Terms of Service

These Terms of Service (the “Terms”) are a legal agreement between StudioVault PH (“StudioVault”, “we”, “us”, or “our”) and you. They govern your access to and use of the StudioVault platform, including our websites, studio dashboard, website builder, storefronts, booking tools, and related services (together, the “Services”).

By creating an account, accessing, or using the Services, you agree to these Terms and to our Privacy Policy. If you do not agree, do not use the Services. If you use the Services on behalf of a studio or other organisation, you confirm that you have authority to bind that organisation to these Terms.

If you are a customer booking with a studio, these Terms apply to your use of the platform features — your account, checkout, and booking management. The studio’s own terms also apply to the class, appointment, membership, package, or product you buy from it.

StudioVault PH provides a hosted software platform that helps studios build a branded website, publish schedules, sell classes, appointments, memberships, packages, and retail items, manage staff and customers, and keep related records.

We are not a studio, fitness or wellness provider, marketplace, payment processor, escrow service, or merchant of record for sales a studio makes to its customers. We do not provide fitness, medical, legal, tax, or accounting advice. The contract for any class, membership, package, product, or service is between the studio and its customer.

Services

The StudioVault platform described above, including any updates and add-ons.

Studio

A business that uses the Services to operate its studio, website, and customer relationships.

Studio Account

The account a studio owner registers, including owner and staff access.

Staff Account

An account created under a Studio Account for the studio’s personnel.

Customer

An individual who books with, or buys from, a Studio through its storefront.

Customer Account

The account a Customer creates on a Studio’s storefront.

Content

Text, images, photos, video, waivers, logos, pricing, class descriptions, and other materials uploaded or published through the Services.

Subscription

A paid plan for a Studio’s access to the Services, such as Starter, Team, Business, or Enterprise.

Studio Terms

A Studio’s own prices, cancellation policy, membership and package rules, waiver, and privacy notice.

Payment Provider

A third-party payment service a Studio connects, such as PayMongo or Xendit, or a method we use to collect platform fees, such as GCash or Maya.

Studio Accounts. To use the dashboard, a studio owner must create a Studio Account and provide accurate business and contact information. You must be at least 18 and legally able to enter into contracts. The owner is responsible for all activity under the Studio Account and for every Staff Account, permission, and integration connected to it.

Staff Accounts. Staff access is controlled by the studio’s owner and administrators. A studio must remove access promptly when a person leaves or no longer needs it.

Customer Accounts. A Customer creates an account on a Studio’s storefront. Customer Accounts are provided as part of the Services; the Studio controls the customer relationship and the records it keeps. A Customer must be at least 18, or have a parent or guardian’s consent, and must provide accurate information. Customers should contact the Studio about bookings, refunds, waivers, and studio privacy requests; we can help, but the Studio is the decision-maker.

Your responsibilities as a Customer. Give accurate contact and health information, follow the Studio’s rules and safety instructions, arrive for sessions you have booked, and pay the Studio the amounts you owe. Do not book on behalf of someone else without their permission, and do not share your account. If a medical condition changes, tell the Studio before your next session. Exercise and wellness activities carry inherent risk; the Studio is responsible for its instruction, facilities, and safety procedures.

Security. Keep your credentials confidential and do not share logins. Notify us immediately if you believe your account has been accessed without permission. You are responsible for activity that occurs through your account until you tell us about the compromise.

Verification. We may verify business identity, request additional information, and refuse, limit, or suspend an account where we cannot verify it or where we reasonably believe it is being used unlawfully or deceptively.

If you use the Services as a Studio, you are responsible for your business and for everything you publish, sell, and do through the platform. In particular:

• Your business. Operate lawfully and hold the licences, permits, registrations, and insurance your business needs. You are responsible for your facilities, instructors, equipment, health and safety practices, and compliance with consumer, employment, tax, and local rules.
• Your customer relationships. Set and honour your prices, service descriptions, availability, refunds, cancellation and no-show policies, and the terms of your memberships and packages, including expiry, freeze, sharing, and transfer rules.
• Your customer data. Comply with the Data Privacy Act of 2012 (Republic Act No. 10173), its implementing rules, and applicable National Privacy Commission issuances. Publish an accurate privacy notice, have a lawful basis for the data you collect, obtain consents where required, and honour data-subject requests. The Services include a studio privacy-notice page and consent tools, but the content and accuracy of your notice are yours.
• Waivers and health screening. You are responsible for the content, legality, and enforceability of your waiver, health questionnaire, and any consent you ask customers to sign. The platform records the version a customer accepted; it does not make the document legally sufficient. Have your documents reviewed by a qualified professional.
• Your staff. Supervise Staff Accounts and permissions. Acts and omissions of your staff through the Services bind you.
• Marketing. Obtain any consent required for email, WhatsApp, or other marketing messages, include an unsubscribe or opt-out where required, and honour opt-outs promptly. You are responsible for the content and lawfulness of your campaigns.
• Payments. Connect only Payment Provider accounts you are authorised to use, comply with the provider’s terms, and handle your own refunds, chargebacks, receipts, invoices, and taxes.

Plans. We currently offer Starter, Team, Business, and Enterprise plans. The features and allowances included in each plan are described on our Pricing page and in Billing. Plan names, features, and allowances may change. We will give notice where required and will not reduce the features included in a term you have already paid for.

Prices and taxes. Prices are in Philippine pesos and are shown on the Pricing page or in Billing. The amount you are asked to pay in Billing is the amount due. If we are required to add tax, we will show it before you pay. You are responsible for taxes on your own sales to customers.

Billing cycle and activation. Plans are billed monthly or annually. Annual plans are paid upfront and may be discounted. Paid features activate after we verify your payment. We may reject a payment, request more information, or correct an incorrect amount.

Payment method. Platform fees are paid through the methods shown in Billing, currently GCash or Maya. Where we ask for proof of payment, you must submit an accurate reference and genuine proof. False, altered, or misleading proof is a material breach of these Terms. Unless we tell you otherwise in Billing, we do not automatically charge a saved card for platform subscriptions; you pay each period through the method shown.

Renewal and non-payment. Your plan continues for the period you selected. If payment is not received by the due date, we may suspend paid features or take your storefront offline. Customer account pages may remain available so customers can settle balances directly with you. We may reactivate the account after payment is verified.

Refunds. Except where required by law or expressly stated, platform fees are non-refundable and non-transferable. We do not refund unused time when you cancel, downgrade, or stop using the Services. If you were charged in error or charged twice, contact support and we will verify the error and refund it.

Chargebacks. Please contact us before starting a chargeback. If you start one without contacting us, we may suspend the account while it is investigated. You remain responsible for the disputed amount and any chargeback costs if the chargeback is not upheld.

Enterprise. If you sign an order form, master agreement, or service level agreement with us, that document prevails over these Terms to the extent of a conflict.

We may offer a 30-day free trial to a new studio. The trial is granted once per studio, starts when it is granted, and is subject to these Terms. You will not be charged at the start of the trial. At the end of the trial, paid features require an active Subscription; if you do not subscribe, paid features and your storefront may be limited or taken offline.

We may change, suspend, or end a trial, or refuse a trial, if we believe it is being abused. Trial Content is treated like other Content and may be deleted if you do not subscribe, subject to the data section of these Terms and our Privacy Policy.

Studio Terms govern the booking. Each Studio sets its own class and appointment rules, including the cancellation window, late-cancellation fee, no-show policy, membership and package terms (including expiry, freeze, sharing, and transfer), and any eligibility or health requirements. Those terms are shown on the Studio’s storefront, at checkout, and in the booking confirmation. The Studio is responsible for them.

How bookings work. A Customer books through the Studio’s storefront. A booking may be confirmed automatically or require studio approval, depending on the Studio’s settings. A booking is only valid when it is recorded in the Services and, where payment is required, paid or covered by an eligible plan credit.

Customer cancellations. If a Customer cancels outside the Studio’s cancellation window, the credit returns to the Customer’s plan. If a Customer cancels inside the window, it is a late cancellation and the Studio’s policy applies. For package bookings, the credit may be held until the Studio’s late-cancellation fee is paid and confirmed; where the Studio has set a zero fee, the credit returns immediately. Other plans follow the Studio’s credit-forfeiture policy. Fees are paid through the Customer’s account with the Studio; the platform does not automatically charge a card for a late-cancellation fee.

Studio cancellations. If a Studio cancels a confirmed booking, whatever notice is given: (a) if the booking was paid with a plan credit, the credit returns to the Customer’s plan; and (b) if the Customer paid the Studio directly, the Studio refunds the Customer through its own Payment Provider. The Studio should notify the Customer promptly.

No-shows. A no-show may be treated as a late cancellation under the Studio’s policy.

Disputes. Booking, credit, and refund disputes are between the Customer and the Studio. We may provide records and reasonable assistance, but we do not decide the dispute or guarantee a Studio’s performance.

The Studio is the seller. Each Studio sets its own prices, taxes, fees, and refund policy and is the merchant of record for its sales. The Studio, not StudioVault, is responsible for the classes, appointments, memberships, packages, products, and services it offers.

Funds go to the Studio. Studios connect their own Payment Provider account (for example PayMongo or Xendit) or enable manual payment methods. Payments are made to the Studio, not to StudioVault. We do not hold, control, settle, or insure that money, and we do not charge a service fee on it. The Customer pays the Studio’s price.

Payment Provider terms. A Studio’s use of a Payment Provider is subject to that provider’s terms, fees, and eligibility rules. The Studio is responsible for its provider account, chargebacks, refunds, receipts, invoices, and tax reporting.

Records and reconciliation. We may record payment status and references to help the Studio operate its business, but we do not verify that a Customer has paid unless the Studio’s integration confirms it. A Studio must not treat a record in the Services as proof of funds.

Customer concerns. A Customer should contact the Studio first about a charge, refund, or receipt. If the Studio does not resolve it, the Customer may contact us and we will provide reasonable assistance, but we cannot issue a refund from the Studio’s account.

Roles. For customer records a Studio collects through its storefront (bookings, contact details, waivers, and purchase history), the Studio is the personal information controller and StudioVault is a personal information processor acting on the Studio’s instructions. For account, billing, usage, and platform-security data, StudioVault is the controller. We may also process limited data as a controller for fraud prevention, platform security, and legal compliance. Our Privacy Policy explains how we handle that data.

Sensitive information. A Studio may collect health information, such as injuries, medical conditions, pregnancy, or answers to a physical-activity readiness questionnaire, and may record a waiver signature and the IP address it was submitted from. This is sensitive personal information under the Data Privacy Act. A Studio must collect it only where it has a lawful basis and any required explicit consent, use it only for the purpose it was collected for, and limit access to staff who need it. StudioVault stores and processes it on the Studio’s instructions.

Customer rights. A Customer may access, correct, or delete their account data through their profile, or contact the Studio. A Customer may also contact us; we will route studio-controlled requests to the Studio and respond to requests for data we control. We may retain records where required by law, including booking, payment, tax, and audit records.

Security and subprocessors. We use technical and organisational measures designed to protect data, and we share data with service providers that help us host, secure, support, and deliver the Services. We do not sell personal data. Our Privacy Policy describes transfers, retention, and subprocessors. If we become aware of a personal data breach affecting data we process for a Studio, we will notify the Studio without undue delay and reasonably cooperate with the notifications the law requires.

Deletion and export. A Studio may export data using the tools we provide. After termination, we may make data available for export for a reasonable period (normally 30 days) and then delete it, subject to legal retention and backups. A Customer may download a copy of their data or delete their account from the storefront profile page. Customer deletion removes the login and the Customer’s own records and anonymises booking history the Studio needs for its financial records.

Conflict. If there is a conflict between this section and the Privacy Policy about personal data, the Privacy Policy governs.

Our IP. The Services — including the software, design system, website templates, text, graphics, and trademarks — are owned by StudioVault PH or its licensors and are protected by intellectual-property laws. We grant you a limited, non-exclusive, non-transferable, revocable right to use the Services during your Subscription, subject to these Terms. You may not copy, modify, distribute, sell, sublicense, reverse engineer, or create derivative works of the Services, except as allowed by law or an Enterprise agreement.

Your Content. You retain ownership of the Content you upload or publish. You grant us a worldwide, non-exclusive, royalty-free licence to host, store, reproduce, display, transmit, format, and back up your Content, and to allow our service providers to do the same, solely to provide, secure, and support the Services. This licence ends when your Content is deleted, except for backups, legal retention, and copies already shared with customers or providers.

Rights and responsibility. You represent that you have all rights and permissions needed for your Content, including model releases, music, and image rights, and that it does not infringe anyone’s rights or break the law. We may remove Content that we believe violates these Terms or the law.

Customer Content. A Customer retains ownership of the content they submit and grants the Studio and StudioVault the rights needed to record and manage their bookings, purchases, waivers, and account. The Studio controls how that content is used in its business, subject to law.

Feedback and publicity. If you send suggestions, you allow us to use them without restriction or payment. We will not use your name or logo in marketing without your permission.

Copyright complaints. If you believe Content infringes your rights, contact support with the details. We may remove Content and suspend repeat infringers as required by law.

You must not use the Services to:

• break the law, commit fraud, or facilitate money laundering or illegal payments;
• infringe intellectual-property, privacy, or publicity rights;
• upload malware, phishing content, or code designed to disrupt or damage;
• access another account, probe, scan, or penetrate the Services, or bypass security or rate limits;
• scrape, crawl, or harvest data without permission;
• send spam, unsolicited marketing, or messages that violate consent or opt-out rules;
• misrepresent your studio, qualifications, prices, or affiliation;
• sell or promote illegal, unsafe, deceptive, or prohibited goods or services;
• harass, threaten, defame, or discriminate against anyone;
• process sensitive data you are not authorised to process, or use the Services to build a competing product;
• resell or white-label the Services except under an Enterprise agreement; or
• use the Services in a way that could damage, disable, or impair them.

We may investigate suspected misuse and suspend access or remove Content. We may report unlawful activity to the proper authorities. We are not obligated to monitor Content, but we may.

The Services rely on third parties, including hosting, database, authentication, email delivery, mapping, domain and DNS, and payment providers. We may change providers. Your use of a third-party service may be subject to its own terms and privacy policy.

We are not responsible for third-party acts, omissions, outages, or data practices, and we do not warrant them. Payment Providers and messaging providers are not our agents; a Studio’s relationship with them is separate. If you connect a domain, you must have the right to use it and keep its DNS records correct. If a third-party integration is discontinued, we may disable it or offer a replacement.

We aim to keep the Services available and secure, but we do not guarantee uninterrupted or error-free operation. The Services may be unavailable during maintenance, updates, third-party outages, or events beyond our reasonable control. We may change, add, or remove features; we will give reasonable notice of material changes that adversely affect a paid plan.

Beta features are provided as-is, may be changed or withdrawn, and are excluded from any service-level commitment. Support is provided as described on the Pricing page or your plan. Response times are targets, not guarantees. Enterprise support and service levels apply only if set out in a signed agreement.

By you. If you are a Studio, you may cancel or downgrade your Subscription in Billing. If you need to close your Studio Account entirely, contact support; we ask studio owners to do this through support so the business is not orphaned. We will confirm the effective date in Billing or by email. Cancellation stops future billing; fees already paid are not refundable except as required by law. You remain responsible for charges incurred before cancellation. A Customer may delete their account from the storefront profile page.

By us. We may suspend or terminate your access if you materially breach these Terms, fail to pay, or use the Services in a way that creates a security, legal, or reputational risk, harms other users, or is unlawful. We will give notice where practicable. For serious breaches, illegal activity, or risk to others, we may act immediately.

Effect. When your access ends, your right to use the Services ends, your storefront may go offline, and we may disable integrations. Customer account pages may remain available for a period so customers can settle balances with the Studio. You may export your Content for a reasonable period (normally 30 days) before deletion, subject to the data section of these Terms and the Privacy Policy.

Refunds on termination. If we terminate your paid Subscription without cause, we will refund prepaid fees for the unused portion of the current term. If we terminate for cause, you are not entitled to a refund.

Survival. Sections that by their nature should survive termination survive, including content and intellectual property, data, disclaimers, limitation of liability, indemnity, and governing law.

To the maximum extent permitted by law, the Services are provided “as is” and “as available.” We disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, title, non-infringement, and any warranty arising from course of dealing or usage of trade.

We do not warrant that the Services will be uninterrupted, timely, secure, or error-free; that defects will be corrected; that data will not be lost; or that the Services will meet your requirements or produce a particular result.

We are not responsible for the acts or omissions of studios, their staff, instructors, customers, or Payment Providers. We do not control and are not a party to the services a studio sells. Exercise and wellness activities carry inherent risk; studios are responsible for their facilities, instructors, safety procedures, waivers, and insurance.

Nothing in these Terms excludes or limits any warranty, guarantee, or right that cannot be excluded or limited under the Consumer Act of the Philippines or other mandatory law.

To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, goodwill, business opportunity, or data, even if advised of the possibility.

To the maximum extent permitted by law, our total aggregate liability arising out of or relating to these Terms or the Services will not exceed the greater of (a) the total fees you paid us for the Services in the 12 months before the event giving rise to the claim, and (b) PHP 25,000. Multiple claims do not expand this cap.

Nothing in these Terms limits liability for fraud, wilful misconduct, gross negligence, death or personal injury caused by negligence, breach of confidentiality, or any liability that cannot be limited by law, including liability under the Data Privacy Act. If you are a consumer, you keep all rights that cannot be waived.

Each provision of this section applies separately. If one provision is unenforceable, the others remain in effect.

To the maximum extent permitted by law, you will defend, indemnify, and hold harmless StudioVault PH, its directors, officers, employees, and agents from third-party claims, damages, losses, liabilities, costs, and reasonable legal fees arising from: (a) your Content; (b) your services, classes, products, or customer relationships; (c) your breach of these Terms or applicable law; (d) your taxes, fees, or payment obligations; or (e) a dispute between you and a customer, staff member, or Payment Provider.

We will notify you promptly of a claim, may participate in the defence, and will reasonably cooperate. You may not settle a claim in a way that admits our fault or imposes obligations on us without our written consent. If you are a consumer, this section applies only to the extent the law allows.

These Terms are governed by the laws of the Republic of the Philippines, without regard to conflict-of-laws rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

Before filing a claim, contact us and try in good faith to resolve the dispute for at least 30 days. If it is not resolved, the courts of the Philippines have exclusive jurisdiction, except that either party may seek injunctive or other equitable relief in any competent court to protect its intellectual property or confidential information.

Nothing in this section prevents you from filing a complaint with the Department of Trade and Industry, the National Privacy Commission, or another competent Philippine authority, or from exercising a right that cannot be waived. Each party bears its own legal costs unless a court orders otherwise.

We may update these Terms from time to time. We will post the new version and update the date above. If a change is material, we will give at least 30 days’ notice by email or in the dashboard before it takes effect, unless a shorter period is required by law or to address a security or legal issue. Continued use after the effective date means you accept the updated Terms. If you do not agree, you must stop using the Services and cancel before the effective date.

Changes do not retroactively affect rights or obligations that have already accrued.

Entire agreement. These Terms, the Privacy Policy, and any plan or order document form the entire agreement between us about the Services.

Order of precedence. If there is a conflict, a signed Enterprise agreement or order form prevails over these Terms, and these Terms prevail over other policies or marketing copy.

Severability and no waiver. If a provision is unenforceable, it will be limited to the minimum extent necessary, and the rest remains in effect. Our failure to enforce a provision is not a waiver.

Assignment. You may not assign or transfer these Terms without our written consent. We may assign them to an affiliate or a successor in connection with a merger, acquisition, or sale of assets.

Independent parties. We are independent contractors. Nothing in these Terms makes either party the agent, employee, partner, or joint venturer of the other, or gives either party authority to bind the other.

Force majeure. We are not liable for delay or failure caused by events beyond our reasonable control, including natural disasters, war, terrorism, civil unrest, government action, internet or utility failures, or third-party service outages.

Notices. We may send notices to the email address on your account or post them in the dashboard. Legal notices to us must be sent to studiovaultph@gmail.com with the subject “Legal Notice.”

Confidentiality. Each party will use the other’s non-public information only to perform these Terms and will protect it with reasonable care. This does not apply to information that is public, independently developed, or lawfully received from a third party, or to disclosure required by law.

No third-party beneficiaries. These Terms do not create rights for anyone other than you and us.

Headings and language. Headings are for convenience. These Terms are in English; any translation is for convenience, and the English version governs.

Electronic communications. You consent to receive communications electronically, and you agree that electronic records and signatures satisfy any legal requirement under the Electronic Commerce Act of 2000 (Republic Act No. 8792) and other applicable law.

Questions about these Terms, legal notices, or complaints can be sent to StudioVault PH at studiovaultph@gmail.com, or through our Support page. Please include your studio name, account email, and — if you are a customer — the studio and booking reference so we can respond faster.