Terms and Conditions

1. Acceptance of Terms

Welcome to FrontDesk. By accessing or using our platform ("Service"), you agree to be bound by these Terms and Conditions ("Terms"). If you do not agree to these Terms, you may not use the Service.

These Terms constitute a legally binding agreement between you (the "Customer" or "you") and FrontDesk, operating from Saskatchewan, Canada ("we," "us," or "our"). By creating an account or using the Service, you represent that you are at least 18 years of age and have the authority to bind your organization to these Terms.

If you accept these Terms on behalf of an organization, you represent that you have the authority to do so, and the organization agrees to be bound by these Terms.

2. Description of Service

FrontDesk is a B2B SaaS platform designed to help boutique fitness studios in Canada and the United States manage their operations. The Service includes:

• Daily notes and shift management systems
• Bike fleet management with health scoring and maintenance tracking
• Supplies inventory management and shopping list generation
• Knowledge Centre with document search
• Customer feedback collection and sentiment analysis
• Task automation and operational workflows
• AI-generated daily summaries and insights
• Team collaboration and role-based access controls

3. Definitions

For purposes of these Terms:

• "Customer" or "you" means the organization that subscribes to the Service
• "Authorized Users" means individuals you authorize to use the Service on your behalf
• "Customer Data" means all data, content, and information you upload to or generate through the Service
• "Sensitive Personal Information" means government IDs, payment card data, precise home addresses, health/medical information, biometric data, and similar highly sensitive data
• "Third-Party Services" means services provided by our vendors (database, hosting, payment processing, AI services, etc.)

4. Eligibility

You must be at least 18 years old and capable of forming a binding contract to use the Service. By using FrontDesk, you represent and warrant that:

• You are at least 18 years of age
• You have the authority to enter into these Terms on behalf of your organization
• You will provide accurate and complete information during registration
• You will maintain the security of your account credentials

5. Account Registration

To use FrontDesk, you must create an account:

• Account Information: You must provide a valid email address and create a secure password.
• Account Security: You are responsible for maintaining the confidentiality of your account credentials. You agree to notify us immediately of any unauthorized access or security breach.
• Accuracy: You agree to provide accurate, current, and complete information and to update it as necessary to maintain accuracy.

6. Authorized Users and Shared Credentials

You may permit your employees, contractors, or other individuals (each, an "Authorized User") to access and use the Service on your behalf.

• Responsible for Authorized Users: You are responsible for your Authorized Users’ compliance with these Terms and for all activity that occurs under your account.
• Shared Logins: If you choose to share credentials among multiple staff members, you are responsible for maintaining credential security and for actions taken using those credentials.
• Credential Management: You agree to promptly disable access for any staff member who no longer needs access (for example, after role changes or employment termination).

7. Subscription and Billing

7.1 Subscription Plans

FrontDesk offers subscription plans billed per studio per month or per year at the organization level (one invoice for the organization). Pricing is based on the number of active studios in your organization. Current pricing is available on our website and order forms.

There is no free trial. Billing begins immediately upon subscription.

Fees are exclusive of all taxes. You are responsible for all applicable sales, use, GST, VAT, and other taxes imposed by taxing authorities, except for taxes based on our net income.

7.2 Payment Processing

All payments are processed through Stripe, a PCI DSS Level 1 certified payment processor. By subscribing, you agree to Stripe's terms and authorize recurring charges to your payment method.

7.3 Billing Cycle

• Subscriptions are billed monthly or yearly in advance
• Billing occurs on the same day each month or year (based on your subscription start date)
• You will receive an email receipt for each successful payment
• Failed payments will result in subscription suspension after 3 attempts

7.4 Price Changes

We reserve the right to modify subscription pricing with at least 30 days' advance notice. Price changes will apply at the start of your next billing cycle. If you do not agree to the new pricing, you may cancel your subscription before the new price takes effect.

7.5 Refunds

All subscription fees are non-refundable except as required by law or as explicitly stated in these Terms. If you cancel your subscription, you will retain access until the end of your current billing period.

7.6 Cancellation

You may cancel your subscription at any time through your account settings or the Stripe Customer Portal. Cancellations take effect at the end of the current billing period. You will retain access to the Service until the end of your paid period. No partial refunds are provided for unused time.

8. Acceptable Use Policy

You agree to use FrontDesk only for lawful purposes and in accordance with these Terms. You agree NOT to:

• Violate any applicable laws, regulations, or third-party rights
• Upload malicious code, viruses, or harmful content
• Attempt to gain unauthorized access to our systems or other users' accounts
• Use the Service to harass, abuse, or harm others
• Reverse engineer, decompile, or disassemble any part of the Service
• Use automated tools (bots, scrapers) without our written permission
• Resell or redistribute the Service without authorization
• Upload Sensitive Personal Information (e.g., government IDs, payment card data, precise home addresses, health/medical information, biometric data). Limited contact information (e.g., customer email) may be collected only through features that explicitly request it (such as optional survey email fields)
• Interfere with the Service's operation or impose unreasonable load on our infrastructure

We reserve the right to suspend or terminate your account immediately if you violate this Acceptable Use Policy.

9. User Content and Data Ownership

9.1 Your Data

You retain all ownership rights to the data, content, and information you upload to FrontDesk ("Customer Data"). This includes notes, documents, shift data, feedback, and all operational information.

9.2 License to Use Customer Data

You grant us a limited, non-exclusive, worldwide license to use, store, and process Customer Data solely to:

• Provide and improve the Service
• Generate AI embeddings, summaries, and insights
• Perform analytics to improve our platform (anonymized and aggregated)
• Comply with legal obligations

We will not sell, rent, or share your Customer Data with third parties for their marketing purposes.

9.3 Data Accuracy

You are responsible for the accuracy, quality, and legality of Customer Data. You represent that you have all necessary rights and consents to upload Customer Data to the Service.

9.4 Data Export and Deletion

You may request a copy of your Customer Data or request account deletion at any time. Upon deletion, we use a "soft delete" process and retain data for 30 days before permanent deletion. See our Privacy Policy for details.

10. Artificial Intelligence Features

FrontDesk uses AI to enhance your operations. By using the Service, you acknowledge:

• AI Processing: Customer Data may be sent to third-party AI providers (OpenAI) for processing. See our Privacy Policy for details.
• No Guarantee of Accuracy: AI-generated summaries, sentiment analysis, and insights are automated and may contain errors. Always review AI outputs before relying on them.
• Human Oversight Required: AI features are assistive tools, not replacements for human judgment. You remain responsible for all decisions based on AI outputs.
• Continuous Improvement: We may use anonymized AI interactions to improve our models and features.

11. Support and Service Changes

We may modify the Service from time to time, including adding or removing features. We will not materially reduce core functionality of paid plans without reasonable notice.

Support is provided via email at contact@getfrontdesk.io. We strive to respond to support inquiries in a timely manner but make no specific response time guarantees.

12. Service Availability and Uptime

We strive to provide a reliable and accessible platform:

• We strive for high availability but make no warranties regarding uptime or service availability.
• We may perform scheduled maintenance with advance notice when possible.
• Service availability may be affected by third-party providers (database, hosting, payment processors, AI services, etc.). We are not liable for third-party service failures.
• We are not liable for service interruptions caused by events beyond our reasonable control (force majeure events).

13. Analytics and Product Improvement

We use analytics tools (Google Analytics, PostHog, Vercel, Sentry) to understand how customers use FrontDesk and to improve our platform. By using the Service, you consent to:

• Collection of usage data, page views, and feature interactions
• Tracking of anonymized user IDs, roles, and organization information
• Performance monitoring and error tracking
• Aggregated analytics to improve product features

See our Privacy Policy for complete details on data collection and analytics.

14. Intellectual Property

14.1 FrontDesk Platform

The Service, including all software, features, designs, logos, and trademarks, is owned by FrontDesk and protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, or create derivative works without our written permission.

14.2 Feedback

If you provide feedback, suggestions, or ideas about FrontDesk, you grant us a perpetual, irrevocable, royalty-free license to use such feedback to improve the Service without compensation or attribution.

15. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• FrontDesk is provided "AS IS" and "AS AVAILABLE" without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement.
• We do not warrant that the Service will be error-free, secure, or uninterrupted.
• We are not responsible for data loss, business interruption, or any indirect, incidental, consequential, or punitive damages arising from your use of the Service.
• Our total liability for any claim arising from these Terms or the Service shall not exceed the total fees you paid to FrontDesk in the 12 months preceding the claim.
• We are not liable for third-party service failures, AI inaccuracies, or decisions you make based on AI-generated outputs.

Some jurisdictions do not allow limitations on implied warranties or exclusion of liability for certain damages. In such jurisdictions, the above limitations may not apply.

16. Indemnification

You agree to indemnify, defend, and hold harmless FrontDesk, its affiliates, and their respective officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any third-party rights (including privacy or intellectual property rights)
• Customer Data you upload to the Service

17. Termination

17.1 Termination by You

You may terminate these Terms at any time by canceling your subscription and deleting your account. Cancellations take effect at the end of your current billing period.

17.2 Termination by Us

We may suspend or terminate your account immediately if:

• You violate these Terms or our Acceptable Use Policy
• Your payment fails and you do not update your payment method
• We are required to do so by law
• We discontinue the Service (with 30 days' notice)

17.3 Effect of Termination

Upon termination or suspension, your access may be disabled. We will retain Customer Data in accordance with our Privacy Policy. If you request account deletion, we will process deletion as described in the Privacy Policy. You may request a data export for up to 30 days after termination (unless legally prohibited or technically infeasible).

All outstanding fees remain due and payable. Sections of these Terms that by their nature should survive (e.g., Limitation of Liability, Indemnification, IP ownership) will continue to apply.

18. Data Processing Agreement

FrontDesk acts as a data processor for Customer Data. If you require a Data Processing Agreement (DPA) for GDPR, PIPEDA (Canada), CCPA, or other privacy law compliance, please contact us at contact@getfrontdesk.io.

19. Governing Law and Dispute Resolution

19.1 Governing Law

These Terms are governed by the laws of the Province of Saskatchewan, Canada, without regard to conflict of law principles.

19.2 Dispute Resolution

In the event of a dispute, you agree to first contact us at contact@getfrontdesk.io to attempt informal resolution. If the dispute cannot be resolved informally within 30 days, the exclusive jurisdiction and venue for any legal action will be in the courts located in Saskatchewan, Canada.

20. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or through a prominent notice on the Service at least 30 days before they take effect. Your continued use of the Service after changes become effective constitutes acceptance of the updated Terms.

If you do not agree to the updated Terms, you must cancel your subscription before the effective date.

21. Miscellaneous

21.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and FrontDesk regarding the Service.

21.2 Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

21.3 Waiver

Our failure to enforce any provision of these Terms does not constitute a waiver of that provision or our right to enforce it in the future.

21.4 Assignment

You may not assign or transfer these Terms without our written consent. We may assign these Terms to any successor or affiliate without your consent.

21.5 Third-Party Beneficiaries

There are no third-party beneficiaries to these Terms.

22. Contact Information

If you have questions about these Terms, please contact us: