Studio terms of service

Last updated: 6 October 2026

These terms are the agreement between Slate and the studio, gym or other business ("you") that uses Slate to take bookings. They cover the service, fees, cancellation, data protection and liability. By signing up, or by using the platform, you agree to them. If you are a customer booking with a studio, the booking terms apply to you instead.

1. Who we are

Slate Ops Ltd trades as Slate. Email: bookings@slateops.co.uk.

2. The service

Slate is online booking, payments, memberships and front-desk software, offered on the plans described on our pricing page. Each plan includes a number of locations and a set of features, and some features can be added for a monthly fee. We set the platform up with you on a call and support you by email.

3. Your account

  • You must be a business, and the person signing up must be entitled to act for it.
  • You are responsible for everyone you give access to, including staff logins and PINs, and for keeping those credentials secure.
  • You must give us accurate contact and billing details and keep them up to date.

4. Fees and billing

  • Fees are as shown on the pricing page when you sign up, or as agreed with you in writing. Where VAT applies it is added at the current rate.
  • Monthly plans are billed monthly in advance. Yearly plans are billed for the year in advance.
  • We take no commission on your bookings. Stripe's card fees are charged by Stripe under your own Stripe agreement and are not our fees.
  • We may change our prices with at least 30 days' notice by email. A change takes effect at your next renewal after the notice period, and you can cancel before then.
  • If a payment fails or an invoice is overdue, we will tell you. If it is still unpaid 14 days later we may suspend your account until it is paid.

5. Term and cancellation

  • Monthly plans roll month to month. Tell us by email and your plan stops at the end of the current month. There is no refund for the remainder of a month.
  • Yearly plans run for the year and then renew for a further year unless either of us cancels before the renewal date. Yearly fees are not refunded for the unused part of the year.
  • We may end this agreement with 30 days' notice, and immediately if you break these terms, do not pay, or use the platform unlawfully.
  • When the agreement ends you can export your bookings and customer data for 30 days. After that we delete your data, apart from records we must keep by law. Bookings your customers have already made remain your responsibility to honour.

6. Payments and Stripe

Card payments run through your own Stripe account under your agreement with Stripe. You are the merchant of record for every sale. Refunds, failed payments, disputes and chargebacks are between you, your customer and Stripe, and any Stripe fees or penalties are yours. Slate never holds your funds, is not a payment institution, and is not responsible for Stripe's availability, decisions or fees.

7. Your responsibilities

  • Everything you publish through the platform (session descriptions, prices, photos, cancellation policies, waiver and health-declaration wording, emails to customers) is your content. It must be accurate, lawful and yours to use. We do not review it.
  • You are responsible for your customers: delivering the sessions, your premises, health and safety, insurance, age rules, and consumer-law obligations such as clear cancellation terms.
  • You must only send marketing emails to customers who have agreed to receive them, and must honour unsubscribes. If you add analytics or advertising pixels to your booking page, you must obtain the consent the law requires.
  • You are responsible for your own taxes, including VAT on what you sell.
  • You must not use the platform for anything unlawful, to send spam, to store data you have no right to hold, or to probe or disrupt it.

8. Our responsibilities

  • We provide the platform with reasonable skill and care.
  • We aim to keep it available at all times, but we cannot promise it will be uninterrupted or error-free. We may take it offline briefly for maintenance, and will give notice where we can.
  • We keep backups of the database and can restore from them if we need to.
  • We answer support emails ourselves, normally within one working day.
  • We may improve or change features over time. If we remove a feature you rely on we will give you at least 30 days' notice.

9. Data protection

For your customers' and staff's personal data, you are the controller and Slate is your processor under UK GDPR. This section is our data processing agreement.

  • Instructions: we process personal data only to provide the platform to you and on your documented instructions, which include your use of the platform's features. We will tell you if we think an instruction breaks the law.
  • What and whose data: contact details, booking, membership and payment records, marketing preferences and operations records of your customers, prospective customers and staff, for as long as you use the platform.
  • Confidentiality and security: the people who can access the data are bound to keep it confidential. We use the measures described in our privacy policy, including encryption in transit and at rest, access controls and backups.
  • Sub-processors: Stripe, Resend, Anthropic, Sentry, Supabase and Vercel, as described in the privacy policy. We will tell you by email before adding or replacing one, and you may end this agreement if you object on reasonable grounds.
  • International transfers: where a sub-processor is outside the UK, the transfer is covered by UK adequacy regulations or the UK International Data Transfer Addendum.
  • Help with your obligations: we will help you respond to requests from individuals about their data, and with security and impact assessments, within reason.
  • Breaches: we will tell you without undue delay if we become aware of a personal data breach affecting your data, with the information you need to meet your own reporting duties.
  • Audit: we will answer reasonable written questions about our processing, and provide the information you need to show we meet our obligations.
  • At the end: you can export your data, and we delete it as described in section 5, apart from what the law requires us to keep.

You confirm that you have a lawful basis for the data you put into the platform, that your privacy policy covers your use of Slate, and that you will deal with requests from your own customers and staff.

10. Intellectual property

The platform, its design, code, name and documentation belong to us and our licensors. We grant you a non-exclusive licence to use them to run your business while this agreement lasts. Your name, logo and content remain yours; you grant us a licence to use them to provide the service, for example on your booking page and in your emails. If you give us feedback or suggestions, we may use them without obligation to you.

11. Confidentiality

Each of us will keep the other's non-public information confidential and use it only for this agreement, except where the law requires disclosure. We may name you as a customer unless you ask us not to.

12. Liability

  • Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot be limited by law.
  • Subject to that, our total liability to you under this agreement in any 12-month period is limited to the fees you paid us in the 12 months before the claim arose.
  • We are not liable for loss of profit, revenue, business, goodwill or anticipated savings, for indirect or consequential loss, for loss of data beyond what we can restore from our backups, or for anything caused by Stripe, email providers, your internet connection, your content, or your breach of these terms.
  • You will cover us for any claim, fine or loss we suffer because of your content, your policies, your treatment of your customers or staff, or your breach of the law or these terms.

13. Suspension

We may suspend your account, with notice where practical, if we reasonably believe it is being used unlawfully, is a security risk, is harming the platform or other studios, or if fees are unpaid under section 4. We lift the suspension as soon as the cause is resolved.

14. Changes to these terms

We may update these terms. For material changes we will email you at least 30 days before they take effect, and you can cancel before then if you do not accept them. Continuing to use the platform after that date means you accept the new terms.

15. General

  • These terms, the pricing page and anything we agree with you in writing are the whole agreement between us.
  • Neither of us is liable for delay or failure caused by events outside reasonable control, such as outages at third-party providers, severe weather, or government action.
  • You may not transfer this agreement without our consent. We may transfer it to a successor business that takes on the platform, and will tell you if we do.
  • Notices are sent by email to the addresses each of us has on record.
  • If any part of these terms is unenforceable, the rest still applies. Not enforcing a term straight away does not waive it. Nobody other than you and us can enforce these terms.

16. Governing law and jurisdiction

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute.

17. Contact

Questions about these terms, billing or data protection: email bookings@slateops.co.uk.