Terms of Service

Effective date: 25 November 2025 · Last updated: 05 October 2026

Important legal notices

These Terms of Service (“Terms”) constitute a legally binding agreement.

1. Introduction and acceptance

1.1 About Konkr

Konkr (“we,” “us,” “our,” “Konkr”) operates a digital loyalty platform designed to help fitness facilities (“Gym Partners”) improve member retention through visit-based rewards and engagement tools (the “Service” or “Platform”).

1.2 Agreement to Terms

By accessing or using the Konkr Platform, you (“you,” “your,” “User”) agree to be bound by these Terms. If you do not agree to these Terms, you must not access or use the Service.

1.3 Two types of users

These Terms apply to:

• Gym Partners: fitness facilities that subscribe to the Konkr Platform (B2B relationship)
• Gym Members: individual users who register to participate in loyalty programmes (B2C relationship)

1.4 Changes to Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated via email and/or platform notification at least 30 days before taking effect. Continued use of the Service after changes constitutes acceptance of the modified Terms.

2. Definitions

• “Account” means the registered account created by a Gym Partner or Gym Member.
• “Check-in” means the act of a Gym Member recording a visit to a participating facility, by tapping in through a connected access control system or by scanning a QR code.
• “Gym Partner” means a fitness facility that has subscribed to use the Konkr Platform.
• “Gym Member” means an individual who has registered with Konkr to participate in a Gym Partner’s loyalty programme.
• “Platform” or “Service” means the Konkr software platform, including web application, mobile interfaces and related services.
• “Points” means the virtual currency earned by Gym Members through Check-ins and other qualifying activities.
• “Rewards” means the benefits, discounts, products or services available for redemption using Points.
• “Subscription” means a Gym Partner’s paid access to the Konkr Platform.

3. Gym Partner terms (B2B)

3.1 Service description

Konkr provides Gym Partners with:

• Platform access for loyalty programme management
• Check-in infrastructure, including access control integration and QR code generation
• Member engagement analytics and reporting
• Points and rewards administration tools
• Customer support and technical assistance

3.2 Subscription and payment

3.2.1 Subscription plans. Gym Partners must select and maintain a paid subscription plan. Current pricing and plan details are available at konkr.co.uk/#pricing.

3.2.2 Payment terms.

• Subscriptions are billed monthly in advance
• Payment is due on the subscription start date and monthly thereafter
• Accepted payment methods: credit card, direct debit, bank transfer
• All fees are non-refundable except as required by law
• Prices exclude VAT, which will be added where applicable

3.2.3 Price changes. We may change subscription prices with 30 days’ written notice. Price changes apply from the next billing cycle. Gym Partners may cancel before the price change takes effect.

3.2.4 Failed payments. If payment fails:

• We will attempt to process payment up to 3 times
• Service may be suspended after 7 days of non-payment
• Account may be terminated after 30 days of non-payment
• Gym Partner remains liable for all outstanding fees

3.3 Service level and availability

3.3.1 Uptime target. We aim for 99% platform availability, calculated monthly, excluding scheduled maintenance.

3.3.2 Scheduled maintenance. We may perform scheduled maintenance with 48 hours’ notice when possible. Emergency maintenance may occur without notice.

3.3.3 No guarantee. While we strive for continuous availability, we do not guarantee uninterrupted service. We are not liable for service interruptions unless caused by our gross negligence.

3.4 Gym Partner responsibilities

3.4.1 Account security. Gym Partners must:

• Maintain confidentiality of login credentials
• Notify us immediately of unauthorised access
• Ensure only authorised personnel access the account
• Be responsible for all activities under their account

3.4.2 Gym Member relationships. Gym Partners are solely responsible for:

• Their relationships with Gym Members
• Gym facility operations and safety
• Member injuries or disputes
• Gym membership terms and cancellations
• Compliance with all applicable fitness industry regulations

3.4.3 Accurate information. Gym Partners must provide and maintain accurate facility information, including location, operating hours and contact details.

3.4.4 Check-in points. Where QR check-in is used, Gym Partners must prominently display Konkr QR codes at check-in locations and maintain equipment functionality.

3.5 Data and privacy

3.5.1 Data controller relationship. Konkr acts as the data controller for Gym Member personal data collected through the Platform. Gym Partners do not process Gym Member data through Konkr and have no data controller obligations related to Konkr services.

3.5.2 Gym Partner data. We collect and process Gym Partner business data (facility name, location, usage statistics) as necessary to provide the Service. This data is governed by our Privacy Policy.

3.5.3 Analytics and reporting. Gym Partners receive aggregated, anonymised data about member engagement. Individual Gym Member personal data is not shared with Gym Partners without member consent.

3.6 Intellectual property

3.6.1 Konkr IP. All rights, title and interest in the Platform, including software, trademarks, logos and content, remain our exclusive property. Gym Partners receive a limited, non-exclusive, non-transferable licence to use the Platform during the subscription term.

3.6.2 Gym Partner IP. Gym Partners retain ownership of their trademarks, logos and content. By using the Service, Gym Partners grant us a licence to display their branding on the Platform and in marketing materials.

3.6.3 Feedback. Any suggestions, ideas or feedback provided to us become our property, and we may use them without compensation or attribution.

3.7 Prohibited uses

Gym Partners must not:

• Reverse engineer, decompile or disassemble the Platform
• Use the Platform for any illegal purpose
• Attempt to gain unauthorised access to the Platform or related systems
• Interfere with or disrupt the Platform’s operation
• Resell or sublicense Platform access without written permission
• Use the Platform to transmit malware or harmful code
• Violate any applicable laws or regulations

3.8 Term and termination

3.8.1 Subscription term. Subscriptions continue on a month-to-month basis until terminated by either party.

3.8.2 Cancellation by Gym Partner. Gym Partners may cancel at any time with 30 days’ written notice. No refunds for partial months. Access continues through the end of the paid period.

3.8.3 Termination by Konkr. We may terminate or suspend access immediately for:

• Breach of these Terms
• Non-payment after 30 days
• Illegal activity or abuse of the Platform
• Conduct that damages our reputation or business

3.8.4 Effect of termination. Upon termination:

• Platform access is revoked immediately
• Gym Member accounts remain active but show the facility as “inactive”
• Outstanding fees become immediately due
• Data export is available for 30 days upon request
• All licences granted to the Gym Partner terminate

4. Gym Member terms (B2C)

4.1 Eligibility and registration

4.1.1 Age requirement. Gym Members must be at least 16 years old. Members under 18 require parental consent.

4.1.2 Accurate information. Gym Members must provide accurate, current information during registration and maintain updated account details.

4.1.3 Account security. Gym Members are responsible for maintaining the confidentiality of their account credentials and all activities under their account.

4.1.4 One account per person. Each individual may maintain only one Gym Member account. Multiple accounts may be suspended or terminated.

4.2 Service description

4.2.1 Free service. The Konkr Platform is provided free to Gym Members. We reserve the right to introduce paid features in the future with advance notice.

4.2.2 Platform features. Gym Members can:

• Check in at participating gym facilities
• Earn Points for qualifying activities
• Track visit history and Points balance
• Redeem Points for available Rewards
• View participating gym locations

4.3 Points system

4.3.1 Earning Points. Gym Members earn Points by:

• Checking in at participating gym facilities
• Completing special challenges or promotions
• Other qualifying activities as announced

4.3.2 Points value. Points have no cash value and cannot be sold, transferred or exchanged for cash. Points are promotional incentives only.

4.3.3 Points expiration. Points may expire according to policies established by participating Gym Partners or Konkr. We will provide reasonable notice of any expiration policies.

4.3.4 Points adjustments. We reserve the right to adjust Points balances if we detect fraud, abuse, technical errors or Terms violations. We will notify members of material adjustments.

4.4 Rewards redemption

4.4.1 Rewards availability. Available Rewards vary by participating gym and may change at any time. Rewards are subject to availability and specific terms and conditions.

4.4.2 Redemption process. Gym Members redeem Points through the Platform. Reward fulfilment is the responsibility of the reward provider (Gym Partner or third-party merchant).

4.4.3 No guarantee. We do not guarantee availability of specific Rewards or the quality of third-party products or services. Disputes regarding Rewards should be directed to the reward provider.

4.4.4 Reward expiration. Redeemed Rewards may have expiration dates or usage restrictions as specified at the time of redemption.

4.5 Check-in requirements

4.5.1 Physical presence required. Gym Members must be physically present at a gym facility to check in. Check-ins must be legitimate visits for the purpose of exercising or using gym facilities.

4.5.2 One check-in per visit. Members are limited to one check-in per visit. Multiple check-ins for a single visit constitute abuse of the system.

4.5.3 Check-in limitations. We may impose reasonable limitations on check-in frequency (for example, minimum time between check-ins) to prevent abuse.

4.6 Prohibited conduct

Gym Members must not:

• Provide false information during registration or use
• Share account credentials or allow others to use their account
• Abuse the check-in system (for example, checking in without visiting the gym)
• Attempt to manipulate Points balances or exploit system vulnerabilities
• Create multiple accounts to gain unfair advantages
• Use the Platform for any illegal purpose
• Harass, abuse or harm other users or gym staff
• Attempt to interfere with Platform operations

4.7 Gym facility relationships

4.7.1 Independent relationships. Gym Members’ relationships with gym facilities are independent of Konkr. We are not a party to gym membership agreements or facility operations.

4.7.2 Gym access. Konkr does not grant access to gym facilities. Members must have valid gym memberships or guest privileges independently arranged with gym facilities.

4.7.3 Facility liability. Gym facilities, not Konkr, are responsible for facility safety, equipment, instruction, member injuries and all aspects of gym operations.

4.8 Account suspension and termination

4.8.1 Voluntary termination. Gym Members may delete their accounts at any time through account settings. Upon deletion:

• Account access is immediately revoked
• Personal data is deleted according to our Privacy Policy
• Unused Points are forfeited
• Pending Reward redemptions may be cancelled

4.8.2 Suspension or termination by Konkr. We may suspend or terminate Gym Member accounts for:

• Violation of these Terms
• Fraudulent or abusive behaviour
• Multiple accounts or credential sharing
• Conduct harmful to other users or Gym Partners
• Illegal activities

4.8.3 Effect of termination. Upon termination:

• Platform access is revoked
• All Points are forfeited
• Pending Rewards may be cancelled
• We are not liable for any losses resulting from termination for cause

5. General terms (applicable to all users)

5.1 Privacy and data protection

5.1.1 Privacy Policy. Our collection, use and protection of personal data is governed by our Privacy Policy, available at konkr.co.uk/privacy-policy, which is incorporated into these Terms by reference.

5.1.2 GDPR compliance. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Users have rights regarding their personal data as described in our Privacy Policy.

5.1.3 Data security. We implement reasonable technical and organisational measures to protect data, but cannot guarantee absolute security. Users are responsible for maintaining the security of their own account credentials.

5.2 Intellectual property

5.2.1 Platform ownership. All intellectual property rights in the Platform, including software, databases, text, graphics, logos and trademarks, are owned by or licensed to Konkr.

5.2.2 Limited licence. Subject to these Terms, we grant users a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform for its intended purpose.

5.2.3 Restrictions. Users may not:

• Copy, modify or create derivative works from the Platform
• Reverse engineer or attempt to extract source code
• Remove or alter intellectual property notices
• Use our trademarks without written permission

5.2.4 User content. Users retain ownership of content they upload (for example, profile photos). By uploading content, users grant us a licence to use, display and distribute such content as necessary to provide the Service.

5.3 Disclaimers and limitation of liability

5.3.1 Service “as is”. The Platform is provided “as is” and “as available” without warranties of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose or non-infringement.

5.3.2 No fitness or medical advice. Konkr does not provide fitness training, medical advice or health services. The Platform is a loyalty and engagement tool only. Users should consult qualified professionals before beginning any fitness programme.

5.3.3 Third-party content. We are not responsible for third-party content, links, products, services, or the conduct of Gym Partners, merchants or other users.

5.3.4 Limitation of liability. To the maximum extent permitted by law:

(a) Konkr’s total liability for all claims related to the Service shall not exceed:

• For Gym Partners: fees paid in the 12 months preceding the claim
• For Gym Members: £100

(b) We are not liable for:

• Indirect, incidental, special, consequential or punitive damages
• Lost profits, data, opportunities or goodwill
• Service interruptions or data loss
• Third-party actions or content
• User errors or misuse of the Platform

(c) Some jurisdictions do not allow limitation of liability for certain damages. In such jurisdictions, liability is limited to the extent permitted by law. Nothing in these Terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

5.4 Indemnification

5.4.1 User indemnification. Users agree to indemnify, defend and hold harmless Konkr, its affiliates, officers, directors, employees and agents from any claims, damages, losses, liabilities and expenses (including reasonable legal fees) arising from:

• User’s breach of these Terms
• User’s violation of any law or third-party rights
• User’s use of the Platform
• User content or conduct

5.4.2 Process. We will notify users of any claims subject to indemnification and may participate in defence at our expense. Users may not settle claims without our written consent.

5.5 Dispute resolution

5.5.1 Governing law. These Terms are governed by the laws of England and Wales, without regard to conflict of law principles.

5.5.2 Jurisdiction. For Gym Partners (B2B disputes):

• Parties submit to the exclusive jurisdiction of the courts of England and Wales

For Gym Members (B2C disputes):

• Gym Members may bring proceedings in the courts of England and Wales or their country of residence
• We may bring proceedings only in the Gym Member’s country of residence

5.5.3 Informal resolution. Before initiating formal proceedings, parties agree to attempt informal resolution by contacting our support team at support@konkr.co.uk.

5.5.4 Alternative dispute resolution. If we cannot resolve a complaint from a Gym Member informally, we will discuss using an independent alternative dispute resolution provider where appropriate.

5.6 Force majeure

We are not liable for failure to perform obligations due to circumstances beyond our reasonable control, including natural disasters, war, terrorism, riots, embargoes, acts of government, telecommunications failures or internet service failures.

5.7 Severability

If any provision of these Terms is found invalid or unenforceable, that provision shall be modified to the minimum extent necessary to make it valid and enforceable, or if that is not possible, severed from these Terms. The remaining provisions shall continue in full force and effect.

5.8 Waiver

Our failure to enforce any provision of these Terms does not constitute a waiver of that provision or our right to enforce it in the future.

5.9 Assignment

Users may not assign or transfer these Terms or their rights hereunder without our written consent. We may assign these Terms to any affiliate or in connection with a merger, acquisition or sale of assets with 30 days’ notice.

5.10 Entire agreement

These Terms, together with our Privacy Policy and any other policies referenced herein, constitute the entire agreement between users and Konkr regarding the Platform and supersede all prior agreements and understandings.

5.11 Survival

Provisions that by their nature should survive termination (including ownership, warranty disclaimers, indemnification and limitations of liability) shall survive termination of these Terms or user accounts.

6. Contact information

For questions, concerns or notices regarding these Terms:

Konkr
Email: hello@konkr.co.uk
Website: konkr.co.uk
Address: 5 Bazley Road, Lytham St Annes, Lancashire, FY8 1AJ
Company number: 13013323

7. Acknowledgement

By using the Konkr Platform, you acknowledge that:

• You have read and understood these Terms
• You agree to be bound by these Terms
• You have the legal capacity to enter into this agreement
• If accepting on behalf of an organisation, you have authority to bind that organisation