Legal
The agreement between GymFlow Labs and the gyms we build systems for. Written to be read, because the Consumer Protection Act requires plain language and because an agreement nobody understands protects nobody.
Last updated 22 August 2026 Effective 22 August 2026 Governed by South African law
01
These terms are between your gym and GymFlow Labs. Using our site or our services means you accept them.
These terms govern your use of gymflowlabs.com, our free resources, our client portal, and any system we build or manage for you (together, the Services).
They form a binding agreement between you, whether you are acting personally or for a business, and GymFlow Labs (Pty) Ltd. If you do not accept them, do not use the Services.
Where we have signed a separate written proposal or service agreement with you, that document takes precedence over these terms wherever the two conflict.
02
We build and run marketing and retention systems for gyms on GoHighLevel. We are not a gym, a coach, or a financial adviser.
GymFlow Labs designs, builds, and manages automated member acquisition and retention systems, primarily on the GoHighLevel platform. Depending on what you have engaged us for, that can include funnels, forms, automated follow-up, CRM configuration, reporting, and supporting content.
We also publish free guides, checklists and articles. Those are general information for gym owners. They are not consulting advice, and they are not tailored to your business.
We do not provide fitness, medical, legal, accounting or financial advice. Nothing we publish should be treated as any of those.
03
Give us accurate information, get us access to what we need, and use the systems lawfully. Delays on your side move the timeline.
To do the work, we need you to:
Timelines depend on this. Where a delivery date has been quoted, it assumes we get what we need when we ask for it. Delays on your side move the date.
04
The systems we build send messages to your members and leads. You are responsible for having the right to contact those people.
Our systems send email and SMS on your behalf. That makes the rules on electronic direct marketing your responsibility as well as ours.
You confirm that any contact list you give us, or that the system collects for you, was gathered lawfully and that you have a lawful basis under section 69 of POPIA to contact those people. You must not upload purchased, scraped or borrowed lists.
Every message the system sends will identify you as the sender and provide a way to opt out. If a recipient objects, the system must stop contacting them, and you must not override that.
Where we process your members' personal information to run these systems, we do so as an operator on your instructions under POPIA, and you remain the responsible party for that information.
05
Prices and terms are in your proposal. Setup fees are not refundable once work starts, because the work has been done.
Fees, payment schedule and billing frequency are set out in the proposal or service agreement we have signed with you. Unless stated otherwise, all amounts are in South African Rand and exclude VAT where applicable.
Ongoing management fees are billed in advance for each period. Setup and build fees are billed as set out in your proposal.
Refunds. Once a build has started, setup fees are not refundable, because the work has been performed. Where a monthly service has been paid for and not yet delivered, you can cancel per the section below and we will refund the unused portion of that period.
Third-party costs, including your GoHighLevel subscription, domains, ad spend and messaging credits, are yours and are not included in our fees unless your proposal says so.
We may suspend the Services if an invoice is more than 14 days overdue, after telling you in writing first.
06
Either of us can end a month-to-month arrangement with 30 days' written notice. You keep your accounts and your data.
Unless your proposal sets a fixed term, our ongoing services run month to month.
Either party may cancel on 30 days' written notice. Where the Consumer Protection Act applies to you, your rights under section 14 of that Act to cancel a fixed-term agreement are not limited by anything in these terms.
We may suspend or end the agreement immediately if you use the Services unlawfully, if you fail to pay after notice, or if continuing would put us in breach of a platform's rules or of the law.
On termination: your GoHighLevel account and the data in it remain yours. We will hand over access and remove our team's access within 14 days. Fees already incurred remain payable. Any licence we granted you to use our materials continues for the systems already built.
07
You own your brand and your data. We own our templates, frameworks and code. You get a licence to use what we build for you.
Yours: your brand, your content, your member and lead data, and the configured systems running in your own GoHighLevel account.
Ours: the GymFlow Growth System methodology, our templates, snapshots, frameworks, custom code, written guides and the material on this site. These are protected by copyright and are not transferred to you.
On full payment, we grant you a perpetual, non-exclusive licence to use the materials we deliver, inside your own business. You may not resell, sublicense, repackage or distribute them, or use them to provide a similar service to other gyms.
We may describe the work in general terms as an example of what we do. If you would rather we did not name your gym, tell us and we will not.
08
We do not guarantee a number of leads, members or rand. Anyone in this industry who does is guessing.
We build systems that are designed to improve lead response, follow-up and retention. We do not guarantee any specific result, whether that is leads, sign-ups, revenue, or a rate of return.
Outcomes depend on things outside our control: your offer, your pricing, your market, your sales ability, how fast your team responds, and how consistently the system is used.
Any figure, benchmark or industry statistic we publish is illustrative and drawn from named sources. It is not a projection of what your gym will achieve.
09
Our systems run on GoHighLevel and other third-party tools. When they go down or change, that affects us too.
The Services depend on third-party platforms, principally GoHighLevel, and on email and SMS providers. We do not control those platforms and cannot guarantee uninterrupted availability.
Where a third party changes its features, pricing or policies in a way that affects your system, we will tell you and propose the best available alternative. We are not liable for a third party's outage, price change or decision to suspend an account.
We may modify or discontinue parts of the Services. Where a change materially reduces what you are paying for, we will give you reasonable notice and you may cancel without penalty.
10
Our total liability is capped at what you paid us in the last three months. Nothing here limits liability the law does not allow us to limit.
To the fullest extent the law allows, and subject to the paragraph below:
Nothing in these terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, for fraud, or under the Consumer Protection Act where it applies to you.
11
South African law. Talk to us first. If that fails, the courts in Cape Town.
These terms are governed by the laws of the Republic of South Africa.
Step one is always a conversation. If something goes wrong, contact us at [email protected] or on +27 72 258 5004 and we will try to resolve it directly within 14 days. Most disputes end here.
If that does not resolve it, the parties consent to the jurisdiction of the appropriate court in Cape Town, Western Cape.
Where the Consumer Protection Act applies to you, nothing above removes your right to refer a complaint to the National Consumer Commission or another forum that Act provides for.
12
We can update these terms. If a change matters, we will tell you rather than expect you to notice.
We may update these terms as the business changes. The date at the top of this page shows when they last changed.
For minor changes, updating this page is the notice. Where a change materially affects your rights or what you pay, we will notify active clients directly by email at least 30 days before it takes effect, and you may cancel before then if you do not accept it.
Continuing to use the Services after a change takes effect means you accept the updated terms.
Questions about any of this, or want to talk about what a system would look like for your gym?
Book a call