Terms of service

1. What you are subscribing to

OnTrain is a tool for organising your work with your clients: programmes, workout logging, check-ins, meal plans, chat and calendar. We provide the software; the training service is provided by you to your clients.

We do not provide professional advice of any kind. The artificial intelligence features are an aid for you, not a recommendation or a prescription: whatever you decide with your clients, you decide under your own professional judgement and on your own responsibility.

The platform does not ask anything on its own or validate anything. There is no questionnaire of ours: the questions a client is asked are set up by you in your forms, and you are responsible for what you ask (and for what you do with the answer). Assessing whether a person can receive the service you provide, and with what adaptations, is your professional responsibility: we neither check it nor have the expertise to do so.

OnTrain is a general-purpose tool. It stores and organises what you put into it; it does not know what you do for a living, what is regulated in your activity or what your profession requires, and it does not check it. The use you make of it (including any misuse) and compliance with the rules of your activity are your sole responsibility. If your work requires a qualification, an authorisation, prior notice or a particular way of dealing with a client, that is for you to provide.

The exercise library we include as standard describes how each movement is performed, which muscle it works and the mistake that is always made. It does not say how many sets, with how much weight or for whom: that (what turns an exercise into a workout) is for you to set.

The recipe chat is the only feature that talks directly to your client, without you in between. It cooks with what they have already bought and within the macros you have set for them: it suggests, it does not require, and it refers to you any change of plan or any question that calls for professional judgement.

2. Your account

You need to be of legal age and to give us truthful information. You are responsible for what happens with your login credentials and with those of the collaborators you invite to your team.

You can invite your clients to the app. Before you do, make sure you are aware that their data will be processed here: we explain this below, in the data processing agreement.

3. Trial, price and payment

The trial lasts 30 days and is only granted to those who sign up with a valid invitation code from another user; anyone who signs up without one has no trial period. The prices and limits of each plan are those shown on the plans page at the time of purchase. Prices are shown excluding VAT: the tax that applies according to your country and your tax status is added to the amount, and you will see it itemised before you pay and on the invoice.

If we change the price, we will give you at least 30 days' notice and you will be able to cancel before it applies. A price change never applies to a period that has already been paid for.

If you do not pay, access to the dashboard is blocked. Blocking is not deleting: your data and your clients' data are still there and come back as soon as you bring your payments up to date.

4. Content you upload

Everything you upload (videos, photos, audio, text) remains yours, and you are the one answerable for it. By uploading it, you authorise us only to host it and to show it to your clients within the platform; we do not use it for anything else, including training artificial intelligence models.

By uploading a video, you confirm that you hold the rights to it. Be careful with music: recording with commercial music playing in the background infringes rights even if you recorded the video yourself, and it is by far the most common reason for complaints.

5. How we moderate

We do not review what you upload in advance. Anyone can notify us of content at ontrain.app/en/report-content. When we receive a notice, we review it and we may remove the content, restrict access to it or, if it happens again, suspend the account. We do not use automated systems to make that decision: a person looks at it.

The artificial intelligence does have automated measures. What you write to the assistant, and the instructions you give it, go through the AI provider's safety filters. If they block a message, it is discarded (it is neither sent nor kept in the conversation) and we tell you at that moment; a blocked instruction or recipe style is not saved. If those filters repeatedly block requests from an account, the AI for that account (only that one: not your team's, nor your clients') is paused automatically as a precaution. The same applies to the recipe chat of each of your clients, and if a client's is paused, we will let you know.

The final decision is taken by a person. We review what happened (for that purpose we keep the blocked message, pseudonymised, for 30 days) and we tell you the reason. Depending on what we find, we restore access, give you a warning or, if we had already warned you, switch off the AI for that account. You can respond by writing to privacidad@axirensystems.com.

If we remove something of yours, we will tell you what we have removed and why, and you will be able to respond by writing to privacidad@axirensystems.com. If we do not reach an agreement, you can go to court.

If someone makes a claim against us over something you uploaded, you will be liable for it and will hold us harmless against that claim and against the reasonable costs it causes us.

6. Availability

We do what is reasonable to keep the service running, but we do not promise that it will be available without interruptions. Maintenance downtime is announced in advance whenever it can be planned.

7. Liability

We are liable for the damage we cause you by breaching these terms, up to a limit: the amount of the fees you have paid us in the 12 months before the event that caused the damage. We are not liable for loss of profits or for indirect damage.

This limit does not apply in cases of wilful misconduct or gross negligence, or where the law does not allow liability to be limited.

8. Term and cancellation

You can cancel whenever you want from your account; the service stays active until the end of the period you have already paid for. We may suspend or terminate the contract if you seriously breach these terms or if you use the platform for something unlawful, giving you notice first unless urgency prevents it.

You can download a copy of your data and your clients' data from your account, even once your subscription has expired, or ask us for it by writing to privacidad@axirensystems.com: we will deliver it to you in a commonly used format within 30 days.

We keep your account for 12 months from the end of your subscription (or your trial), in case you come back. After that period we delete your clients and their whole history, your content (exercises and their videos, programmes, meal plans and forms), your team with their accounts and whatever the artificial intelligence held about you. We only keep your record (your name and your access, in case you come back) and the record of your payments, because the law requires invoicing to be kept; that is also deleted 6 years after the end of the financial year in which your subscription ended. If you would rather we deleted the rest sooner, write to us.

That period is the one for your account. The history of a client whose profile you close has its own clock, explained in the privacy policy (which is the document the client reads). They run separately.

9. Changes to these terms

If we change anything significant, we will give you at least 30 days' notice by email or within the app, telling you what changes and the date it comes into force. If you do not agree, you can cancel before that date, and the previous terms will continue to apply to you until the end of the period you have already paid for. If you do not cancel, the new version applies to you from the date it comes into force.

10. Law and jurisdiction

Spanish law applies. For any dispute between you, as a professional, and us, both parties submit to the courts of the service provider's domicile.

Annex: data processing agreement

This annex is the contract required by Article 28 of the General Data Protection Regulation (GDPR) and forms part of the terms: by accepting them, you sign it. You are the controller of your clients' data and we are the processor: we process that data only on your instructions.

Subject matter, duration and purpose

We process your clients' data to provide you with the service described in these terms, for as long as the contract lasts.

Data and data subjects

Your clients' identification and contact details, and everything you or they enter: logged workouts, messages, notes, and the answers, measurements and photographs from the forms you set up. What is asked is up to you: the platform does not set a list of fields, so the categories of data in this annex are those that result from your own forms.

If what you ask includes data in the special categories of Article 9 GDPR (and only you can know that, because you write the questions), making sure you have each client's explicit consent is your responsibility as controller. The platform does not ask anything about health on its own, and it gives you the mechanism: mark that form as ‘asks about health’ and the app will ask the client for their consent before they answer it, show them your questions and keep a record of which version of the text they accepted. What it cannot do is decide for you whether you need it: a form that asks about health and isn't marked is answered without that consent, and that is your responsibility.

Retention and erasure

A client's data is kept for as long as their coaching lasts, with two limits that apply automatically: progress photographs are reduced to the first in each category plus those from the last 12 months, and chat images, audio and videos are deleted after 12 months. When you close a client's profile, their whole history is deleted after 12 months. When this contract ends, your clients' data is kept for 12 months in case you come back (section 8) and then deleted. Before that, you can ask us to hand it over to you, or to delete it straight away.

It is a fixed period, the same for everyone, and it cannot be extended from the dashboard: extending it would mean keeping the personal data of someone who is no longer your client. If you need to keep something beyond that period, take it out beforehand.

Data is deleted from active systems immediately; database backups are kept for 7 days, after which it disappears from them too. Photographs and files are deleted immediately and permanently: they are not included in backups.

Our obligations

• To process the data only on your instructions and not to use it for our own purposes.
• To keep it confidential and to require confidentiality from anyone who has access to it.
• To apply appropriate technical and organisational security measures.
• To help you respond to the rights your clients exercise. If one of them asks in the app for their data to be erased, we let you know and you do it from their profile. If you have not done it, we remind you after 20 days, and if it is still pending three days before the end of the one-month legal deadline, you instruct us to do it ourselves, so that their right is honoured in time.
• To notify you without undue delay of any personal data breach.
• To return or delete the data at the end of the contract.
• To make available to you the information needed to demonstrate that we comply.

Sub-processors

You authorise us to use the providers below, with whom we have signed the agreements required by the GDPR. If we are going to change or add one, we will let you know in advance and you will be able to object.

Video calls are served from our own infrastructure, on the server in the list, and do not pass through any third-party service.

Payments: independent controller

Stripe is not a sub-processor of ours: it is an independent controller of payment data. It processes that data on its own account (to take payments, prevent fraud and comply with payment regulations) and not on our instructions or yours. We never see or store your card details at any point.

Transfers outside the EU

When a provider processes data outside the European Economic Area, it does so under an adequacy decision or the European Commission's standard contractual clauses.