Terms of Service

These Terms of Service ("Terms") are an agreement between you and Synaptix Software Solutions LLC, a Maryland limited liability company based in Bel Air, Maryland, that operates CoachPilot ("CoachPilot," "we," "us," or "our"). They govern your use of the CoachPilot website (coachplt.com), the CoachPilot web dashboard, the CoachPilot coach and client mobile apps, and any related services (together, the "Service").

By creating an account, starting a subscription, accepting an invitation from a coach, or submitting a form on our website, you agree to these Terms, our Privacy Policy and our Refund Policy. If you are accepting these Terms for a business, you confirm that you have authority to bind that business, and "you" means that business. If you do not agree, do not use the Service.

1. Definitions

• Coach means a person or business that creates a CoachPilot account to manage their own coaching clients.
• Client means a person a Coach invites to the Service, usually through the CoachPilot client app.
• Client Data means information about a Client that is entered into the Service by the Coach or the Client, such as profile details, body measurements, progress photos, check-in answers, meal and workout logs, and messages.
• Coach Content means content a Coach creates or uploads, such as meal plans, workout programs, templates, exercise images, questionnaires and landing pages.
• Lead means a person who submits a form on a Coach's CoachPilot landing page.

2. The Service

CoachPilot is a platform for online fitness coaches. It lets Coaches build meal plans and workout programs, onboard Clients, run check-ins, message Clients, publish landing pages that collect Leads, and track Client progress. Some features use artificial intelligence to draft content or suggest changes (see section 9).

CoachPilot is a software tool. We do not provide coaching, medical, nutritional or fitness advice to anyone, and we are not a party to the relationship between a Coach and their Clients.

We may add, change or remove features over time. If we remove a core feature of a paid plan you are subscribed to, we will give you reasonable notice.

3. Accounts and eligibility

You must be at least 18 years old to create a Coach account. Clients must be at least 16 years old; a Coach who invites a Client is responsible for confirming this and for obtaining any parental or guardian consent their local law requires.

You must give accurate account information and keep it up to date. You are responsible for keeping your login details confidential and for all activity under your account. Tell us at [email protected] right away if you think someone has accessed your account without permission.

A Coach account is for one coaching business. Coaches may not share a login or resell access to the Service.

4. Plans, free trials and billing

Plans. CoachPilot offers a Free plan and paid plans (currently Pro and Ultimate). Each plan has the features and client limits described on our pricing page or at checkout. The Free plan currently allows up to 5 active Clients and is free for as long as we offer it.

Paddle is our reseller. Our order process is conducted by our online reseller, Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries about payments and handles returns. When you subscribe, you also agree to Paddle's Buyer Terms. Paddle processes your payment details; we never see or store your full card number.

Free trials. Paid plans may include a free trial, with the length shown at checkout (currently 14 days). You may need to give a payment method to start a trial. If you do not cancel before the trial ends, your paid subscription starts and you are charged automatically. You can cancel during the trial and you will not be charged.

Recurring billing. Paid plans are billed in advance, monthly unless checkout says otherwise, and renew automatically at the end of each billing period until you cancel. By subscribing, you authorize Paddle to charge your payment method for each renewal.

Prices and taxes. Prices are set per country and may be shown in your local currency. Prices shown on our website are before tax. Paddle adds any sales tax, VAT or GST that applies at checkout.

Price changes. We may change our prices. We will tell you by email at least 30 days before a new price applies to your subscription, and the new price takes effect at your next renewal after that notice. If you do not agree to the new price, you can cancel before it takes effect.

Changing plans. You can upgrade or downgrade at any time from your account settings. When you change plans, the difference is prorated right away: an upgrade is charged straight away for the rest of the current billing period, and a downgrade gives you a credit toward future charges.

Failed payments. If a payment fails, Paddle may retry it. If we cannot collect payment, we may move your account to the Free plan until the balance is paid.

Cancellation. You can cancel a paid plan at any time from your account settings or through the subscription management link Paddle emails you. Cancellation takes effect at the end of your current billing period. You keep paid features until then, and you are not charged again. There is no cancellation fee.

Refunds. Refunds are covered by our Refund Policy, which forms part of these Terms.

5. Founding pricing and other promotional offers

From time to time we run promotional offers, such as founding coach pricing, free months for coaches leaving a contract with another platform (a "contract buyout"), and free done-for-you migration. Each offer applies only on the terms, dates and eligibility rules stated when it is offered, and those terms form part of these Terms.

Unless an offer says otherwise:

• Founding pricing stays at the price you signed up at for as long as your paid subscription stays continuously active, including when you switch between paid plans. If your paid subscription ends, founding pricing ends with it, and resubscribing later is at the regular price at that time.
• Contract buyout months require proof of your remaining contract with another platform. We may decline a request if we cannot verify it, and the number of free months is capped as stated in the offer.
• Promotional months, credits and discounts have no cash value, cannot be transferred or exchanged, and are not refundable.

We may end an offer for new signups at any time, and we may withdraw an offer from an account that obtained it through fraud, false information or abuse.

6. Plan limits, downgrades and the Free plan

If your Client count goes over your plan's limit, for example after a downgrade, a cancellation or a failed payment, your data is not deleted. Clients above the limit become read-only until you upgrade or archive Clients to get back under the limit. Features that are not part of your new plan, such as AI features, stop working at the end of the period you paid for.

7. Coach responsibilities

If you use CoachPilot as a Coach:

• Your coaching is your responsibility. You are solely responsible for the coaching, plans and advice you give your Clients, whether or not you used AI features to prepare them, including their accuracy, safety and suitability for each Client. You are responsible for screening Clients for medical conditions and for referring them to a qualified medical professional when appropriate.
• Your Clients' data. You decide what Client Data is collected and why. You must have a lawful basis to collect it and to share it with us, including any consent your Clients must give for health, body-measurement or photo data, and you must give your Clients any privacy notice the law requires. For Client Data, you are the "controller" (or "business") and CoachPilot processes it on your behalf as your "processor" (or "service provider"), as described in our Privacy Policy.
• Your Leads. If you publish a landing page through CoachPilot, you are responsible for its content, for any claims and testimonials on it (including having permission to use other people's names, photos and results), and for how you contact the Leads it collects.
• Your payments with Clients. Any fees your Clients pay you are between you and your Clients. CoachPilot does not collect, hold or guarantee payments between Coaches and Clients.
• Laws and qualifications. You are responsible for any licences, certifications, insurance and professional rules that apply to your coaching, and for complying with consumer, marketing and data protection laws in the places where you and your Clients are.

8. Clients

If you use CoachPilot as a Client, your account is connected to the Coach who invited you. Your Coach can see and manage the Client Data in your account, and your Coach (not CoachPilot) decides what plans and advice you receive. Your Coach also controls what you can access; if your Coach removes you or closes their account, you may lose access to the Service.

Questions about your coaching or about how your Coach uses your data should go to your Coach first. You can also contact us about your data, as described in our Privacy Policy.

Nothing in the Service is medical advice. Talk to a doctor before starting a new diet or exercise program, especially if you have a medical condition, are pregnant, or take medication. Stop exercising and get medical help if you feel pain, dizziness or shortness of breath.

9. AI features

Some features use AI models from third-party providers to generate content, such as draft meal and workout plans, food swaps, check-in summaries and suggestions. When you use these features, the information needed to produce the output, which may include Client Data, is sent to those providers to generate it.

AI output can be wrong, incomplete or unsuitable for a particular person. It can misstate calorie or macronutrient values, suggest foods a person is allergic to, or suggest exercises that are unsafe for them. Coaches must review and approve AI output before sharing it with a Client, and they remain responsible for it. Do not use AI features as the only basis for any decision about a person's health.

AI features may have fair-use limits, such as a monthly usage allowance, described in the product or on our pricing page.

10. Acceptable use

You agree not to:

• use the Service for anything unlawful, harmful, fraudulent or deceptive;
• upload content you do not have the right to share, or that infringes anyone's intellectual property, privacy or publicity rights;
• upload content that is sexually explicit, hateful, harassing or violent, or promote dangerous practices such as extreme dieting or the use of illegal or unprescribed drugs;
• send spam or unsolicited messages through the Service, or contact Leads in ways the law does not allow;
• try to gain unauthorized access to the Service, another account, or our systems, or interfere with or disrupt the Service;
• scrape, crawl or extract data from the Service by automated means without our written permission;
• copy, reverse engineer or build a competing product from the Service, except where the law allows it; or
• misrepresent who you are, your qualifications, or your relationship with a Client.

11. Your content

You keep ownership of your Coach Content, and Clients keep ownership of what they upload. You give us a worldwide, non-exclusive, royalty-free licence to host, store, copy, process, transmit and display that content only as needed to provide, secure and improve the Service for you, and to follow your instructions. This licence ends when the content is deleted from the Service, except for copies kept in backups for a limited time as described in our Privacy Policy.

You are responsible for your content and confirm that you have all the rights needed to upload it.

If you send us feedback or suggestions, we may use them without any obligation to you.

12. Data migration

If you ask us to move your data from another platform, you authorize us to access the exports, files or account access you give us, only to carry out the migration. You confirm that you have the right to give us that access and that doing so does not break your agreement with the other platform. We will use reasonable care, but you are responsible for checking the migrated data. Change any passwords you shared with us once the migration is done.

13. Referral and affiliate program

Coaches and partners we accept into our referral or affiliate program receive referral links or codes. Commission rates, payout terms and other program rules are agreed with each participant when they join. We may change or end the program, and we may withhold or reverse commissions earned through self-referrals, fraud, spam, misleading promotion, or subscriptions that are refunded or charged back.

14. Our intellectual property

CoachPilot and its licensors own the Service, including its software, design, exercise and food libraries, and the CoachPilot name and logo. We give you a limited, non-exclusive, non-transferable right to use the Service under these Terms while your account is in good standing. You may not use our name or logo without our written permission, except to say truthfully that you use CoachPilot.

15. Third-party services and app stores

The Service relies on third-party services, such as Paddle for payments and Apple and Google for the mobile apps. Your use of those services is also governed by their terms.

If you download a CoachPilot app from the Apple App Store, you acknowledge that these Terms are between you and us, not Apple; Apple is not responsible for the app or its content, has no obligation to provide maintenance or support for it, and is not responsible for any claims relating to it, including product liability, legal compliance or intellectual property claims. If the app fails to meet any applicable warranty, you may notify Apple, and Apple may refund the app's purchase price (if any); Apple has no other warranty obligation. Apple and its subsidiaries are third-party beneficiaries of these Terms and may enforce them against you as they relate to the app.

16. Suspension and termination

You can stop using the Service and delete your account at any time. Deleting an account does not cancel a paid subscription automatically, so cancel your subscription first.

We may suspend or end your access, with notice where reasonable, if you seriously or repeatedly break these Terms, if you do not pay, if required by law, or if your use creates a security, legal or safety risk for us, other users or third parties. If we end your account without cause, we will refund the unused part of any prepaid fees.

When an account is closed, we delete its data as described in our Privacy Policy. If you want a copy of your data, request an export at [email protected] before you delete your account.

Sections 7, 9, 11 (feedback), 14 and 17 to 21 continue to apply after your account ends.

17. Disclaimers

The Service is provided "as is" and "as available." To the fullest extent the law allows, we disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, accuracy and non-infringement. We do not promise that the Service will be uninterrupted, error-free or always available, or that any content in it, including nutritional data, exercise instructions and AI output, is accurate or suitable for any person.

Some jurisdictions do not allow certain warranties to be excluded, so some of these exclusions may not apply to you.

18. Limitation of liability

To the fullest extent the law allows:

• we are not liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, data, clients or goodwill, arising from or related to the Service or these Terms; and
• our total liability for all claims arising from or related to the Service or these Terms is limited to the greater of the amount you paid for the Service in the 12 months before the event giving rise to the claim, or US$100.

We are not responsible for any injury, illness or other harm resulting from coaching, plans or advice a Coach gives a Client, whether or not it was prepared with the Service.

These limits do not apply to liability that cannot be limited by law, such as liability for fraud, or for death or personal injury caused by our negligence.

19. Indemnity

If you are a Coach, you agree to defend and indemnify CoachPilot, Synaptix Software Solutions LLC and their officers, employees and agents against claims, losses and costs (including reasonable legal fees) brought by third parties, including your Clients and Leads, that arise from your coaching services, your Coach Content, your collection or use of Client Data or Lead data, or your breach of these Terms or the law.

20. Governing law and disputes

These Terms are governed by the laws of the State of Maryland, USA, without regard to its conflict-of-laws rules. Any dispute will be resolved in the state or federal courts located in Maryland, and you and we consent to their jurisdiction. If you are a consumer, you keep the protection of the mandatory laws of the country where you live, and you may also bring claims in your local courts.

Before starting a claim, please contact us at [email protected] so we can try to resolve the issue informally.

21. General

• Changes to these Terms. We may update these Terms. If a change is material, we will tell account holders by email or in the Service at least 30 days before it takes effect. If you keep using the Service after that, you accept the updated Terms. If you do not agree, you can cancel before the change takes effect.
• Entire agreement. These Terms, the Privacy Policy, the Refund Policy and any offer terms are the whole agreement between you and us about the Service.
• Severability. If any part of these Terms is found unenforceable, the rest stays in effect.
• No waiver. If we do not enforce a right, we do not give it up.
• Assignment. You may not transfer these Terms without our consent. We may transfer them in connection with a merger, acquisition or sale of assets, or to an affiliate.
• Events beyond our control. We are not liable for delays or failures caused by events beyond our reasonable control, such as outages at our hosting providers, internet failures, natural disasters or government action.
• Notices. We send notices to the email address on your account. You can send notices to us at [email protected].

22. Contact us

Synaptix Software Solutions LLC (CoachPilot)
Bel Air, Maryland, USA
[email protected]