The terms for using Aevantos Fitness.

1. Who the parties are

“We” is Aevantos, a sole proprietorship in India, which makes and runs Aevantos Fitness. “The gym” is the business that we invite onto the product and whose owner accepts the invitation. The agreement starts when the owner redeems our invite code, and the gym accepts these terms by doing so and by using the product.

The gym’s managers, front-desk staff and trainers use the product under the gym’s agreement, and the gym answers for what they do in it. A gym’s members are not parties to these terms. They deal with the gym, and the gym decides what it records about them.

2. By invitation only

There is no public sign-up. We invite the gym’s owner. Only the owner then invites the gym’s own managers, front-desk staff and trainers, and members join the member app with a one-time code from their gym. An invite code works once, expires after 7 days, and can be revoked.

Every account signs in with a password and a code from an authenticator app. Email is used only to reset a password. One email address can hold one account across the whole product. The gym is responsible for keeping its people’s sign-ins to themselves, and for disabling anyone who has left.

3. What the service is

Aevantos Fitness is software for running a gym’s memberships: members, including a minor flag and a guardian’s consent; plans, freezes, extensions and transfers; payments recorded against a membership and numbered receipts; expiry and dues lists; check-in by QR card or member code; enquiries and trial passes; class booking with capacity and a waitlist; trainer scheduling, personal-training packages and a trainer pay statement; iPhone apps for staff and for members; and an interface for door devices. Each gym has its own separated workspace, and every change is written to an activity log that cannot be edited.

The modules page says, for each part, whether it is built, built in part, or deliberately not offered, and that page governs. In particular, today:

• reminders to members are not sent, because no SMS or WhatsApp provider is connected, and password-reset email is not sent either;
• UPI Autopay and payment links are not offered, by design (see 5);
• the pay statement for trainers adds up the gym’s own rates. It is not a payslip and works out no PF, ESI, TDS or professional tax;
• cancelling a membership stops it. It does not calculate or issue a refund.

The product is not accounting, tax, legal, medical or payroll advice, and it does not check what staff type into it. We may improve, change or remove a feature.

4. Price, GST and invoices

The price for a single gym is ₹1,599 a month, or ₹14,999 a year. Prices are in rupees and are exclusive of GST.

Aevantos has applied for GST registration and it is not live. Until it is, we charge no GST, our invoices carry no GSTIN and are not headed “Tax Invoice”, and a gym cannot claim input tax credit on them. When registration is live we will tell the gym, add GST at the rate then in force to the prices above from the date we say, and issue tax invoices with our GSTIN from then on.

We invoice, and the gym pays by bank transfer to the account on the invoice. A price change takes effect only for a period not yet begun, and only after we have given the gym at least 30 days’ written notice. Fees for a period that has begun are not refunded, except where the law says otherwise.

5. How members pay the gym

Aevantos Fitness takes money by UPI QR only, and the money goes from the member to the gym. The owner enters the gym’s own UPI ID and, if it wants, a bank account. The member page and the member app then show a UPI QR, those details and a payment reference. The member scans and pays; the gym’s desk records the payment as received, with the UPI transaction ID or bank reference. Cash, and card on the gym’s own machine, are recorded the same way.

We never receive, hold, pool or pass on a member’s money. We run no payment gateway and no payment aggregator, we offer no payment link, UPI Autopay or card payment of our own, and we charge no fee on a member’s payment. Production refuses those paths. That is a decision, not a feature still to come.

The gym is responsible for three things. First, that the UPI ID and bank details it enters are its own and are right: we check their shape, not whose they are, and a payment sent to a wrong ID is between the member and whoever holds it. Second, that a payment is recorded only once it has really arrived: we do not check with the bank. Third, its own books. A mistaken payment is cancelled and never deleted, and its receipt keeps its number.

The receipts are the gym’s documents, in the gym’s name. Without a GSTIN entered by the owner they are plain receipts with no GST line; with one, they are tax invoices at 5% GST-inclusive. Whether the gym should charge GST, and at what rate, is the gym’s own question for its own adviser.

6. What the gym takes on

• The gym decides what it records about its members and why. It must have the right to record it and use it to run the gym, and it must keep the notes staff type free of anything it has no need to hold.
• For a member under 18, the gym records the guardian’s consent. We hold it back until it is recorded, but we do not verify the guardian or the member’s age.
• If the gym uses a fingerprint, face or other biometric reader at the door, the reader keeps its own template. We keep only the reader’s own number for the person, and only after the member agreed, and a guardian too for an under-18. Whether biometric entry is lawful and suitable for the gym is for the gym and its adviser.
• The gym will not use the product for anything unlawful, look for another gym’s data, probe or overload the service, or resell it.

7. The data, how long we keep it, and deactivation

For staff we hold an email address, a display name, a role, a password as a one-way hash, the authenticator secret (encrypted), backup codes as hashes, and a record of what each person did in the product. For members we hold what the gym enters: name, phone, email, date of birth, gender, an emergency contact, free-text notes, plan, payments and receipts, check-ins, class bookings, a guardian’s details for a minor, and the identifier of a printed check-in card, as a hash. For a door reader we hold its identifier for the person. We hold no fingerprint or face template or image, and no member’s card or bank details. We hold the gym’s own payout UPI and bank details. The privacy notice has the full list.

The database is in India (Supabase, Mumbai) and the site runs on Vercel, functions in Mumbai. Each gym’s records are separated from other gyms’ in the database. Gym, staff and member records, check-ins, bookings and receipts are kept for as long as the gym uses the product; we run no automatic deletion of them. The activity log can only be added to, so entries that name a person stay in it.

Accounts are deactivated, never deleted. A gym owner can disable a manager, front-desk or trainer account, and the person’s sessions end at once; the owner can enable it again. A member can deactivate their own app login, and can reactivate it only by signing in with their password and a fresh code from their own authenticator app. Deactivating stops the login and nothing more: the records the gym holds stay with the gym, because receipts, check-ins and the activity log refer to them.

A person may ask us for access, correction or erasure, or to withdraw consent, by writing to sunny.joshi@aevantos.com from the address on the account. We handle these by hand. For a member’s record we may need to involve the gym that holds it, and we cannot erase what the law requires us to keep or what the activity log holds.

8. Availability and support

Aevantos Fitness is a young product. We aim to keep it running but promise no uptime, and we may pause it to maintain it. Support is by email at sunny.joshi@aevantos.com. We have no tracked response time. The service depends on providers we do not control, and a gym should keep a way to run its door and its register by hand.

9. Liability

We provide the service as it is. We are not liable for loss of profit, loss of business or any indirect or consequential loss, or for loss that comes from: a payment made to a wrong or another person’s UPI ID or bank account; a payment recorded that never arrived or one that arrived and was not recorded; entries made by the gym’s people; a door device or reader that failed or was set up wrongly; an injury or dispute at the gym; the gym’s own tax or data-protection compliance; or anything outside our reasonable control.

Our total liability to the gym for any claim is limited to the fees the gym paid us in the 12 months before the claim arose. Nothing in these terms limits a liability that the law does not allow to be limited.

10. Ending it

Either side may end the agreement at any time by 30 days’ written notice, and the notice may be an email to the other. We may suspend the gym at once if it breaks section 6, puts other gyms or people at risk, or does not pay within 7 days of a written reminder. On ending, the gym’s people can no longer sign in. The gym may ask in writing for a copy of its records, or for their erasure, and we will answer within 30 days. The limits in sections 7 and 9 continue to apply.

11. Changes, law and courts

If we change these terms we will change the date above and email the owner at least 30 days before a change that is worse for the gym takes effect; carrying on using the product after that date accepts it.

These terms are governed by the laws of India. The parties will first try to settle a dispute by writing to each other, and give it 30 days. A dispute that is not settled goes to the courts in Gujarat, which alone have jurisdiction.

Contact

Aevantos (sole proprietorship) — sunny.joshi@aevantos.com

Questions about a gym’s own members’ data may need to go to that gym first.