Terms of Service

Last updated: 9 October 2026

These terms cover your use of Base Form, the coaching software at baseform.coach. By creating an account or signing in, you agree to them. If you use Base Form for a business, you agree on behalf of that business.

1. Who does what

Trainers (including gyms and studios) use Base Form to run their coaching business: client records, programs, scheduling, messages and payments. Clients are the people a trainer invites to Base Form to follow their coaching or book sessions and classes.

Base Form provides the software. The coaching, training, nutrition guidance and classes are provided by the trainer, under the trainer’s own agreement with their client. Base Form is not a party to that agreement and does not employ, supervise or vouch for trainers.

2. Not medical advice

Calorie targets, macro splits, weight trends and training suggestions in Base Form are estimates to support a trainer’s judgement. They are not medical advice. Clients should talk to a doctor before starting a new diet or exercise program, especially with a health condition, injury or pregnancy.

3. Accounts

• You sign in with a code or link sent to your email, or a passkey if you set one up. Keep access to that inbox and your devices secure.
• You must be at least 16 years old to use Base Form.
• Give accurate information, and only invite people who have agreed to be contacted by you.
• You are responsible for what happens under your account and your organization.

4. Payments

Trainers take payments through Stripe Connect. Payment processing services for trainers on Base Form are provided by Stripe and are subject to the Stripe Connected Account Agreement, which includes the Stripe Terms of Service. By taking payments through Base Form you agree to those terms, and you authorise Base Form to share information about you and your transactions with Stripe as needed to provide the service.

Client payments are made on the trainer’s own Stripe account and paid out from there. The trainer sets their prices, their cancellation and no-show rules, and their refund policy, and is the merchant for those payments: Stripe’s processing fees, refunds and chargebacks (including Stripe’s dispute fees) are taken from the trainer’s Stripe balance. Base Form’s fee is collected from the same payment.

5. Base Form’s fees

Under standard pricing, signing up is free and Base Form’s payment fee is taken from client payments made through the app, at the time of payment, at the rates shown on the pricing section: a percentage of each month’s client payments, never more than $399 in a calendar month, counting payment fees and client slots together. If a month’s fees add up to more than that, for example on recurring plans that Stripe bills automatically, the difference is refunded to the trainer after the month closes.

Founding coaches who claim one of the first 100 places receive 30 days free after confirming a card through Stripe. Nothing is due today; the subscription automatically renews at $99/month on the first charge date shown at checkout unless canceled beforehand. A reminder is emailed before the trial ends. Cancel from Billing. Existing coaches who enrolled under the earlier no-card trial keep those terms: their trial starts at business creation and never converts to paid without an explicit subscription purchase. Core coaching tools and client access are included, with no Base Form payment percentage or client-slot charges during the trial or active founding subscription. Stripe processing fees are separate. The founding rate continues only while subscribed and ends when the subscription ends. One founding place and trial per new coach. Partners earn no commission during the free trial and receive half of collected founding subscription fees, adjusted for refunds.

Clients who pay a trainer outside Base Form carry no payment fee. A trainer may host one such client at no charge; each additional one needs a paid client slot at $50 a month, except during a founding trial or active founding subscription, when they carry no charge and no notice period runs. If slots are not paid for, the trainer’s newest clients above the free allowance can no longer book after a 14-day notice period, and are restored as soon as room is available. No client’s records are deleted because of a billing matter.

A trainer who refers another trainer, or a sales partner who does (see the partner programme), earns half of Base Form’s fee on every payment from that business, for as long as it keeps taking payments through Base Form, under the referral terms shown in their account. Partners are independent contractors, not employees, and are responsible for their own taxes. Base Form may withhold or reverse referral rewards that come from self-referral, duplicate accounts or refunded payments, and may pause a partner’s link for misrepresenting Base Form; earnings from before that are still paid.

Base Form never takes more than 50% of a single payment. Stripe’s own processing fees are separate. We will give at least 30 days’ notice by email before increasing fees.

6. Your data

Trainers own the records they create about their business and clients, and are responsible for having their clients’ permission to record it. Clients own what they log. Base Form uses this data only to run and improve the service, as described in the Privacy Policy, and never sells it.

Health data (questionnaire answers, measurements, food logs, check-ins, photos and phone health data) is collected only with the client’s separate permission and is handled as set out in the Consumer Health Data Policy. For client records, Base Form processes data on the trainer’s behalf. Trainers agree to use their clients’ health data only to coach them, and not to sell it or use it for advertising.

7. Acceptable use

Don’t use Base Form to break the law, send spam, harass anyone, sell prohibited products or services, upload someone else’s data without permission, or try to break, overload or get around the security of the service.

8. Ending your account

You can stop using Base Form at any time and ask us to close your account. We may suspend or close accounts that break these terms or put other users, clients or payments at risk. Fees already collected on completed payments are not refunded when an account closes, except as described in the Refund Policy.

9. The service as it is

Base Form is in beta. We work to keep it available and correct, but it is provided “as is” without warranties of any kind, to the extent the law allows. To the extent the law allows, Base Form is not liable for indirect or consequential losses, and our total liability for any claim is limited to the fees Base Form collected from your account in the 12 months before the claim.

10. Changes

We may update these terms. If a change is significant we will email account holders before it takes effect. Continuing to use Base Form after that means you accept the new terms.

11. Contact

Questions about these terms: support@baseform.coach.