Terms of Service

PlanFlow Trainer, operated by PlanFlow Trainer LLC (a PlanFlow AI product) · Version 2.1 · Effective June 19, 2026

PlanFlow Trainer is software that helps personal trainers manage their clients and includes an optional AI assistant for training questions. You — the trainer — are responsible for the client information you put into the app and for getting each client's permission before the AI sees their information. The AI gives general training thoughts only; it is not medical, health, dietary, or professional advice, and we don't check its answers before you see them. Voice dictation may send what you say (including names you speak aloud) to your browser's maker; type instead if you don't want that. We limit our liability, but we don't try to limit anything the law says we can't.

1. Who these Terms are between

These Terms of Service ("Terms") are a binding agreement between you and PlanFlow Trainer LLC ("PlanFlow Trainer," "we," "us," "our"), the entity that operates the PlanFlow Trainer service. PlanFlow Trainer is a PlanFlow AI product. By creating an account or using the Service you agree to these Terms. If you are using the Service on behalf of a business, you represent that you are authorized to bind that business.

2. Definitions

Service — the PlanFlow Trainer web application, including the client-management features and the optional "AI Advisor" feature, served at planflowtrainer.com and related subdomains.
Trainer — you, the account holder who uses the Service to manage your training business.
Client — an individual whose information a Trainer enters into the Service (the Trainer's own customer). Clients do not hold accounts and are not parties to these Terms.
Client Data — information a Trainer enters about a Client, including name, contact details, goals, injury notes, and training history.
AI Advisor — the optional in-app feature that lets a Trainer ask training-related questions, optionally in the context of a specific Client's training history, and routes those questions to a third-party AI provider.

3. Eligibility and accounts

You must be at least 18 years old and able to form a binding contract to use the Service. You are responsible for keeping your login credentials secure and for all activity under your account. Notify us promptly of any unauthorized use.

The Service is intended for use by adult professionals managing a training business. It is not directed to children. See Section 12 and the Privacy Policy regarding minors.

4. What the Service does

PlanFlow Trainer lets you manage clients, packages, sessions, exercises, and progress, and — at your option — ask training questions through the AI Advisor. The AI Advisor:

can propose actions (for example, "add bench press to this workout") but cannot create, edit, or delete any data on its own. Every AI-proposed change requires your explicit approval before it takes effect;
is designed so that the third-party AI provider receives Client information only after direct identifiers (names, phone numbers, email addresses, exact dates) have been removed or replaced on our servers, and only for Clients who have granted consent (see the Privacy Policy for detail and limits);
is subject to usage rate limits.

We may add, change, or remove features. We may also suspend or discontinue the Service or any feature, and will make reasonable efforts to give notice of material changes.

5. Your responsibilities for Client Data

You are the party who decides what Client Data to enter and why. Accordingly, you agree that:

You have the right and the permissions to enter the Client Data you provide. You must have a lawful basis, and any consent required by law, to collect that information and to have it processed through the Service — including processing by our sub-processors and the third-party AI provider.
You must obtain Client consent before using a Client's identifiable information or training data with the AI Advisor. The Service provides a two-step consent flow for this purpose. Until a Client's consent is recorded as granted, the Service treats that Client with direct identifiers removed before being sent to the AI (see the Privacy Policy). You are responsible for running that flow honestly and for the accuracy of what you record. Note that this consent governs what our servers send to the AI provider; it does not cover audio your browser may send during voice dictation (Section 8).
Do not enter information about third parties (people who are not your registered Clients) into AI Advisor questions. The system removes identifiers only for your own registered Clients; a third party's name that you type cannot be detected or removed and would be sent to the AI provider. Do not type other people's names, contact details, or health information into AI questions.
Do not enter information you are not permitted to share with an AI service, including information governed by special legal protections you have not cleared for this use (see Section 6 and the Privacy Policy regarding health information and HIPAA).
Minor Clients. If any Client is under 18, you are responsible for obtaining any parental or guardian consent the law requires before entering that Client's information, and for not enabling AI processing of a minor Client's data where the law does not permit it. See Section 12.
Accuracy. You are responsible for the accuracy of the Client Data you enter and for keeping consent records current, including withdrawing consent in the Service when a Client asks you to.

As between you and us, you act as the controller/business for your Client Data and we act as your service provider/processor in handling it on your instructions, as described in the Privacy Policy.

6. The AI Advisor — important limits

Not medical, health, dietary, or professional advice. The AI Advisor provides general training-related information only. It does not provide medical advice, diagnosis, treatment, nutritional or dietary guidance, or any other professional advice, and nothing it outputs should be relied on as such. Always defer to a Client's physician, physical therapist, or other qualified professional for medical, injury, or health questions.

Guardrails are designed behavior, not a guarantee. The AI Advisor is configured with instructions intended to keep it to training topics, refuse medical/nutrition/diagnosis questions, and stay conservative about injuries. These are enforced at the instruction (prompt) level. Large language models can still produce unexpected, incorrect, or inappropriate output, and the Service does not independently filter or validate AI responses before showing them to you. You are responsible for using professional judgment before acting on anything the AI Advisor says.

Injury disclaimer. For injury-related questions, the Service reliably adds a disclaimer to the AI's response on our servers, after the model responds and before you see it. This disclaimer is added by our system and cannot be removed by the AI model. It directs you to defer to the Client's physician or physical therapist for injury-related program changes.

Third-party AI provider. The AI Advisor sends your (de-identified) questions and Client context to a third-party, U.S.-hosted AI provider. That provider processes the data on its own infrastructure under its own terms and data processing agreement. The Privacy Policy describes what is and is not sent.

7. Acceptable use

You agree not to:

use the Service in violation of any law, or to enter data you have no right to enter;
attempt to defeat, bypass, or probe the consent checks, PII scrubbing, rate limits, or other safeguards;
use the AI Advisor to attempt to re-identify de-identified data, or to extract another Trainer's data;
upload malicious code, scrape, or place unreasonable load on the Service;
resell or sublicense the Service except as expressly permitted in writing.

8. Voice features

Voice output (the app reading answers aloud) is produced on your device by your device's built-in speech engine; no audio is sent off the device for that purpose.

Voice input (dictating a question) in production uses your browser's built-in speech recognition. On some browsers (for example, Chrome), your spoken audio is sent to your browser vendor's servers (for example, Google) to be converted to text, outside our control. Important — voice input and Client consent are not the same thing. If you speak a Client's name or details aloud while dictating, that audio (including the name) may pass through your browser vendor under its own terms. This is separate from, and not covered by, the consent a Client gives for the AI Advisor (Section 5), which governs only what our servers send to the AI provider after de-identification. To keep a Client's spoken identifiers out of your browser vendor's systems, type those questions instead of dictating them, or avoid speaking Client names when using voice input.

The separate Groq Whisper transcription path runs only in our demo/sandbox environment with synthetic data and is not part of the production Service. See the Privacy Policy, "Voice features," for detail.

9. Third-party services

The Service relies on third parties including our hosting and AI providers (see the Privacy Policy for the current list). Your use of the Service is also subject to those providers' applicable terms. We are not responsible for the acts or omissions of third-party providers beyond our contractual arrangements with them.

10. Intellectual property

We and our affiliates own the Service and all related software and content, except your data, and the PlanFlow Trainer and PlanFlow AI names and brands are used under that ownership. You retain your rights in your Client Data. You grant us a limited license to host, process, and transmit your Client Data as needed to provide the Service and as described in the Privacy Policy.

11. Disclaimers

The Service is provided "as is" and "as available," without warranties of any kind, express or implied, to the maximum extent permitted by law, including any implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that the AI Advisor's output will be accurate, complete, or suitable for any purpose. This Section does not exclude any warranty or right that cannot be excluded under applicable law.

12. Minors

The Service is not intended for use by children, and Trainers must be adults. We do not knowingly collect personal information directly from children. However, a Trainer may enter information about a Client who is a minor (for example, a youth athlete). If you enter a minor Client's information, you are responsible for obtaining any parental/guardian consent the law requires and for complying with any restrictions on processing minors' data, including restrictions on AI processing. If we learn that information about a child was provided in violation of applicable law, we may remove it. See the Privacy Policy, "Children's information."

13. Limitation of liability

To the maximum extent permitted by applicable law, and except for the liabilities that cannot be limited or waived under applicable law (see below):

neither party will be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, data, or goodwill; and
our total aggregate liability arising out of or relating to the Service and these Terms will not exceed the greater of (a) the amount you paid us for the Service in the twelve (12) months before the event giving rise to the claim, or (b) one hundred U.S. dollars (US$100).

This cap is not a shield against data-breach or privacy claims that the law does not permit us to limit. Nothing in these Terms limits or excludes any liability that cannot be limited or excluded under applicable law, including, where applicable, a consumer's statutory private right of action for certain data breaches (for example, under the California Consumer Privacy Act), liability for gross negligence or willful misconduct, or any other non-waivable liability. Where a limitation or exclusion in this Section is not permitted by law, it applies only to the extent permitted.

Because the Service is used to process health-related Client information, you acknowledge that the limitations above do not relieve either party of obligations imposed by privacy and data-protection laws.

14. Indemnification

You agree to indemnify and hold PlanFlow Trainer LLC harmless from claims, damages, and reasonable costs arising out of (a) Client Data you entered without the rights or consents required by law, (b) your failure to obtain Client consent before AI processing, (c) your entry of third-party or minor information in violation of these Terms or applicable law, or (d) your other breach of these Terms — except to the extent the claim arises from our own breach or from any liability that applicable law does not permit to be shifted to you.

15. Term and termination

You may stop using the Service at any time. We may suspend or terminate your access if you breach these Terms or if required to protect the Service or other users. On termination, your right to use the Service ends; provisions that by their nature should survive (including Sections 5, 6, 10, 11, 13, 14, and 16) survive. Data export, deletion on termination, and breach notification are addressed in the Privacy Policy.

16. Governing law and disputes

These Terms are governed by the laws of the United States, without regard to conflict-of-laws rules. Nothing in this Section waives any right or remedy that applicable law does not permit to be waived, including any consumer protections available in your jurisdiction.

17. Changes to these Terms

We may update these Terms. If we make material changes, we will provide reasonable notice (for example, in-app or by email) before they take effect. Continued use after the effective date of an update means you accept the updated Terms.

18. Contact

Questions about these Terms: support@planflowai.com

Operator: PlanFlow Trainer LLC, a PlanFlow AI product.

These terms use standard, plain-language SaaS provisions adapted to how PlanFlow actually works. Where these terms and the application code ever differ on how the Service behaves, the code governs and this page will be corrected.