Studio terms

These terms apply to studios, gyms and coaches that use Reservd to run their business. They include the data processing agreement in the second part. By creating a studio on Reservd you agree to them.

Part 1: Using Reservd

1. The parties

These terms are between Wenhunt Group LTD, company number 17124923, registered at 421 ditchling Road Brighton BN1 6XB (“Reservd”, “we”) and the business that creates the studio account (“the studio”, “you”). The person creating the account confirms they can agree to them for the business.

2. The service

Reservd provides online booking, memberships, payments, messages, check-in and related tools, and an optional listing in the reservd.co.uk directory. We may improve and change features over time. We'll give reasonable notice of anything that materially reduces what you rely on.

3. Fees

• Using Reservd to take your own bookings is free: there is no monthly fee, and no Reservd fee on bookings and purchases made through your own channels. Your own channels are your website (including the booking widget and buttons), your own web address, your booking page link when you share it yourself, your own app, your desk and staff, the Reservd API and connected apps, members you import, and links you share (your share kit, badge and member referral links).
• When a customer books or buys through Reservd itself, Reservd charges 2% of that payment, collected automatically by Stripe as an application fee on the payment. Through Reservd means in the Reservd app, or after coming to you from Reservd's marketplace (the reservd.co.uk homepage, search, map, town and activity pages, Today, coach and instructor pages), from Reservd's alerts, notifications and emails, or from Reservd Run Club. It's decided for each booking or purchase, not for each customer. A membership bought through Reservd carries the 2% on each of its payments; one bought through your own channels carries none. Reservd never charges more than 2%.
• Stripe's own processing fees are charged to you by Stripe at cost, whichever way the customer booked.
• Payments taken in person and marked as paid in Reservd aren't charged any Reservd fee.
• When you refund a customer through Reservd (in full or in part, including when you cancel a class), the Reservd fee on the amount refunded comes back to you with it.
• Optional add-ons, such as your own App Store and Google Play app, are priced separately and agreed with you before anything is charged.
• Boost (optional): if you choose to boost a class, we charge £2 for each booking a boost brings from a customer who hasn't booked with you before. Nothing is charged for your existing customers, or for a booking cancelled in time or a class you cancel. Boost charges are billed monthly to the card you save with Reservd, and you can pause or end a boost at any time. Boost is pay per result, not a monthly fee; the 2% on bookings made through Reservd still applies to them.
• We'll give at least 30 days' notice of any change to fees.

4. Payments

Payments go straight to your own Stripe account, and you are the merchant. You agree to Stripe's terms, and you're responsible for refunds, disputes, chargebacks, VAT and your own tax. If you charge late cancellation or no-show fees, you must show them clearly to members (Reservd does this on every class page) and only charge fees you've shown.

5. Your responsibilities

• Run your classes safely and hold appropriate insurance and qualifications.
• Keep your timetable, prices and policies accurate.
• Only give staff accounts to people who need them, and remove them when they leave.
• Only send marketing to members who've agreed to it (Reservd tracks this for you).
• Make sure anything you upload (logos, photos, descriptions) is yours to use.

6. Directory listing

If you list your studio, we show your name, location, classes and prices on reservd.co.uk and in the weekly deals email, and describe your business to search engines. You can unlist at any time from Settings.

7. Your data and leaving

Your members' information belongs to you. You can export members, bookings, reports and payments at any time. If you close your account, we'll keep your data for 30 days so you can export it, then delete it, apart from records we must keep by law.

8. Availability and support

We aim to keep Reservd available at all times, apart from short planned maintenance. Support is by email at hello@reservd.co.uk.

9. Liability

Neither of us limits liability for death or personal injury caused by negligence, fraud, or anything else that can't legally be limited. Otherwise, neither of us is liable for indirect loss or loss of profit, and our total liability to you in any 12 months is limited to the fees you paid Reservd in that period.

10. Ending the agreement

You can stop using Reservd at any time. We can suspend or close an account that breaks these terms, puts members at risk, or doesn't pay what it owes, and will give notice where we reasonably can.

11. General

These terms are governed by the law of England and Wales. If we update them, we'll tell you at least 30 days before the changes apply.

Part 2: Data processing agreement

This part meets the requirements of Article 28 of the UK GDPR. For your members' personal data, you are the controller and Reservd is your processor.

What we process

• People: your members, their children and guardians, leads and enquirers, staff and instructors.
• Data: contact details, emergency contacts, bookings and attendance, passes, memberships and payment records, waivers and signatures, messages, notes, progress entries, door access records and, where you use the questionnaire, health answers (special category data).
• Purpose: providing Reservd to you, for as long as you use it.

Our commitments

• We only process your members' data on your documented instructions, which are these terms and how you use Reservd, unless the law requires otherwise.
• Everyone at Reservd with access to it is bound by confidentiality.
• We keep it secure: encryption in transit and at rest, database access controls so each studio only sees its own members, separate protection for health answers and progress photos, and access logs.
• We help you answer members' requests to see, correct, export or delete their data, and with any data protection impact assessment.
• We tell you without undue delay, and within 48 hours, if we become aware of a personal data breach affecting your members.
• When you close your account, we delete or return your members' data as set out in section 7.
• We give you the information you need to show compliance, and allow reasonable audits on notice.

Sub-processors

You authorise us to use these sub-processors. We'll give you 30 days' notice of any new one, and you can object.

• Supabase: database, storage and sign-in (London, UK). Always
• Vercel: hosting and cookie-free visit numbers (London, UK, with a worldwide network). Always
• Stripe: payments, on your own Stripe account (UK, US). Always
• Resend: sending and receiving email (US). Always
• Expo, Google Firebase Cloud Messaging and Apple Push Notification service: push notifications to the app (US). Always
• Telegram: internal notifications to Reservd's team, with no members' names, emails or locations (UK, EU and elsewhere). Always
• postcodes.io: postcodes to map points (UK). Always
• OpenFreeMap, Apple Maps and Google Maps: maps (EU, US). Always
• Apple Wallet and Google Wallet: only when a member adds a pass (US)
• Sign in with Apple or Google: only when a member chooses it (US)
• Strava: only when a member connects it for Run Club (US)
• Kisi or Nuki: smart locks, only if you connect one (US, EU)
• Mailchimp, Xero, QuickBooks and Zapier: only if you connect them (US, UK)
• Google Calendar or Microsoft Outlook: only if a member of your team connects their calendar (US)
• Momence, Acuity Scheduling, Bookwhen, SimplyBook.me, Arketa, Wix Bookings, Bookeo, TeamUp or Mindbody: only if you connect your timetable there; members' names, emails and phones are sent so their places show (US, EU, UK)

Support access. To help you, Reservd's team can open your dashboard only as your Reservd support access setting allows (Settings, Sites and Reservd support access). New businesses start on “ask me first”; you can allow it or switch it off. Each visit is time-limited, starts view-only, needs a reason to change anything, and is logged where you can see it.

Where a sub-processor handles data outside the UK, the transfer is covered by UK adequacy regulations, the UK International Data Transfer Addendum or an equivalent safeguard.

These terms are being reviewed by our solicitor.

Your commitments

• You have a lawful basis for the data you collect, including explicit consent for health answers, and you tell members how you use it.
• You keep staff access appropriate and act on members' requests.

Questions about this agreement: hello@reservd.co.uk. See also our privacy policy.