Terms of Service

These Terms of Service (the “Terms”) are a binding agreement between CoachHQ Apps FZCO, a free zone company incorporated under the International Free Zone Authority (IFZA), Dubai, United Arab Emirates (licence number 76556, registered address Premises 76556-001, IFZA Business Park, Dubai Digital Park, Dubai Silicon Oasis, Dubai, United Arab Emirates) (“CoachHQ”, “we”, “us”) and the business on whose behalf an account is created (“you”, the “Customer”). By ticking the acceptance box at signup, creating an account, or using the Services, you agree to these Terms.

1. The Services

“Services” means the CoachHQ platform at app.hq.coach and associated APIs, including (a) the full CoachHQ subscription plans and (b) the free Call Tracker plan described in Schedule 1, which is subject to the additional terms there. Schedule 1 prevails over the general Terms if they conflict, but only for Call Tracker plan accounts.

2. Accounts and security

• You must provide accurate account information and keep it up to date.
• You are responsible for all activity under your account and for keeping credentials confidential. Tell us immediately at security@hq.coach if you suspect unauthorised access.
• You must be at least 18 to create an account.
• Staff seats you create are your responsibility; their use of the Services is attributed to you.

3. Acceptable use

You must not, and must not permit anyone else to:

• use the Services unlawfully, or to store or transmit unlawful, infringing or harmful material;
• send spam or unsolicited communications through the Services in breach of applicable law (including PECR);
• attempt to probe, scan, breach or test the vulnerability of the Services, or bypass any access or plan restriction (including accessing modules not included in your plan);
• reverse engineer, copy, resell or make the Services available to third parties except as intended;
• use the Services to build a competing product;
• create accounts by automated means, or create multiple free accounts to circumvent limits.

We may suspend or terminate accounts that breach this section.

4. Third-party integrations

The Services connect to third-party products you choose to link (for example Calendly, Slack, Stripe, Whop, Trainerize). Your use of those products is governed by their own terms, and we are not responsible for them. You authorise us to exchange data with an integration you connect, to provide the Services. If a third party changes or withdraws an API, we may modify or discontinue the affected feature.

5. Your data

• “Customer Data” means data you or your integrations submit to the Services, including personal data about your clients, leads and staff.
• You own Customer Data. You grant us a licence to host, process and display it solely to provide, secure and improve the Services.
• Between us, you are the data controller of Customer Data and we are your processor. Our processing is described in the Privacy Policy, which includes the processing terms, sub-processor list and international transfer safeguards. You are responsible for having a lawful basis to collect the personal data you put into the Services and for your own privacy notices to your clients.
• We may use aggregated, de-identified usage data (never identifying you or your clients) to operate and improve the Services and, in aggregate form, in marketing (for example totals processed across the platform).
• You can export your Customer Data at any time while your account is active (and, for Call Tracker accounts, during the retention window in Schedule 1).

6. Fees and payment

• Paid plans are billed through our payment providers (currently Whop and/or Stripe) at the price and interval presented at checkout. Where billing is “every 4 weeks”, that means every 28 days — 13 charges per year, not 12.
• Prices may change with at least 30 days’ notice; changes apply from your next billing period after the notice.
• Except where required by law or expressly stated, fees are non-refundable. Cancelling stops future charges; it does not refund past ones.
• The free Call Tracker plan requires no payment method and carries no charge — see Schedule 1.

7. Intellectual property

We (and our licensors) own the Services, including all software, designs and branding. No rights are granted except the right to use the Services under these Terms. Feedback you give us may be used without restriction or obligation.

8. Availability and support

We aim for high availability but the Services are provided “as available”; maintenance, third-party outages and events beyond our control can interrupt them. We may modify features over time, provided we do not materially reduce the core functionality of a paid plan mid-billing-period. Support is provided by email at hello@hq.coach.

9. Disclaimers

Except as expressly set out in these Terms, the Services are provided without warranties of any kind, whether express or implied, including fitness for a particular purpose and non-infringement. Analytics (including show-up, close and cancellation rates) are derived from the data supplied to the Services and are provided for information only — we do not warrant business outcomes, and nothing in the Services is financial or professional advice.

10. Liability

• Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot be limited under the governing law in section 14.
• Subject to that: neither party is liable for indirect or consequential loss, loss of profits, revenue, goodwill, or loss or corruption of data (except our data-protection obligations in the Privacy Policy).
• Our total aggregate liability in any 12-month period is capped at the fees you paid us in that period — or, for accounts that have only ever used the free Call Tracker plan, £100.

11. Indemnity

You will indemnify us against third-party claims arising from your Customer Data, your breach of section 3 (acceptable use), or your breach of data-protection law as controller.

12. Suspension and termination

• You may cancel at any time from the Services or by emailing hello@hq.coach; paid plans end at the close of the current billing period.
• We may suspend or terminate for material breach (with notice and a reasonable cure period where practicable), for non-payment, or where required by law.
• On termination we retain Customer Data for 90 days for retrieval (export available on request), then delete or irreversibly anonymise it within a reasonable period, except where law requires longer retention. Call Tracker accounts follow the retention timeline in Schedule 1.

13. Changes to these Terms

We may update these Terms. For material changes we will give at least 30 days’ notice by email or in-app. Continued use after the effective date is acceptance. If you do not accept a material change, you may terminate before it takes effect.

14. General

These Terms (with the Privacy Policy) are the entire agreement and supersede prior discussions. Neither party relies on anything not written here. If a clause is unenforceable, the rest stand. We may assign these Terms as part of a corporate reorganisation or sale; you need our consent to assign. No third party has rights under these Terms.

Governing law: these Terms, and any dispute or claim arising out of or in connection with them, are governed by the laws of the Dubai International Financial Centre (DIFC), and the DIFC Courts have exclusive jurisdiction.

Schedule 1 — Call Tracker Free Access Terms

These additional terms apply to accounts on the free Call Tracker plan (“Free Access”).

1. What Free Access includes

• The sales-call tracking module: Calendly connection, appointment and sales-call analytics, related settings, Slack notifications, and up to 5 staff seats with call-tracking permissions.
• Other CoachHQ modules (client management, payments, forms, contracts, emails and others) are visible but not included, and are technically restricted.
• No payment method is taken at signup and nothing is charged during Free Access.

2. Duration

• Free Access runs for 90 days from account creation (the “Free Period”).
• Around 10 days before the Free Period ends, we will ask you to choose: add a payment method to continue the tracker as a paid subscription (currently £50 every 4 weeks, presented at checkout), upgrade to a full CoachHQ plan, or continue to the end of the Free Period without adding anything. If you choose to add a payment method, billing starts when the Free Period ends — the remaining days stay free.
• If you decline to add a payment method, your Calendly connection is disconnected at that point and new bookings are no longer captured; access otherwise continues to the end of the Free Period.

3. After the Free Period

• If you have not subscribed, the tracker becomes read-only: you can view and export your data but not capture new calls.
• Your data is retained for 90 further days, during which you can export it or subscribe to restore full access.
• After that 90-day retention window the account is archived and access ends; data is then deleted or irreversibly anonymised in line with the Privacy Policy.

4. Fair use and availability of the offer

• Free Access is limited in number (for example to a launch cohort), offered at our discretion, one per business, and may be withdrawn for new signups at any time. Withdrawal never shortens a Free Period already granted.
• We may reclaim Free Access accounts created by bots, resellers, or to circumvent limits.

5. Service level

Free Access is provided “as is”, without support commitments or warranties beyond those that cannot be excluded, and section 10’s £100 liability cap applies. We will never charge you during Free Access — we could not, as no payment method exists on the account.

Questions about these Terms: hello@hq.coach · CoachHQ Apps FZCO, IFZA Business Park, Dubai Digital Park, Dubai Silicon Oasis, Dubai, UAE