Terms & Conditions

Last updated 17 September 2026 · version 2026-09-17

These terms govern your use of Tap In Book (“the Service”), sign-in and attendance software for gyms, clubs and studios provided by Property Workflow Systems Ltd, Unit 6, Orchard Business Units, Cockaynes Lane, Alresford CO7 8BZ (“we”, “us”). By creating an account you agree to them.

1. What the Service is

The Service has two halves. A sign-in screen, which you open in a browser on a tablet by your door and which the people who train with you use to record that they have arrived; and an office side, which you open on a phone or a computer and which shows you who came, how often, who is using more than they pay for and who has stopped coming. You can also keep your members’ details, what each of them pays for, and a weekly timetable.

Each account has its own web address (yourgym.tapinbook.co.uk) and is for the use of your business and the people you give logins to.

What it deliberately does not do. It does not take money from your members, book them onto classes, or open doors. It does not turn anybody away at the sign-in screen: somebody whose membership has lapsed, is frozen or was cancelled is recorded like everybody else and you are told about it afterwards. It is not a check-in screen for a GP surgery, a dental practice or anywhere else that handles health records, and it must not be used as one.

2. Accounts

You must give accurate details and keep your login secure. You are responsible for what happens under your account and for who you give a login to. You must be at least 18 and authorised to accept these terms for your business. Do not use the Service for anything unlawful, and do not attempt to disrupt it, reverse-engineer it or reach another account’s data.

A paired tablet is not a login. Pairing gives a tablet a long-lived credential that can reach the sign-in screen and nothing else — no member record, no report and no setting. You can revoke it from Settings at any time, which is what you should do if a tablet goes missing. Anyone who can physically reach a paired tablet can record a sign-in, and while the name list is switched on they can see the names of your members. That is a decision about your own premises, and section 6 covers it.

3. Free trial and subscription

New accounts include a 30-day free trial with no payment details required. After that, continued use needs a subscription: £19 a month or £190 a year, and both prices include VAT. One price covers the whole gym and as many tablets as you have doors; we do not charge per device or per member. Prices are in GBP. Any change to a price is notified at least 30 days in advance and, for a yearly subscription, takes effect at your next renewal; you may cancel before it does.

If you subscribe before the trial ends you keep the rest of it: your card details are taken at checkout, nothing is charged until the trial would have ended, and if you cancel before then you pay nothing.

What happens if you do not subscribe. The account becomes read-only on the day the trial ends. Nothing is deleted; you can still sign in, look at every member and every sign-in, and download all of it. But you cannot add or change anything, and the tablet by your door stops recording people. We say that plainly here, on the Billing page and in the emails we send before the trial ends, because it is the one consequence that would otherwise be discovered by a queue of people at a door.

Subscriptions are bought on our website. Payments are collected by our reseller and Merchant of Record, Paddle (Paddle.com Market Ltd), whose buyer terms also apply to the purchase; your receipts and VAT invoices are issued by Paddle. Subscriptions renew automatically each month or year until cancelled. See our Refund & Cancellation Policy.

4. Your members’ data, and who is responsible for it

You own everything you put in. You can download it at any time as spreadsheets from Settings → Your data.

For the records you keep about your members, you are the data controller and we are your processor. They are your members; you decided to hold their details, you decide what else to hold, how long to hold it and who to share it with, and you are responsible for having a lawful basis to do so and for telling them. Our Data Processing Terms form part of this agreement, meet Article 28 of the UK GDPR, and apply automatically — there is nothing to request or sign. For your own account details (the people who sign in here, your business name, your subscription) we are the controller, and our Privacy Policy covers that.

Children. If you run junior classes, you will be holding personal data about children — and, on the child’s record, a parent’s or guardian’s name and contact details. That is yours to justify, to explain to the parents, and to keep no longer than you need. What the Service does about it is described in section 6 and in the Data Processing Terms: in short, where a member has a guardian recorded, every message the Service sends about that member goes to the guardian and never to the child.

5. Availability, and what we do not promise

We aim to keep the Service available and reliable and we may suspend it briefly for maintenance or updates, but we do not guarantee uninterrupted access. Features may change or improve over time.

Your account is backed up every night. Every night we take a copy of your whole account — your members, their memberships and plans, your timetable, your tablets, every sign-in and every message you have sent — and we keep the last 30 nights of it. Each copy is written twice: once alongside the live database and once into separate object storage, so that a fault which takes out one cannot take out the other. The public demo gym is the one account not backed up, because it is rebuilt from scratch every night and there is nothing in it that belongs to anybody.

Two things are deliberately left out of that backup, and it is better that you know now than on the morning you need it. Your members’ four-digit PINs and your tablets’ pairing credentials are not copied into it. Both are credentials, and a backup that carried them could put a tablet you had revoked back on your wall. So if we ever have to restore your account from a backup, every paired tablet will ask for a new pairing code from Settings → Devices, and any member who signs in with a PIN will need a new one issuing. Everything else — every member, every sign-in, every record — comes back as it was.

A backup is our copy, taken so that we can put your account back after a fault at our end. It is not a substitute for your own: download your records from Settings → Your data whenever it matters to you. That download is the copy fully within your control, and it works even when the account is read-only.

6. The tablet by your door, and what it shows

These are decisions about your own premises and your own members. The Service gives you the switches; how you use them is yours.

• The name list shows names. If you switch on the name picker, somebody standing at the tablet sees a row of initials and then the members filed under the one they tap. In a gym where everybody trains together that is usually unremarkable. If it is not right for yours, switch it off and use the four-digit PIN instead, which names nobody until the PIN matches. You should tell your members which of these you are using.
• Photographs. The Service does not ask for photographs of members and none can be uploaded today. If that changes and you switch it on, a member’s face appears on a screen in a public room, it is you who has decided that, and you should have told them first.
• Guests. If you switch on “Not on the list?”, a visitor types their name and phone number on the tablet. That record is yours, it is personal data about somebody who is not your member, and the lawful basis for keeping it and for ringing them afterwards is yours to establish.
• Sign-ins are attendance records. They say who was in your building, on which day, at what time, and which class it was. Treat them accordingly.
• The three-second confirmation. After somebody signs in the tablet shows their first name and then clears itself, so the next person in the queue does not see who went before them.
• Working without a connection. When the tablet has no network, sign-ins made with the name list or as a guest are held in that browser and sent when it reconnects, with the time they actually happened. Until they are sent they exist only on that tablet: if it is lost, reset or cleared before it reconnects, they cannot be recovered. A PIN cannot be checked without a connection, and the tablet says so rather than pretending.

7. What the Service works out, and what remains yours to check

Some of what you see is calculated. You decide what to do about it, and you remain responsible to your own members.

• Allowances and “over allowance”. A week runs Monday to Sunday. A sign-in counts against an allowance only if the membership was active at the moment it happened, so a frozen fortnight counts for nothing and a guest counts against nobody. The figure is a prompt for a conversation, not a decision: the Service never tells a member they have been coming too often, and it never stops anybody at the door.
• Which class a sign-in belongs to. It is matched to the nearest class on your timetable within a window you set. If nothing matches it is recorded as a plain arrival. If your timetable changes, what was already recorded keeps the class it was recorded against.
• Messages to your members. The “drifting” nudge goes out in your gym’s name, from wording you can edit, with replies coming to you. It is off until you switch it on, it honours a member’s opt-out, and where a member has a guardian recorded it is addressed to the guardian. The content and the contact details are yours, and so is the lawful basis for sending it.
• The daily digest is a report to you about your own gym. It is never sent to a member.
• Plan prices are recorded so your reports can say what somebody pays. The Service does not collect that money, does not calculate VAT on it, and is not a bookkeeping service.

8. Cancellation and suspension

You can cancel at any time — see the Refund & Cancellation Policy. We may suspend or close an account that breaches these terms or that we reasonably believe is being used unlawfully, giving notice where we can. On closure you may download your data first.

9. Liability

Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited. The rest of this section is subject to that.

The Service is provided on a reasonable-efforts basis. We are not liable for loss of profit, revenue, business, contracts, goodwill or anticipated savings, for business interruption, for reputational damage, or for any indirect or consequential loss — in each case however it arises. We are not liable for the acts, failures or outages of services outside our control, including Paddle, your internet connection, the tablet or browser you use, and your email provider.

Subject to the above, our total liability to you for all claims arising in any 12-month period is limited to the greater of the fees you paid us in that period and £500.

The Service is a tool for running your gym. It is not legal, data-protection, safety or insurance advice, it is not a fire register or an evacuation list, and it does not replace your own records or your own judgement.

10. Governing law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

11. Contact

Property Workflow Systems Ltd
hello@tapinbook.co.uk
+44 7777 511156

Email reaches a person and is the quickest route. The phone number is here because a trader selling at a distance should give one where it exists, not because there is a call centre at the end of it.