Terms of Service
Last updated 17 Oct 2026
These terms apply when a business that runs a gym, studio, pool, club or similar facility, building operator, employer or partner ("you") creates a PIF business account or uses the PIF console, member app or door equipment ("PIF"), provided by Partner in Fitness ("we"). By creating a business account you accept them on behalf of your business, and you confirm you are allowed to do so.
1. Your business account
- The person who creates a business account becomes its owner and can invite staff. You are responsible for who you give access to and for what they do in PIF.
- Sign-in uses one-time codes sent by email, or passkeys. Keep access to your email account secure.
- Give accurate business details. Choose a facility address on PIF that you have the right to use; we may change addresses that impersonate someone else.
2. Trial, fees and billing
- New business accounts start on the Growth plan, free for 30 days. No card is needed for the trial.
- After the trial, PIF is charged per active location per month at the price for your plan shown on our pricing section or agreed with you in writing, excluding VAT.
- Online payments that members make through PIF carry a fee of 5% of each payment, with payment processing included. The fee is taken from the payment, so on a KES 5,000 payment you receive KES 4,750. Cash and other payments your team records at the desk carry no PIF fee.
- We invoice monthly. If an invoice stays unpaid, your back office may become read-only until it is paid. Doors and members' own actions keep working.
- Plans run month to month. We give at least 60 days' notice before changing the price of your plan. Founding facilities keep their agreed prices for 12 months from activation.
- Online payments reach your account within 48 hours.
- Face scanners, doors and turnstiles are bought by you at cost, with nothing added by PIF. We help with the installation. They are yours.
3. The PIF Box
- Growth and Pro include one PIF Box for each location. The box remains PIF's property. We lend it to you while you subscribe.
- Keep the box in a safe place at your site, on its power supply, and don't open it or move it to another site without telling us.
- Tell us straight away if it is lost or stolen. We revoke it so it can no longer reach your account.
- Return the box within 30 days of cancelling. We collect it in Nairobi. A box that isn't returned, or comes back damaged beyond normal wear, is charged at its replacement cost of KES 40,000.
- The box holds no face data. We wipe it when it comes back, before it is used anywhere else.
4. Your money
Members pay you through the payment channels you switch on, such as M-Pesa, cards or bank transfer. Your team can also record cash and other payments at the desk. PIF's fee on online payments is set out in section 2. Where you use your own payment accounts, such as your Paybill or your bank, the provider's own terms and charges apply between you and them. You are responsible for your prices, refunds, receipts and taxes, including eTIMS where it applies to you.
5. Your data and your members' data
- The data you and your members put into PIF is yours. You can export it at any time.
- For your members' personal data you are the data controller and we are your data processor. We process it only on your instructions and only to provide PIF to you, as described in our privacy notice, and in line with the Kenya Data Protection Act, 2019. We sign a written data processing agreement with you that sets this out.
- Members' face templates are stored on your face scanners, which you own. They are not sent to PIF's cloud, and the PIF Box doesn't store them.
- We use Microsoft Azure to host PIF. We tell you within 48 hours if we become aware of a breach affecting your members' data.
- You are responsible for having a lawful basis to collect your members' data and for telling them how you use it. For face entry this includes their consent, a guardian's consent for members under 18, and a data protection impact assessment.
- Each business's data is kept apart from every other business on PIF.
6. Acceptable use
Don't use PIF to break the law, to send spam, to process data you have no right to, or to try to access another business's data or disrupt the service. We may suspend a business account that does, after telling you why unless the law or an urgent risk prevents it.
7. Availability and changes
- We work to keep PIF available and secure, but it is provided as it is; occasional maintenance and interruptions happen. Door access is designed to keep working offline.
- We improve PIF continuously. We will not remove a core feature you rely on without reasonable notice.
8. Liability
To the extent the law allows, our total liability to you for any claim in a 12-month period is limited to the fees you paid us in that period, and neither of us is liable for indirect losses or lost profits. Nothing in these terms limits liability that cannot be limited by law.
9. Ending
You can cancel with 30 days' written notice, and there is no exit fee. Fees already invoiced remain due. Before your business account is closed you can export your data at no charge. You also choose whether we delete your members' faces from your face scanners or leave them with you, and we follow that choice. We then wipe and collect the PIF Box, as set out in section 3, and send you a record of what was deleted. After closure we delete or anonymise your data in PIF within 90 days, except records we must keep by law.
10. General
These terms are governed by the laws of Kenya. If we change them, we will post the new version here and, for material changes, tell business account owners by email at least 30 days before they apply.