Gym Partner Terms

These Gym Partner Terms ("Gym Terms") apply to any gym or fitness centre that lists on Zyken and sells memberships or day passes through Zyken. They are an agreement between the gym business ("you") and Zenthrive Studios, Godawari-11, Lalitpur, Nepal ("Zyken"). They apply together with our Terms of Service, Privacy Policy and Refund & Cancellation Policy. If they conflict on a gym matter, these Gym Terms prevail. The person who accepts these terms confirms they are authorised to bind the gym.

1. Your relationship with Zyken

You are an independent business. You provide gym access and services to members, and you are responsible for your premises, equipment, staff and services. Zyken provides the listing, membership sales, payment collection as your limited collection agent, QR check-in tools and the gym portal. Nothing in these terms makes you Zyken's employee, agent or partner.

2. Verification

1. Apply through the Zyken web portal with your business name, PAN/VAT number and a copy of the certificate, your business registration number and certificate, contact phone and email, address, city, map location, a description and photos of the gym (up to 8).
2. Review: Zyken checks the documents and may visit or call you or ask for more information, such as a municipal permit. We may reject an application with a reason.
3. Approval: when approved, your gym is created as verified with its first branch at the address and location you gave. The applicant becomes the Owner.
4. Keep your registration and PAN/VAT details valid and tell us about any change of ownership, name or address.

3. Plans: Starter and Pro

• The rates that apply to your gym are as shown in your dashboard or partner agreement. The defaults above apply unless a different rate has been agreed with you.
• The Pro software fee is charged for each month your gym is on Pro, and is deducted from that month's earnings. If your earnings for a month are less than the fee, the shortfall carries forward and is deducted from later earnings.
• We will give you at least 30 days' notice before increasing any commission rate or fee.

4. Branches, plans and listings

• Branches: keep each branch's address, map location, phone, opening hours, women-only hours, facilities and photos accurate. Update the listing before any change such as a holiday closure or new hours.
• Plans: you create memberships (duration from 1 to 730 days, with unlimited or limited visits) and day passes, each with a price in NPR (including VAT where applicable), branch scope (all or selected branches) and access notes.
• Accuracy: do not advertise facilities, equipment, classes or staff you do not have.
• Sold plans cannot be deleted, only deactivated, so existing members keep their terms.

5. Honouring memberships

• When a member buys a plan, its name, price, duration, visit limit and branches are saved with the membership. You must honour those terms for the full membership period, even if you later change or deactivate the plan.
• Members may choose a start date up to 30 days ahead. A membership becomes active when payment is confirmed.
• You must give Zyken members the same access, facilities and treatment as your other members on an equivalent plan. You must not charge them extra entry fees or ask them to pay again at the desk.
• If a branch closes (temporarily or permanently) or you cannot provide the service, you must tell Zyken and affected members promptly. Refunds to members for unused periods are deducted from your earnings (see section 10).

6. QR check-in

• Members show a rotating QR pass in the Zyken app. It refreshes every 30 seconds and cannot be reused from a screenshot.
• Your staff scan it in the gym portal at the branch. The system checks the membership status, dates, branch, visit limit and whether the member has already checked in within the last 4 hours, and records every scan attempt.
• Admit members whose scan shows OK. Do not admit members, or record visits, in any other way on behalf of Zyken, and do not scan passes for people who are not present.
• If the system shows an error you think is wrong, admit the member if their membership is clearly valid, and contact Zyken the same day.

7. Staff seats and roles

• Owner: full control, including the gym profile, staff seats, payouts and the payout account. The Owner's seat cannot be changed or removed by other staff.
• Manager: manages branches, plans and coach affiliations, views members, and on Pro can export members and view analytics.
• Front desk: checks members in and views the member information needed at the desk (with masked phone numbers).
• Manager and front-desk seats can be limited to specific branches.
• Give each staff member their own Zyken account. Do not share logins. Remove access immediately when someone leaves.
• You are responsible for everything your staff do in the portal and for how they handle member data.

8. Safety and facilities

You are responsible for the safety of your premises and services. In particular, you must:

• maintain equipment in good, safe working order, inspect it regularly, and take faulty equipment out of use;
• employ trained staff and qualified trainers, and supervise members appropriately;
• keep a first-aid kit available, have staff trained in basic first aid, and have a plan for medical emergencies (including calling 102);
• keep the premises clean, hygienic, well ventilated and compliant with fire safety and local rules;
• hold the licences and permits required by law and public liability insurance where applicable;
• respect women-only hours and provide safe changing facilities as advertised.

9. Coach affiliations

• You may invite verified Zyken coaches to work at selected branches, or approve coaches who request to join. An active affiliation lets the coach run in-person Zyken sessions at those branches.
• Any commercial arrangement with a coach (for example, floor fees or revenue sharing) is between you and the coach.
• You may end an affiliation at any time in the portal. You must not discriminate against Zyken members who train with an affiliated coach.

10. Payments, payouts and refunds

• Collection: members pay Zyken through eSewa, Khalti or Fonepay. Zyken collects this as your limited collection agent. Payment to Zyken counts as payment to you.
• Ledger: each paid membership records the price as your sale, minus Zyken's commission.
• Monthly payouts: on the 1st of each month, Zyken calculates your net balance for the previous month (sales minus commission, any Pro software fee, refunds, adjustments and any carried-forward shortfall). If positive, a payout is created and transferred to your verified payout account (bank, eSewa or Khalti) in the gym's name, normally within 10 business days. Only the Owner manages the payout account and sees payouts.
• Refunds: member refunds follow the Refund & Cancellation Policy. Refunds caused by the gym (for example, closure, refusing valid passes, facilities not as listed) are deducted from your earnings. We may hold amounts related to open disputes.

11. Taxes

You are responsible for your own taxes, including VAT and income tax, and for keeping a valid PAN/VAT registration. Where required, you must issue a valid tax invoice or bill to members. Zyken will invoice you for its commission and software fee where required, and may deduct tax at source where the law requires.

12. Member data

Through the portal, depending on the staff role, you can see members' names, phone numbers, membership details and check-in history for your gym only. You must:

• use this data only to provide gym access and services to those members and to manage their membership;
• not use it for unrelated marketing, sell it, share it with third parties, or copy it into other systems unless needed to run the membership;
• keep any exported member lists (Pro) secure and delete them when no longer needed;
• follow Nepal's Individual Privacy Act, 2075 and tell Zyken immediately about any data breach.

Members' medical information is never shared with gyms.

13. Suspension and termination

• We may pause your listing or suspend or close your gym account for breaching these terms, failing to honour memberships, safety concerns, serious or repeated member complaints, invalid documents, or where required by law. Where reasonable, we will give notice and a chance to respond first. In serious cases we will act immediately.
• You may leave Zyken by giving 30 days' notice at [email protected]. You must either continue to honour active memberships until they end, or agree that pro-rata refunds for the unused periods are deducted from your earnings. Your account can be closed once there are no active members and your balance is settled.
• After termination, we pay what you are owed, minus refunds and amounts you owe Zyken. Sections on liability, data and records continue to apply.

14. Liability and indemnity

You are responsible for injuries, losses or damage arising from your premises, equipment, staff and services. You agree to cover Zyken's reasonable losses and costs arising from claims caused by your premises, equipment, staff or services, or your breach of these terms or the law, except to the extent caused by Zyken.

15. Changes and contact

We may update these Gym Terms. For material changes we will notify your Owner and Managers and ask you to accept the new version. Rate and fee increases are subject to the notice in section 3. Questions: [email protected].