Last updated 13 August 2026
Coach terms of service
These terms cover a coach’s subscription to Fullrack PT, the coaching edition of Fullrack. They are the contract between you and Scarecrow Innovations Ltd, and they are written to be read, not to be survived. Gyms on the sibling product have their own terms — those do not apply here.
1. What you get
A coaching app at the address you chose — yourname.pt.fullrack.co.uk — carrying your name, your colour and your logo, with every feature in the product: client accounts, session booking, programmes, nutrition and food logging, check-ins, progress tracking and messaging. The bands in section 2 differ only in how many active clients they allow. Nothing else is held back for a bigger number, and we are not going to move a feature you already use behind one later. If we ever build something genuinely separate — a different product, an integration somebody else charges us for — we may price it separately, and you will be told before it exists rather than after.
There is no setup fee and no onboarding call to sit through. You create the app yourself in about a minute, and until your subscription starts it is read-only — you can look around, but adding clients begins when the first payment does. If you get stuck, email us and a human answers.
2. Price and plan
| Active clients | Per month |
|---|---|
| Up to 10 | £15 |
| Up to 30 | £29 |
| Unlimited | £49 |
An active client is a client account that is switched on in your app, or one — archived or not — with a session, a check-in or a food-diary entry in the last 30 days. In practice: archive a client you are no longer coaching and they stop counting once they have been quiet for 30 days, and immediately if they already have been. Erased clients never count, and neither do you or any staff account. The app shows you the count on the billing screen, so the number we bill on is a number you can see.
If you grow past your band, the app tells you and your plan moves up to the right band from your next invoice — never mid-month, never backdated, and you are never blocked or interrupted while it happens. If you shrink, move yourself down from the billing screen and the lower price applies from your next invoice the same way. We never move you down automatically, because only you know whether a quiet month is a trend or a holiday.
We may change list prices, but not yours mid-term: any increase applies only after we have given you 60 days’ notice by email, and you can cancel instead.
3. Billing and cancellation
Billing is monthly, in advance, by card through Stripe, and monthly rolling — there is no minimum term and no notice period. You cancel inside the app, from the billing screen, in two taps: the subscription then simply does not renew, and you keep full use of everything until the end of the period you have already paid for. No form, no email required, no retention call. If you change your mind before that date, the same screen has a resume button and nothing ever stops.
If a payment fails, or a payment is refunded in full, or a chargeback is raised, the app goes read-only: you and your clients can still see and export everything, but nothing new can be written until a payment goes through. A partial refund changes nothing — that is a conversation, not a cancellation.
Section 5 says what happens to your data after the subscription actually ends, and it is the part worth reading twice.
4. Your clients’ money
Clients pay you. If you take payments through the app, they run through your own Stripe account or your own payment links, and they land in your bank — Fullrack PT never holds, routes or takes a percentage of that money, and Stripe’s own fees on those payments are between you and Stripe. Payments you take outside the app — cash, bank transfer, your own card machine — are even less our business: the app just records them if you tell it to. Nothing in these terms gives us any claim over what your clients pay you.
5. Your data
Your data is yours: your clients, their programmes, their logs, all of it. You can see everything, you can export the entire database as a single file from inside the app at any time — including after you have cancelled, at no charge — and section 8 of the data processing addendum covers exports for an individual client. Our licence to your data goes exactly as far as running the service for you and no further. We do not sell it, mine it, or train anything on it.
When your subscription ends — because you cancelled, or because payments failed until Stripe gave up — the app goes read-only and stays fully readable and exportable for 30 days. About a week before the end of that window we email you a reminder. On day 30 your data and media are deleted and your subdomain is released, which means the address you had can be registered by someone else — so if the name matters to you, come back inside the window. Restart your subscription at any point in those 30 days and nothing is lost; everything unlocks as it was.
Because the export is one tap, please take one at least once a month and keep it somewhere that is not us. It is the difference between an incident that costs you an afternoon and one that costs you your client list. Progress photos, voice notes and videos are files rather than database rows, so they are not inside the export file — they stay viewable and downloadable in the app itself, including through the 30-day window.
For your clients’ personal data, you are the data controller and we are your processor, on the terms in the data processing addendum, which forms part of this agreement.
6. What we owe you
We will keep the service running with reasonable skill and care, take a daily backup, and fix things that break. We do not promise a specific uptime percentage, because we would rather not promise something we have not measured over a long enough period to stand behind. If that changes, this clause changes with it.
Support is by email, and we aim to reply within one working day. Updates to the product you are already paying for are included, and moving between the bands in section 2 is free in both directions.
7. What you owe us
Keep your sign-in to yourself. Tell your clients what you do with their data and collect it lawfully — section 11 of the data processing addendum sets out what that means in practice. Take your monthly export. Don’t use Fullrack PT to break the law.
And one that is specific to this product: you are the professional in this relationship. Your qualifications, your insurance, your screening of clients and the safety of the training and nutrition advice you give are yours — Fullrack PT is the filing cabinet and the noticeboard, not the coach.
8. Who owns what
We own Fullrack PT — the software, the design, the code behind your app, and anything we build for it in future. You get a licence to use it: non-exclusive, non-transferable, for your own coaching practice, for as long as you are paying for it. That licence covers you, any staff you add, and your clients using the app in the ordinary way.
You own your side: your name, your logo, your colours, your content and your data. You give us permission to use your brand assets for the one purpose of putting them into your app, and to name you as a customer only if you have said yes.
Fullrack PT is white-labelled, which means your clients see you and not us — that is the point of it. It does not mean the software becomes yours. Don’t resell it, sub-licence it, rebrand it as a product of your own, or copy it. If you want to put other coaches onto Fullrack PT, ask; there is a version of that conversation that works for both of us.
9. What we do not promise
Section 6 is the promise: reasonable skill and care. It stands, and so does the term to the same effect that section 13 of the Supply of Goods and Services Act 1982 implies — we are not taking that back here.
Beyond it, the service is provided as it is. We do not promise that it will suit a particular purpose you have in mind, or that it is of satisfactory quality in the abstract, and so far as the law allows we exclude the terms sections 3 and 4 of that Act would otherwise imply about description, quality and fitness for purpose. If you need Fullrack PT to do something specific, email and ask before you subscribe rather than after.
10. If something goes wrong because of you
You cover us for claims that come out of your side of the line: your own unlawful processing of client data, a client list you imported that was not yours to import, inaccurate data you put in, and claims by your clients arising from your coaching — the advice, the programming, the training itself. That means the reasonable costs and any award we end up paying because of it. We will tell you promptly about any such claim, let you take charge of defending it, and not settle it behind your back.
This is not a trapdoor. It covers your conduct, not ours — if the problem is our software or our security, section 11 is the clause that applies, not this one.
11. Liability
Nothing here limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot legally be limited.
Otherwise, our total liability in any 12-month period is capped at the greater of the fees you paid us in that period or £5,000. Neither of us is liable to the other for loss of profit, revenue or business opportunity, or for loss or corruption of data — except that the data exclusion does not apply where the loss is caused by our breach of the data processing addendum or our failure to take the daily backup we promise in section 6, and it applies only to the extent the loss would have been avoided by the monthly export you agreed to take in section 5.
12. Ending it
You can end this agreement at any time by cancelling in the app, as section 3 says. We can end it on one month’s notice by email. Either of us can end it immediately if the other commits a material breach and does not fix it within 14 days of being asked. However it ends, section 5 applies: 30 days of read-only access and free export before anything is deleted.
13. Things outside our control
Neither of us is in breach for failing to do something because of an event genuinely outside our control — a Netlify or Stripe outage, a failure of the internet at large, fire, flood, industrial action, war, or a change in the law that makes something impossible. We will tell you what has happened and what we are doing about it. If it lasts more than 30 days, either of us can end the agreement and you pay nothing for the part of the month you did not get.
14. Changing these terms
Section 2 says how prices change. This is how the words change. We may update these terms and the data processing addendum — to fix something, to describe a new feature honestly, or because the law moves — by giving you 30 days’ notice by email. If a change is genuinely bad for you and you would rather not accept it, cancel before it takes effect and you can leave without penalty on the day it would have applied, with the usual 30-day export window after. Carrying on using Fullrack PT after that date means you have accepted it.
Changes that only correct a typo, or that are required by law with no room for either of us to move, take effect straight away and we will tell you when they do.
15. Notices and the rest
Notices are by email: to you at the address on your coach account, and to us at tom@scarecrowinnovations.com. Keep that address current — the deletion warning in section 5 goes there, and “I stopped checking that inbox” does not stop the clock. An email is given the working day after it is sent. Anything this agreement says must be in writing, email satisfies.
You may not transfer this agreement without our consent, which we will not withhold unreasonably — selling your coaching business as a going concern is exactly the case where we will say yes. We may transfer it to anyone who takes over Fullrack PT.
These terms and the data processing addendum are the whole agreement between us, and they replace anything said before them, including anything on the website. Nobody is relying on a statement that is not written down here — though nothing in this paragraph limits liability for fraud or fraudulent misrepresentation. Nobody other than you and us has any right to enforce any of this under the Contracts (Rights of Third Parties) Act 1999. If a court decides one clause does not work, the rest still does.
16. Law
These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.