Terms of Service

Last updated: 17 Apr 2026

These Terms of Service (“Terms”) govern access to and use of the LockaRoom platform, website, applications, and related services (collectively, the “Services”) provided by LockaRoom Limited (“LockaRoom”, “we”, “us”, or “our”).

By selecting a plan, clicking to accept these Terms, creating an account, accessing the Services, or using the Services, you agree to be bound by these Terms.

If you are accepting these Terms on behalf of a company, gym, fitness studio, or other organisation, you represent that you have authority to bind that entity, and “Customer”, “you”, and “your” refer to that entity.

1. About the Services

LockaRoom provides software for gyms, fitness studios, and similar businesses, including tools for member management, family accounts, bookings, attendance, subscriptions, communications, reporting, and related administration.

We may improve, update, modify, replace, suspend, or discontinue features of the Services from time to time.

2. Eligibility and Account Registration

You must be legally able to enter into a binding contract to use the Services.

You are responsible for:

providing accurate account information;
keeping login credentials secure;
controlling access to your account and administrator accounts; and
all activity carried out through your account, except to the extent caused by our breach or security failure.

You must promptly notify us if you become aware of unauthorised access to your account or the Services.

3. Subscription and Plan Terms

Your subscription begins when your paid plan is activated or on another start date that we confirm.

Unless otherwise stated on your selected plan or in writing, subscriptions:

are billed on a recurring basis in advance;
renew automatically at the end of each billing cycle; and
continue until cancelled in accordance with these Terms.

The features, limits, and pricing of each plan are described on the relevant pricing or checkout page, which forms part of the commercial terms of your subscription.

4. Fees, Billing, and Payment

You agree to pay:

the fees for the plan you select; and
any onboarding, setup, migration, implementation, training, or other one-off fees that we disclose to you or that you agree to.

Unless otherwise stated:

recurring subscription fees are billed in advance;
one-off fees are billed when incurred or when agreed;
fees are stated exclusive of taxes unless expressly stated otherwise; and
fees already billed are non-refundable.

Applicable taxes may vary by jurisdiction and, where relevant, will be shown at checkout or otherwise communicated to you before payment.

If payment fails, is declined, or remains overdue, we may retry billing, suspend access, downgrade access, or terminate the Services in accordance with these Terms.

5. Third-Party Payment Providers

Payment method collection and payment processing may be handled by third-party payment service providers.

LockaRoom is not a bank, financial institution, or payment service provider and does not provide regulated payment services. As such, it does not store full card details or other full payment credentials. We may receive limited billing, payment, subscription, and transaction status information from payment service providers as necessary to operate the Services, administer subscriptions, and provide support.

Your use of any third-party payment provider may also be subject to that provider's own terms, conditions, and privacy practices.

We are not responsible for the acts, omissions, downtime, or failures of third-party payment providers, except to the extent directly caused by our own breach of these Terms.

6. Customer Data

As between the parties, you retain ownership of the data, content, records, and information you or your users submit to the Services (“Customer Data”).

You grant us a non-exclusive, worldwide, limited right to host, copy, store, transmit, back up, process, display, and otherwise use Customer Data only as reasonably necessary to:

provide, operate, maintain, and support the Services;
secure and improve the Services;
investigate fraud, misuse, or security issues;
comply with law; and
enforce these Terms.

You are responsible for:

the accuracy, quality, and legality of Customer Data;
obtaining any notices, consents, permissions, and authorisations required from your staff, members, parents, guardians, dependants, and other relevant individuals;
your instructions regarding Customer Data; and
complying with laws applicable to your use of the Services.

We may also use aggregated, anonymised, or de-identified data derived from Customer Data for analytics, service improvement, benchmarking, security, and product development, provided that such data does not identify you or any individual.

7. Privacy and Data Protection

Our handling of personal information is described in our Privacy Policy.

Where we process personal information on your behalf, you acknowledge that you control the purposes for which that data is used in your business operations, and that LockaRoom generally acts as a service provider or processor for those activities.

Each party will comply with data protection laws applicable to it in connection with the Services.

8. Acceptable Use

You must not, and must not permit any user or third party to:

use the Services for unlawful, misleading, fraudulent, or abusive purposes;
interfere with, disrupt, or compromise the integrity, security, or performance of the Services;
attempt to gain unauthorised access to the Services, accounts, or related systems;
upload malware, malicious code, or harmful content;
use the Services to infringe the rights of others;
reverse engineer, decompile, disassemble, copy, scrape, mirror, or create derivative works from the Services except as expressly permitted by law; or
resell, sublicense, rent, or commercially exploit the Services except as expressly agreed by us in writing.

9. Communications

We may send you service-related and account-related communications as part of providing the Services, including notices about your account, billing, security, support, and updates to the Services.

Where permitted by law, we may also send you product updates and marketing communications. You can opt out of marketing communications at any time, but you will still receive essential service and account communications where needed for the operation of your subscription.

10. Availability, Support, and Changes

We will use reasonable efforts to make the Services available and functioning properly, but we do not guarantee uninterrupted, error-free, or always-available service.

We may perform maintenance, updates, patches, upgrades, and emergency changes at any time. We will try to minimise material disruption where reasonably practicable.

Any support, response times, onboarding assistance, or service levels are only binding if expressly agreed by us in writing.

11. Beta Features

We may offer beta, pilot, preview, or early-access features from time to time.

Unless expressly stated otherwise, beta features are provided on an “as is” and “as available” basis, may be changed or withdrawn at any time, and may not be supported to the same level as generally available features.

12. Suspension

We may suspend, restrict, or disable access to all or part of the Services if:

fees are overdue;
you breach these Terms;
your use of the Services creates legal, regulatory, security, or operational risk;
we are required to do so by law or by a third-party provider; or
continued provision of the Services is not reasonably practicable.

Where reasonably practicable, we will try to give prior notice.

13. Cancellation and Termination

These Terms begin when you accept them and remain in effect for the duration of your subscription.

Your subscription will continue, renew, and end in accordance with the plan or subscription terms you selected at signup or otherwise agreed with us.

If you cancel your subscription, any fees due for the current subscription period remain payable, and your access will continue until the end of that period unless otherwise stated in your plan terms.

We may terminate your access to the Services if:

you fail to pay amounts due;
you materially breach these Terms;
you use the Services unlawfully or in a way that creates risk to us, the Services, or others; or
we are required to do so by law or where continued provision of the Services is not reasonably practicable.

On termination or expiry of your subscription, your right to use the Services ends, and we may disable access to your account and delete or anonymise Customer Data after a reasonable retention period, unless we are required to retain it by law or for legitimate backup, compliance, audit, dispute resolution, or enforcement purposes.

14. Intellectual Property

LockaRoom and its licensors own all rights, title, and interest in and to the Services, including all software, code, designs, workflows, documentation, branding, know-how, improvements, and related intellectual property, excluding Customer Data.

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, non-sublicensable right during your active subscription to access and use the Services for your internal business operations.

No rights are granted except as expressly stated in these Terms.

15. Warranties Disclaimer

We will provide the Services with reasonable care and skill.

Except as expressly stated in these Terms, and to the fullest extent permitted by law, the Services are provided on an “as is” and “as available” basis, and we disclaim all implied warranties, representations, and conditions, including implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement.

We do not warrant that:

the Services will be uninterrupted, error-free, or fully secure;
the Services will be compatible with all devices, systems, browsers, or third-party tools;
any data will never be lost, corrupted, delayed, or unavailable; or
third-party integrations will remain available or continue operating in the same way.

16. Limitation of Liability

Nothing in these Terms excludes or limits liability to the extent it cannot be excluded or limited by law.

Subject to that, LockaRoom is not liable for any indirect, incidental, special, or consequential loss, or for any loss of profits, revenue, goodwill, business opportunity, or anticipated savings arising out of or in connection with the Services.

To the maximum extent permitted by law, LockaRoom's total liability arising out of or in connection with the Services or these Terms will not exceed the total fees paid by you to LockaRoom in the 12 months before the event giving rise to the claim, or if the claim arises within the first 12 months, the total fees paid by you to date.

17. Indemnity

You will indemnify and hold harmless LockaRoom, its affiliates, officers, directors, employees, and contractors from and against third-party claims, losses, damages, liabilities, costs, and expenses arising out of or relating to:

your breach of these Terms;
your unlawful use of the Services;
your Customer Data; or
your failure to obtain required notices, consents, or permissions from relevant individuals,

except to the extent the claim arises from LockaRoom's own breach of these Terms or unlawful conduct.

18. Confidentiality

Each party may receive confidential information from the other in connection with the Services.

The receiving party must use the other party's confidential information only as necessary for the Services and must not disclose it except:

to its personnel, contractors, or advisers who need to know it and are bound by confidentiality obligations; or
where disclosure is required by law, regulation, court order, or competent authority.

This clause does not apply to information that is public through no fault of the receiving party, was already lawfully known, is independently developed without use of the confidential information, or is lawfully received from a third party without confidentiality restriction.

19. Changes to the Services or These Terms

We may update these Terms from time to time. If we make a material change, we will post the updated Terms on our website or notify you through the Services or by email.

Your continued use of the Services after the updated Terms take effect constitutes acceptance of the updated Terms.

20. Governing Law and Disputes

These Terms are governed by the laws of Hong Kong.

In the event of a dispute, the parties agree to first attempt to resolve the matter through good faith discussions. If the dispute is not resolved, it shall be referred to binding arbitration in Hong Kong, in English.

21. General

If any provision of these Terms is found unenforceable, the remaining provisions will continue in effect.

Our failure to enforce any provision is not a waiver of that provision.

You may not assign these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, reorganisation, or sale of assets.

These Terms, together with any applicable plan details, pricing, checkout terms, order summary, and policies incorporated by reference, form the entire agreement between you and us in relation to the Services.

A person who is not a party to these Terms has no right to enforce any term of these Terms.

22. Contact

Questions about these Terms may be sent to: support@uselockaroom.com.