Effective Date: November 08, 2025
Last Updated: November 08, 2025

This Refund and Cancellation Policy (“Policy”) outlines the terms and conditions governing the termination, refund, and cancellation processes for GymSaathi Pvt. Ltd. (“GymSaathi,” “we,” “us,” or “our”) and its partner gyms or fitness centres (“Partner,” “Gym,” or “Client”). GymSaathi operates as a B2B technology service provider, offering digital fitness solutions, including website support, ERP systems, and a white-labelled fitness application with user dashboards, scientific diet planners, and workout trackers. By signing the Memorandum of Understanding (MoU) with GymSaathi, the Gym acknowledges and agrees to the terms set forth in this Policy.

Scope of the Policy
This Policy applies to all Gym partners who have entered into a formal MoU with GymSaathi for the provision of:
• Website and ERP system support
• White-labelled fitness application for gym members
• User dashboard with physical metrics tracking, diet, and workout planning tools
The MoU typically spans three (3) years with an agreed annual 10% price escalation, unless otherwise specified in writing.

Fee Structure
1. The standard service fee is ₹75 per active user per month (exclusive of applicable taxes).
2. Invoices are generated monthly, based on the total active users registered under the Gym’s account for that billing cycle.
3. Payments shall be made to GymSaathi within 15 days of invoice receipt.
4. Any delay in payment beyond 30 days may attract late fees or temporary suspension of service access.

Cancellation Policy
a. Mutual Agreement
Either party (Gym or GymSaathi) may terminate the MoU by mutual written consent.
b. Notice Period Requirement
• The Gym partner must provide a minimum of 60 (sixty) days’ written notice prior to the intended date of termination.
• The notice must be sent via registered email to support@gymsaathi.in or through an official letter addressed to GymSaathi’s registered office.
c. Early Termination Before Contract End
If a Gym seeks to terminate the MoU before the 3-year term, the following shall apply:
1. The Gym must settle all outstanding dues up to the notice period.
2. Any termination before completing the first 12 months of service will attract an early termination fee equivalent to 3 months’ average billing.
3. GymSaathi reserves the right to recover all discounts, subsidies, or setup costs incurred in providing ERP and web systems free of charge.
d. Termination by GymSaathi
GymSaathi may terminate the MoU with 30 days’ written notice under the following circumstances:
• Non-payment or repeated late payments
• Misuse or unauthorised resale of GymSaathi software
• Violation of terms of service, data misuse, or breach of confidentiality
• Any unlawful or unethical business practice by the Gym that may affect GymSaathi’s reputation

Refund Policy
GymSaathi operates on a subscription and usage-based billing model. As such, fees once paid are
non-refundable except under the following limited circumstances:
Erroneous Double Payment:
▪ If a payment has been made twice for the same billing period, a refund for the duplicate
amount will be processed within 15 business days after verification.
Service Non-Delivery Due to GymSaathi Fault:
▪ If services are not activated or delivered due to technical issues solely attributable to GymSaathi, and no access has been granted within 30 days of payment, the client may request a full refund.
Disputed Charges:
▪ Any charge disputes must be raised within 15 days of invoice issuance. Verified discrepancies will be resolved through adjustments in subsequent billing cycles.
Note: Refunds are processed only through the original mode of payment used by the Gym, and are subject to applicable banking timelines.

Renewal and Price Escalation
1. Each MoU is valid for three (3) years from the effective date, unless renewed or terminated earlier as per this Policy.
2. GymSaathi applies a 10% annual price escalation on the existing per-user rate, effective from the anniversary date of the MoU.
3. Renewal notices shall be issued 30 days prior to contract expiry, and continued use of services post-term implies renewal under revised terms.

Data Retention and Access Post Cancellation
Upon cancellation or expiration of the MoU:
• GymSaathi will retain user and gym data for 90 days post-termination for audit and transition support.
• After 90 days, all associated gym and user data will be securely deleted or anonymized, in compliance with the Digital Personal Data Protection Act, 2023 and IT Rules, 2011.
• GymSaathi will provide a one-time data export (in CSV or compatible format) upon written request within the retention period.

Transfer or Assignment
The MoU and associated services are non-transferable and cannot be assigned to another entity without GymSaathi’s prior written approval.

Force Majeure
Neither GymSaathi nor the Gym shall be liable for any delay or failure in performance resulting from events beyond reasonable control, including acts of God, natural disasters, government restrictions, cyber-attacks, or network outages.

Dispute Resolution and Governing Law
▪ Any disputes arising under this Policy or the MoU shall first be attempted to be resolved
amicably through negotiation.
▪ If unresolved within 30 days, disputes shall be referred to arbitration under the Arbitration
and Conciliation Act, 1996, with a sole arbitrator appointed mutually.
▪ The arbitration venue shall be Bareilly, India, and the proceedings shall be conducted in
English.
▪ This Policy is governed by and construed in accordance with the laws of India, and courts
located in Bareilly, India, shall have exclusive jurisdiction.

Contact Information
For cancellations, refund requests, or policy-related questions, please contact:
GymSaathi.com (BJS Wellness (OPC) Pvt. Ltd.)
GC1, Greater Noida, U.P. 201009, India
email@gymsaathi.com
+91 11-6926-8182
www.gymsaathi.com