Terms of Service

Provider: Laten Lukken Yazılım Sanayi Ticaret Ltd. Şti. ("Laten Lukken", "we"), a company established in Türkiye. Contact: support@workoutos.app.

Customer: the business that opens an account, uses a free plan or subscribes ("Customer"). The person opening the account confirms they are authorised to bind the business to these terms.

By ticking the box at sign-up or in the panel you accept these terms, the Privacy Policy and, if you are the business owner, the Data Processing Agreement. We record the version, date and method of your acceptance. For quoted plans such as Chain, a written quote or order form takes precedence over these terms where they conflict.

• Service: the Workout OS (gym management) and Workout Studio (PT, pilates and studio management) web panels, member and client apps, the API and related pages
• User: owners, managers, staff and trainers to whom the Customer gives panel access
• Members and Clients: the people the Customer serves and keeps records of in the Service
• Customer Data: data the Customer or its Users enter into the Service or collect through it (members, clients, classes, bookings, payment records and similar)
• Plan: the package, its limits and price shown on the pricing page or in a written quote
• Polar: Polar Software Inc., which collects subscription payments as merchant of record
• Period: the monthly or yearly subscription term you choose

• The Service is only for businesses and self-employed professionals acting in a business capacity; it cannot be bought as a consumer. Account holders and panel users must be over 18.
• The Customer is responsible for keeping registration and billing details accurate and up to date.
• The Customer creates, authorises and removes User accounts and is responsible for Users' actions in the Service.
• Passwords are personal and must not be shared. Tell us immediately if you suspect unauthorised access.

The Service is software only. Turnstiles, card readers, kiosks and other hardware are not sold, installed or operated. The Customer's own door or turnstile system can be synchronised with membership status through the Service's API and signed webhooks; setting up that connection and operating the hardware are the Customer's responsibility.

We keep improving the Service; features may be added, changed or removed. We give at least 30 days' notice of a change that materially reduces a core function of a paid plan. Features marked "coming soon" are not a commitment to a date or delivery.

Some features work with the Customer's own third-party accounts: the Customer's own payment-provider account for collecting member and client payments (an optional, paid add-on) and, in Workout Studio, the Customer's own WhatsApp Business number. Those accounts are contracts between the Customer and the provider; their fees, approvals and outages are subject to that provider's terms. Money collected goes directly to the Customer's account; Laten Lukken takes no commission.

You may not use the Service to:

• Host unlawful content or process personal data unlawfully
• Send bulk or unsolicited messages (spam) to people who have not agreed, or messages that breach electronic-marketing rules
• Try to access other businesses' data, bypass security measures, or run security or load tests without our prior written permission
• Overload the Service with automated requests, exceed API limits, reverse engineer, copy or resell it
• Upload malware or content that infringes other people's rights

If these rules are broken we will warn you first where possible, and may suspend access in serious or repeated cases or where others are put at risk.

Current plans and prices are on the pricing page. There is no setup fee. You can pay monthly or yearly (yearly billing charges 10 months). The subscription renews automatically for the same term at the end of each period until you cancel.

All subscription payments are collected by Polar, the merchant of record that resells the Service to you; Polar's buyer terms also apply to payment, tax, invoicing, refunds and chargebacks. Your card details never reach us; they are processed by Polar and its payment processor Stripe.

Turkish lira prices are regional, discounted prices derived from the USD list prices and indexed weekly to the USD/TRY rate. The weekly update applies to new subscriptions; it never changes the price of an existing subscription. If you change plan, the new plan's current TL price applies.

If we make any other change to list prices and want to apply it to existing subscriptions, we give at least 30 days' notice by e-mail and in-panel notice. The change applies from the next period, periods already paid are not affected, and if you do not accept it you can cancel before it takes effect.

You can upgrade or downgrade your plan in the panel; any difference is calculated by Polar and shown at checkout. If you exceed plan limits (members, clients, trainers, locations and similar) we will invite you to upgrade; we never add charges without telling you.

If a renewal payment fails, Polar retries it and we let you know. Your paid plan keeps working for 7 days after the period ends; if payment still fails, the account moves to the free plan. Your data is not deleted and export always remains available.

• Workout OS and Workout Studio share a single pool of 50 founding spots. The first 50 businesses to make their first paid payment become founding customers.
• A founding customer gets 40% off the first 6 months of the subscription; after that the regular price at that time applies. The discount carries over across plan changes until the 6 months end.
• On yearly billing the discount applies to the first yearly payment, which falls within the first 6 months; the next yearly renewal is at the regular price.
• A spot is taken only with the first payment; an unfinished checkout does not reserve one. One spot per business; the discount is not transferable to another business.
• The offer closes automatically and permanently when all 50 spots are taken. We may also close it earlier; spots already taken are not affected.
• If your payment in the first period is refunded in full (including a chargeback), the spot is freed and the founding discount ends.
• If you end your subscription and later subscribe again, we will do our best to re-apply the discount, but this is not guaranteed.

Free plans (Workout OS Starter, Workout Studio Free) are offered within their stated limits with no time limit. We may change the scope and limits of free plans with at least 30 days' notice. Support on free plans is best effort.

You can cancel your subscription in the panel at any time; no reason or call is needed. Cancellation takes effect at the end of the paid period: until then you keep the paid plan and no further payment is taken. When the period ends, the account moves to the free plan.

Because cancellation takes effect at period end, partial periods are not refunded, including the remaining months of yearly plans. Mistaken or duplicate charges, cases where the law requires a refund and the cases set out in these terms or the DPA (discontinuation of the Service, sub-processor objection) are exceptions. Refunds are made by Polar to the original payment method.

To close the account entirely, the business owner closes it in the panel. For 90 days after closing, the panel stays available read-only: you can export your data or reopen the account, and we remind you by e-mail before deletion. After that, Customer Data is permanently deleted from live systems, unless deletion must be paused for a legal obligation, an authority's request or your written request.

Customer Data belongs to the Customer. Laten Lukken processes it only to provide the Service and as a processor under the Data Processing Agreement, which forms part of these terms. The Customer is the controller of its members' and clients' data.

• You can download all your data at any time, free of charge, from the panel (CSV files and a full JSON export). Export is never a paid feature on any plan.
• Deleted data is removed from the live system immediately; it remains in nightly backups for up to 14 days and in weekly backups for up to 8 weeks, and disappears as those backups expire. Backups are used only for restoring the Service.
• Records we must keep by law (subscription and payment records, records of acceptance of these terms) are excluded and kept only for that purpose.
• We may use anonymous, aggregated usage statistics that do not identify the Customer or any individual to improve the Service.

We encrypt data in transit with TLS, isolate businesses from each other at database level (row-level security), store payment and messaging keys encrypted, keep audit logs in the panel and take regular backups. Details are in the Data Processing Agreement.

The Customer must also use strong passwords, assign staff permissions correctly and remove access for staff who leave.

We make reasonable efforts to keep the Service available, but unless a written quote expressly says otherwise we give no uptime or availability commitment (SLA). The Service may at times be unavailable because of maintenance, updates, provider outages or causes beyond our control.

Where possible we announce planned maintenance in advance and schedule it outside busy hours.

Support is provided by e-mail at support@workoutos.app. Response times may vary by plan.

The software, design, brands (Workout OS, Workout Studio) and content of the Service belong to Laten Lukken or its licensors. During the subscription the Customer receives a non-exclusive, non-transferable, non-sublicensable right to use the Service in its own business.

We may use your suggestions to improve the Service without any obligation.

Each party keeps confidential any information it learns under this agreement that is clearly confidential (business information, quotes, security details) and uses it only for this agreement. This obligation survives termination. Information that must be disclosed by law or by order of an authority is excluded.

The Service is provided "as is" and "as available". To the extent permitted by law, no express or implied warranty is given that the Service is fit for a particular purpose or will run uninterrupted or error-free. The Service is not accounting, tax, medical or legal advice; decisions on those matters remain the Customer's.

To the extent permitted by law:

• Neither party is liable for indirect damages, loss of profit, revenue, customers or reputation, or loss of use of data.
• Laten Lukken's total liability under this agreement is limited to the subscription fees the Customer paid for the Service in the 12 months before the event giving rise to the claim. On free plans the cap is USD 50 or its equivalent in Turkish lira.
• These limits do not apply to intent or gross negligence or to other liability that cannot be limited by law (Article 115 of the Turkish Code of Obligations).

The Customer is responsible for collecting Customer Data lawfully, for its obligations towards its members, clients and staff (including notices, any consents required and electronic-marketing consents) and for using the Service in line with these terms. The Customer will cover reasonable losses and costs arising from claims brought against Laten Lukken because of a breach of those obligations.

The agreement starts when the account is opened and lasts until the account is closed. The Customer may cancel its subscription or close its account at any time.

We may terminate if the Customer materially breaches these terms and does not fix the breach within 14 days of our notice. We may suspend access immediately in cases of unlawful use or threats to the security of other customers or the Service.

On termination or suspension we will still give you a reasonable opportunity to export your data, unless the law or an order of an authority prevents it.

If Laten Lukken discontinues the Service entirely, we will give at least 90 days' notice, refund prepaid unused periods and let you export your data.

We may update these terms. We announce material changes that are unfavourable to the Customer at least 30 days in advance by e-mail and in-panel notice, and the new version is presented in the panel for your acceptance. If you do not accept a change you can cancel before it takes effect. Changes in your favour or required by law may take effect immediately.

This agreement is governed by the laws of the Republic of Türkiye. The courts and enforcement offices of Istanbul (Çağlayan) have jurisdiction over any dispute. This also applies to customers outside Türkiye.

The parties agree that Laten Lukken's system records, electronic correspondence and audit logs may be used as evidence in disputes (Article 193 of the Turkish Code of Civil Procedure), without prejudice to the right to present counter-evidence.

Notices to you are sent to the e-mail address on your account or through the panel. Notices to us: support@workoutos.app. Our registered address for formal service is on public record in the Turkish Trade Registry and is also sent by e-mail on request.

• Force majeure: neither party is liable for delays caused by events beyond its control (natural disasters, epidemics, war, widespread infrastructure or internet outages, provider outages, orders of authorities).
• Assignment: the Customer may not assign this agreement without our written consent. Laten Lukken may assign it in a merger, demerger or transfer of business.
• Severability: if a provision is invalid, the others remain in force.
• Entire agreement: these terms, the Data Processing Agreement and any written quote or order form are the parties' entire agreement.
• Language: these terms are published in Turkish and English. If they conflict, the Turkish text prevails for customers in Türkiye and the English text for all other customers.

Feature and price information on workoutos.app and workoutos.com.tr is for information only; the binding scope and price are those shown when you subscribe or in a written quote. Text, images and brands on the sites may not be copied without permission.