Terms of Service

Last updated: 17 May 2026

1. Parties

These Terms govern your use of the Heartbody service provided by Fortis-Solutions Ltd ("Heartbody", "we", "us"), a company registered in England & Wales, company number 16934389, registered office 167-169 Great Portland Street, London W1W 5PF.

2. Service description

Heartbody is a software platform for gym, studio, and combat-sports operators that includes scheduling, member management, payments, marketing, and mobile applications. Pricing is provided by quote on request — email support@heartbody.co.uk. We may update features from time to time.

3. Acceptance

By creating an account, accepting a quote, or otherwise using the service, you agree to these Terms. If you accept on behalf of a company, you warrant that you have authority to bind that company.

4. Subscription, billing, and term

• Subscriptions are month-to-month unless a longer term is specifically agreed.
• Fees are charged monthly in advance by card.
• Quoted prices are exclusive of VAT, which is added where applicable.
• You may upgrade, downgrade, or cancel by giving notice via the in-app billing settings or by emailing support@heartbody.co.uk. Downgrades and cancellations take effect at the end of the then-current billing month.
• Founder Cohort and Bespoke contracts may have separate terms disclosed in writing at quote.

5. Acceptable use

You agree not to: use the service for unlawful purposes; resell or repackage the service without written agreement; reverse-engineer, decompile or attempt to extract source code; transmit malicious code; or use the service to send unsolicited bulk communications.

6. Customer data

You retain ownership of all data you and your members upload to the service ("Customer Data"). You grant Heartbody a non-exclusive licence to process Customer Data solely to provide the service. We process Customer Data as a data processor under the UK GDPR; the terms of our processing are set out in our Privacy Notice and the separately-available Data Processing Addendum.

7. Migration

For new customers migrating from a previous platform (e.g. MindBody), we perform the migration on your behalf at no additional cost, subject to the previous platform's export capabilities. You authorise us to access and import your data on your written instruction.

8. Service availability

We target 99.5% monthly availability for the platform, excluding scheduled maintenance and force-majeure events. We do not guarantee uninterrupted access. Bespoke and Detached SaaS tiers have separate SLAs disclosed at quote.

9. Termination

Either party may terminate the subscription at the end of the current billing month for any reason. Either party may terminate immediately for material breach not cured within 14 days of written notice. On termination, we retain Customer Data for 90 days during which you may export it; after 90 days we delete it irretrievably.

10. Payments and processing

Customer card payments are processed by a UK-regulated third-party payment provider under that provider's own terms. Where you use your own merchant account ("Mode B"), Heartbody is not the merchant of record. Where Heartbody acts as merchant of record ("Mode A"), we hold funds and disburse monthly per our schedule.

11. Intellectual property

All rights in the Heartbody platform, software, documentation, and trademarks remain with Fortis-Solutions Ltd. You receive a non-exclusive, non-transferable licence to use the service during your subscription term.

12. Warranties and liability

We provide the service with reasonable skill and care. To the maximum extent permitted by law: (a) we exclude implied warranties of merchantability and fitness for purpose; (b) our total liability for any claim is capped at the fees you have paid in the 12 months prior to the claim; (c) neither party is liable for indirect, consequential, or special damages. Nothing in these Terms limits liability for death, personal injury caused by negligence, or fraud.

13. Confidentiality

Each party agrees to keep confidential the non-public business and technical information of the other and to use it only to perform under these Terms.

14. Changes

We may update these Terms. Material changes will be notified by email at least 30 days in advance. Continued use after the effective date constitutes acceptance.

15. Governing law

These Terms are governed by the laws of England & Wales. The courts of England & Wales have exclusive jurisdiction.

16. Contact

Questions about these Terms: support@heartbody.co.uk.