide the Platform, we rely on the following sub-processors, each operating under data processing agreements:
Supabase - database hosting and authentication. Data is encrypted at rest and in transit.
Anthropic (Claude) - large language model AI processing used for AI-powered features (see Section 4). Prompts and outputs are not used by Anthropic to train models, in accordance with Anthropic’s API terms.
Vercel - platform hosting and edge functions.
Pocket / HeyPocket - hardware and transcription services for the optional Pocket Recording integration (see Section 5). Only enabled if you connect a Pocket device.
An up-to-date list of sub-processors is available upon request. We will notify you of any material changes to sub-processors in advance.
3.7 Security
We implement industry-standard technical and organisational measures to protect data, including TLS encryption in transit, AES-256 encryption at rest, row-level security policies, and access controls. Despite these measures, no internet-based system is completely secure. You are responsible for maintaining secure access to your account and notifying us immediately of any suspected breach.
3.8 Data Subject Rights
As Data Controller, you are responsible for responding to your clients’ data subject requests (access, erasure, rectification, portability, objection) under UK GDPR. We will assist you in fulfilling these requests upon written request to us. You and your clients may also exercise rights in relation to data we hold about you as an account holder - contact us at the address in Section 12.
3.9 International Data Transfers
Our primary data storage is within the European Economic Area (EEA) or the United Kingdom. Where data is processed outside of the UK/EEA (e.g. by Anthropic, which operates from the United States), we ensure adequate safeguards are in place, including Standard Contractual Clauses as approved by the ICO, or equivalent transfer mechanisms.
4. AI-Powered Features
BOS includes AI features powered by Anthropic’s Claude AI models. These features may process client data, session notes, messages, and other information you have entered into the Platform in order to generate predictions, reply drafts, programme recommendations, and session summaries.
AI outputs are suggestions only. You are solely responsible for reviewing and acting on any AI-generated content before sending it to clients or making decisions based on it.
AI outputs do not constitute medical, nutritional, legal, or financial advice. You must apply your own professional judgement at all times.
Data sent to Anthropic is processed under Anthropic’s API terms, which prohibit use of API data for model training. No client data is used to train AI models.
You are responsible for ensuring your use of AI features complies with your professional obligations, including any duty to disclose AI assistance to clients where required by your professional body or applicable law.
5. Session Recording and Transcription (Pocket Integration)
BOS offers an optional integration with the Pocket AI recording device (“Pocket Recording”). If you enable this integration, audio recordings of your training sessions and discovery calls may be captured, transcribed by Pocket’s service, and subsequently processed by BOS’s AI to generate session notes, client profile updates, and follow-up drafts.
Your legal obligations when using Pocket Recording:
Consent is mandatory. Before recording any person, you must obtain their explicit, informed consent in accordance with applicable law (including the UK GDPR and, where applicable, the Regulation of Investigatory Powers Act 2000). You must inform clients that sessions may be recorded, explain the purpose (generating session notes and profile updates), and give them the opportunity to object.
Written consent recommended. We strongly recommend obtaining and retaining written consent from each client before their first recorded session. We are not liable for your failure to obtain consent.
Third-party recording.You must not record any person other than your client (e.g. third parties present in the gym or a client’s family members) without their separate consent.
Sensitive disclosures. Recordings may capture sensitive health or personal information. You are responsible for ensuring this information is handled in accordance with UK GDPR and with appropriate clinical or professional confidentiality obligations.
Storage.Processed transcripts and AI-generated notes are stored within BOS and are subject to the data retention policy in Section 3.5. Raw audio recordings are processed and stored by Pocket. You should review Pocket’s privacy policy for details of their audio retention practices.
Disclosure. You must make clear to clients that their session recordings are processed by third-party AI services (Pocket for transcription, Anthropic for analysis) located outside the UK. This disclosure should be included in your privacy notice to clients.
6. Client Portal and Client Data
BOS provides a client-facing portal through which clients can view their programme, submit check-ins, book sessions, and upload progress photographs. You are responsible for:
Providing your clients with a Privacy Notice that accurately describes how their personal data is collected and used via BOS.
Ensuring that any health or fitness information clients submit through the portal is held and used in accordance with UK GDPR, including the additional obligations that apply to special category health data.
Progress photographs uploaded by clients constitute personal data and, where they reveal health information, special category data. They must not be used for marketing or shared with any third party without the client’s explicit consent.
7. Acceptable Use
You agree not to:
Use BOS for any unlawful purpose or in violation of any applicable law or regulation.
Enter false, inaccurate, or misleading information about yourself or your clients.
Attempt to reverse-engineer, decompile, or otherwise extract source code from the Platform.
Probe, scan, or test the security of the Platform or attempt to gain unauthorised access to any system or network.
Use BOS to store or transmit material that is defamatory, abusive, unlawful, or that infringes the intellectual property rights of any third party.
Use the AI features to generate harmful, misleading, or professionally inappropriate content for clients.
Share access credentials with any other person or allow any other person to use your account.
8. Intellectual Property
The BOS Platform, including its software, design, branding, and underlying technology, is and remains the exclusive intellectual property of BOS and its licensors. These Terms grant you a limited, non-exclusive, non-transferable licence to use the Platform for your business purposes during the term of your subscription.
You retain ownership of all content you input into BOS, including client data, session notes, programme content, and any other materials you create (“Your Content”). You grant us a limited licence to process Your Content solely to provide the Platform services.
AI-generated content (programme drafts, session summaries, message suggestions, etc.) produced using Your Content as input is deemed Your Content for these purposes. You are responsible for reviewing it before use.
9. Payment and Subscriptions
Access to BOS requires a paid subscription. Subscription fees are billed as agreed at the time of your account setup.
All fees are exclusive of VAT unless otherwise stated. VAT will be added where applicable.
Subscriptions renew automatically unless cancelled before the renewal date.
We reserve the right to change pricing with 30 days’ written notice. Your continued use of the Platform after the effective date constitutes acceptance of the new pricing.
No refunds are provided for partial subscription periods, except as required by applicable consumer law.
10. Disclaimers and Limitation of Liability
BOS is a business management tool. It does not provide medical, nutritional, legal, or financial advice. Nothing within the Platform constitutes professional advice of any kind.
You are solely responsible for the professional quality and safety of the training services you deliver to your clients. BOS is not liable for any injury, harm, or adverse outcome arising from your professional practice.
AI-generated content is provided as a productivity aid. We make no warranty as to its accuracy, completeness, or fitness for any particular purpose. You must review all AI outputs before relying on or sharing them.
To the fullest extent permitted by law, we exclude all implied warranties and representations. The Platform is provided “as is”.
Our total aggregate liability to you in connection with these Terms or the Platform shall not exceed the fees paid by you in the 3 months preceding the relevant claim.
We are not liable for any indirect, consequential, incidental, special, or punitive damages, or for loss of profits, revenue, data, or goodwill, even if advised of the possibility of such damages.
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.
11. Term and Termination
These Terms remain in force for as long as you have an active account with BOS.
You may terminate your account at any time by contacting us. Upon termination, your access to the Platform will cease and data will be handled in accordance with Section 3.5.
We may suspend or terminate your account immediately if you materially breach these Terms, fail to pay subscription fees, or if we are required to do so by law.
Upon termination, you may request an export of your data within 30 days. After this period we cannot guarantee data recovery.
12. Changes to These Terms
We may update these Terms from time to time. If we make material changes, we will notify you by email and require you to re-accept the updated Terms before continuing to use the Platform. Your continued use after acceptance of updated Terms constitutes agreement to the revised Terms.
13. Governing Law and Disputes
These Terms are governed by the laws of England and Wales. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales. If you are a consumer (which is unlikely given BOS is a B2B product), statutory rights under consumer protection law are not affected.
14. Contact
For questions about these Terms, data subject requests, or any other enquiry, please contact us at: