Terms & Conditions

Acceptance of these terms

By purchasing a package on this website or using the GymEXA gym management system, you agree to these terms on behalf of yourself and the gym you represent. If you do not agree, please do not complete a purchase or use the service.

The service

• GymEXA is a cloud-based gym management system providing member management, attendance, payments, reporting and optional door access.
• Features included depend on the package you select. We may add, improve or retire individual features, and we give reasonable notice before removing anything you rely on.
• Optional door-access hardware is supplied and installed separately from the software subscription.

Your account and responsibilities

• You must provide accurate registration details and keep them up to date.
• You are responsible for keeping login credentials confidential and for all activity carried out under your accounts.
• You are responsible for the accuracy of member data you enter and for having the right to store it.
• You must not attempt to access other customers' data, disrupt the service, reverse-engineer the software, or resell access without our written agreement.
• Tell us immediately if you believe your account has been accessed without permission.

Subscription terms

• Subscriptions run for the billing cycle you select — monthly or annual — and continue until cancelled.
• Prices are shown in Sri Lankan Rupees (LKR) on the pricing page and at checkout.
• We may change prices for future billing periods and will notify you in advance. Existing paid periods are not affected.
• You may cancel at any time; cancellation takes effect at the end of the current paid period.

Payment terms

• Payment is taken in advance through our payment gateway before the account is activated.
• Card and banking details are handled by the payment gateway on its own secure pages; we do not store them.
• If a renewal payment fails, we will contact you. Access may be limited or suspended until payment is received.
• Any government taxes or bank charges that apply are payable in addition to the listed price where applicable.
• Refunds are handled as described in our Return & Refund Policy.

Service availability and support

• We work to keep the service available at all times, but we do not promise uninterrupted operation.
• Planned maintenance is scheduled outside peak gym hours where possible, and we give notice when downtime is expected.
• The service depends on your internet connection, devices and electricity supply, which are outside our control.
• Support is provided during our published working hours through the channels listed on our contact page.

Data ownership and backups

Your gym owns the data it enters into GymEXA. We process it to run and support the service, as described in our Privacy Policy. We take regular backups, and on request while your account is active we will provide an export of your data. You are responsible for keeping your own copy of any records you are legally required to retain.

Intellectual property

The GymEXA software, name, logo, website content and documentation belong to us. Your subscription grants your gym a non-exclusive, non-transferable right to use the system while your subscription is active. Nothing in these terms transfers ownership of the software to you.

Acceptable use

• Do not use the service for unlawful purposes or to store unlawful content.
• Do not send bulk messages through the system to people who have not agreed to receive them.
• Do not attempt to bypass usage limits, security controls or licence restrictions.

Limitation of liability

The service is provided on an "as is" basis. To the maximum extent permitted by Sri Lankan law, we are not liable for indirect or consequential losses, including lost profits, lost members, or loss of data caused by factors outside our control. Where we are found liable, our total liability is limited to the amount you paid us for the service in the three months before the claim. Nothing in this section limits liability that cannot be limited by law.

Suspension and termination

• We may suspend or terminate access if payment remains outstanding after notice, if these terms are breached, or if activity puts the service or other customers at risk.
• Wherever practical we contact you first and give you an opportunity to fix the problem.
• After termination we retain your data for a limited period so it can be restored or exported, then delete it.

Governing law and disputes

These terms are governed by the laws of Sri Lanka, and the courts of Sri Lanka have jurisdiction over any dispute. We will always try to resolve concerns directly and in good faith before any formal action is taken.

Changes to these terms

We may update these terms as the service or the law changes. The date at the top of this page shows the latest revision, and continued use of the service after an update means you accept the revised terms.