Studio Agreement

Last updated: October 6, 2026

This Wolfore Studio Agreement (the “Agreement”) is between Wolfore LLC, a Wisconsin limited liability company (“Wolfore,” “we,” “us”), and the fitness business identified at signup (the “Studio,” “you”). It governs your use of Wolfore Studio. By creating a Studio, adding staff, or provisioning members, you agree to this Agreement, and your staff’s and members’ individual use of Wolfore remains governed by our Terms of Service and Privacy Policy.

Who can accept this Agreement

Whoever accepts this Agreement must be at least 18 years old and authorized to enter into it on behalf of the Studio. By accepting, you represent that both are true. If you are not authorized to commit your business to an agreement, do not accept this one; have someone who is do it.

This is separate from the minimum age for using Wolfore at all, which is 13 and is covered by our Terms of Service. We do not set an age requirement for your trainers beyond that. Who you employ, and who you give access to Member information, is your decision and your responsibility under the laws that apply to your business.

What Wolfore Studio is

Wolfore Studio lets your trainers build strength training programs for your clients (“Members”), track their progress, and print program sheets. Members may also use the Wolfore app individually under Wolfore’s standard Terms of Service and Privacy Policy, which continue to apply to their personal accounts.

Seats and how members are added

Your license includes a set number of trainer seats and member seats. A member seat is occupied by each active or invited (pending) Member. Declined Members and past Members do not occupy seats. While your Studio has an active subscription or complimentary plan, each trainer’s individual Wolfore account is included at no charge, and a trainer who was paying for their own subscription stops being charged at the end of their current period. During your free trial, trainers’ individual trials run at least as long as yours. When someone stops being your staff, or your Studio stops using Wolfore, that inclusion ends and they get a 35-day free trial of their own.

Past Members are free, and there is no limit on how many you keep. When someone stops training with you, their record becomes a past Member: their name and email, and the programs your staff wrote for them. It costs you no seat and you can hold it for as long as your Studio is active. Reactivating a past Member returns them to an ordinary Member and occupies a seat again.

Because past Members are free, marketing email is metered instead. Each trainer seat includes an allowance of marketing emails per month across your whole roster, active and past. Operational messages to active Members (a closure, a schedule change, an invitation) do not count against it. You can see your usage in Studio, and we will warn you before you reach the limit.

Members can be added two ways:

• Print members. You create a Member record so you can program and print for them. No email is sent by Wolfore. You are responsible for giving that person the notice described below.
• App invites. Wolfore emails the person an invitation to claim their account. The person controls whether and when to claim it.

Member app licenses

You can buy member app licenses and assign them to your active Members. A Member with a license gets the full Wolfore app at no cost to them, and if they were paying for their own subscription, it stops being charged at the end of their current period. A license can’t be given to someone who already has full access another way, such as one of your trainers.

Licenses come in two pools, monthly and yearly, each billed as its own subscription. Each pool is priced by volume: the more licenses in a pool, the lower the price of each one, and every license in that pool is billed at the rate its total count reaches, so adding licenses can lower the price of the ones you already have. The current prices are shown in Studio before every purchase. Monthly licenses can be added at any time. Yearly licenses are available while your Studio plan is billed yearly, or while your Studio has a complimentary plan. Both pools renew on your Studio plan’s billing day, and a license added part way through a period is charged now for the time until that day.

You don’t need to remove licenses you aren’t using. On each renewal day we lower each pool’s count to the licenses you have assigned, when that lowers your bill. We never add licenses for you.

If you switch your Studio plan from yearly to monthly, the switch takes effect on your renewal day, and your yearly licenses switch to monthly on that same day. You can cancel a scheduled switch any time before then. If your Studio subscribes monthly while it holds yearly licenses, those licenses switch to monthly straight away, and the unused part of the year becomes credit on your account that pays your next bills.

If your Studio stops being subscribed (your subscription ends, your free trial ends, or a complimentary plan is withdrawn), your licenses stop renewing and you aren’t charged again. Your Members keep their licenses until the end of the period already paid for, and if you subscribe again before then, your licenses carry on renewing. Unassigning a license, removing a Member, or deleting your Studio ends that Member’s license. The first time a Member’s license from your Studio ends, they get a 35-day free trial of their own.

Email you send through Wolfore

Wolfore sends email on your Studio’s behalf, but your Studio is the sender. You are responsible for what you send and for complying with the email and marketing laws that apply to you (in the United States, for example, the CAN-SPAM Act). For marketing email in particular, you will:

• include your Studio’s valid postal address. Wolfore requires one before a newsletter can be sent; a PO box or mailbox service is acceptable;
• only email non-member Contacts who have agreed to hear from your Studio, and keep a record of that agreement;
• never re-add someone who has unsubscribed, or otherwise work around an unsubscribe; and
• keep subject lines and content honest and not misleading.

Every marketing email carries an unsubscribe link, and Wolfore honors it automatically. Operational messages, such as a closure or a schedule change, must be genuinely operational and not used to promote. Because every Studio shares Wolfore’s sending reputation, Wolfore may limit, pause, or suspend your Studio’s email if we see high complaint or bounce rates, a message that breaks this section, or other abuse, and may require your Studio to send from its own verified email domain.

Accounts you create belong to the people they describe

When you provision a Member, you create a Wolfore account bound to the email address you provide. Until it is claimed, that account is a record you manage. Once a person claims the account, or if the email already belongs to an existing Wolfore user, the account is theirs: connecting it to your Studio requires their consent, and Wolfore will never transfer, expose, or restore your access to a personal account without it.

If a person declines your connection request, that decision is final until they accept a new request. You may send a new request, but you agree not to use repeated requests to pressure anyone.

The data you provide

You may only provide Wolfore with information you are authorized to share. For each Member you provision, that means at minimum a name and an email address, provided with the person’s knowledge (or their parent or guardian’s, as described below). You represent that this information is accurate and lawfully collected.

Your Studio’s content

You can add your own content to Wolfore Studio, such as your logo, brand colors, exercise video links, and your Studio’s contact details and social media profiles. You represent that you own or have permission to use everything you add, and that it does not infringe anyone’s rights. You grant Wolfore a worldwide, royalty-free license to host, display, and send that content as needed to run the service for you, including showing it to your Members in the app, in email sent on your behalf, and on printed programs. You are responsible for keeping your contact details accurate. Video links point to content hosted by third parties such as YouTube and are governed by that service’s terms. We may remove content that breaks this Agreement.

Members under 18

If you provision a Member you know or reasonably should know is under 18 (or under the age of majority where they live):

1. You represent and warrant that you hold verifiable consent from that Member’s parent or legal guardian covering both the Member’s participation in your training program and the creation and use of a Wolfore account for the Member, including the data described in this Agreement.
2. You will keep records of that consent for as long as the Member is on your roster and for two years afterward, and will provide evidence of it to Wolfore on reasonable request.
3. Where you have it, you will supply a parent or guardian’s email address as the contact address for invitations and notices.
4. You will promptly disconnect any minor Member whose parent or guardian withdraws consent, and notify Wolfore if you become aware that an account was created for a minor without valid consent.

Wolfore relies on this warranty, and you will indemnify Wolfore against claims arising from your breach of it.

Notices to the people you add

For print members, Wolfore sends no email. You agree to give each print member (or their parent or guardian) the plain-language notice Wolfore provides, which describes what the record is, what your staff can see, and how to claim or object to the account.

What your staff can see, and when

Access follows the relationship. While a Member is active on your roster, your staff can see: the Member’s name and email; their training activity in Wolfore (workouts, sets, personal records, session notes, and any exercises or sets they skip, with the note they leave); any exercises the Member has created for themselves, meaning the name and how the exercise is set up; and the programs your staff build for them. Your staff cannot see a Member’s self-made personal programs, and cannot see anything about a person whose connection request is still pending or was declined, other than the email you typed.

When a Member leaves or is disconnected, your access to their training data ends and they become a past Member: a frozen record holding their name and email and the programs your staff wrote for them. You can market to them, if they have not unsubscribed, and you can reactivate them. You cannot program for them, see their training, or invite them until you do. The Member keeps their account and everything they logged, including the records your staff recorded about them, which belong to the Member.

If a past Member returns and you reactivate them, your staff see their training as it stands then, including anything they logged elsewhere in the meantime. A trainer writing a new program needs current lifts, not the ones from the day the person left.

You may not use your access to Member data for any purpose other than providing training services to that Member, and you may not sell it, disclose it outside your Studio, or use it to build any other product or dataset.

Member departure, account deletion, and your work product

A Member leaving your Studio, declining a request, or stopping personal payment to Wolfore does not delete the programs your staff authored. They remain available to your Studio, subject to the access rules above, until you remove the Member.

If a Member deletes their Wolfore account, everything belonging to them is deleted (training history, Marks, notes, and their own personal programs) as described in the Privacy Policy. Your Studio keeps its own client record: the name and email you hold for them, the programs your staff wrote for them, and your internal notes about them. That record is yours. It is the same information you would hold in a spreadsheet or a filing cabinet, and you are responsible for it under this Agreement and your own obligations, including deleting it if the person asks you to.

When a Member deletes their account we offer them the option to stop marketing email from the Studios they belong to. If they take it, you keep the record but may no longer send them marketing. Operational messages are unaffected.

When you remove a Member from your roster, the programs your staff wrote for them are deleted with the record. Removal is permanent and we cannot restore it. If a program is worth keeping, save it as a Template before you remove the Member.

Ending your Studio

There are two ways a Studio ends, and you can undo both.

If your subscription ends, or your free trial runs out without a subscription, your Studio becomes inactive. Your staff can still sign in, but they can only reach Studio settings: enough to export your data or subscribe, and nothing else. Nothing is torn down. Your trainers, your Members, your programs and your notes all stay as they are. Your Members stay on your roster, but while your Studio is inactive you no longer cover them (for example, their member discount stops). Subscribe at any point in the next 12 months and everything comes back as it was.

If you delete your Studio from Studio settings, any subscription is cancelled at once, with no refund for the rest of the period, and your Studio is permanently deleted 7 days later. Until then it is locked to Settings, and any admin can press Keep studio, or subscribe, to undo it.

When a Studio is deleted, whether after the 12 months or the 7 days, each Member first receives their own copy of the programs your trainers wrote for them. Then the Studio and its records are permanently deleted: the programs your staff authored, groups, internal notes, your logo, and membership and contact records including any Member name and contact details your Studio retained, whether active or past. We email your admins before that happens. Your Members keep their own Wolfore accounts, their training history and their records.

Wolfore may keep a Studio’s records longer where the law requires it (a legal hold), and will tell you if it is allowed to.

Your responsibilities

You will:

• keep staff logins secure and remove staff access promptly when someone leaves your business;
• ensure everyone you give staff access to is legally permitted to work for you and to handle Member information;
• ensure your staff use Member data only as this Agreement allows. Staff who are not administrators are asked to acknowledge the Wolfore Staff Acknowledgment when they first sign in, but that does not shift responsibility for their conduct away from you;
• comply with laws that apply to your business, including those governing health and fitness services to minors; and
• not attempt to access data, accounts, or functions this Agreement does not grant you.

Fees

Studio access and member app licenses are billed by subscription through our payment processor, Stripe, at the pricing shown when you subscribe. New Studios start with a free trial. Some features, including newsletters and other marketing email, are available only on a paid or complimentary plan. We will give you notice before a pricing change applies to you. Wolfore does not sell advertising and does not sell data; subscriptions are its only revenue.

Not medical advice

Wolfore is training software. It does not provide medical advice, physical therapy, or health screening. Your staff are solely responsible for the programming decisions they make for Members, including their appropriateness for a given person’s age, health, and ability.

Term, suspension, and termination

Either party may terminate this Agreement with 30 days’ notice. Wolfore may suspend or terminate immediately for material breach, including any breach of the Members-under-18 section or misuse of Member data. On termination your Studio is handled exactly as described under Ending your Studio above: your staff’s access to Studio features ends, Members keep their personal accounts under Wolfore’s standard terms, and the same 12 months apply before anything is deleted.

Disclaimers and limitation of liability

Wolfore Studio is provided “as is” and “as available,” without warranties of any kind, express or implied. To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, and Wolfore’s total liability for any claim under this Agreement will not exceed the greater of the fees your Studio paid us in the 12 months before the claim or 50 US dollars. Nothing in this section limits either party’s indemnity obligations or liability for willful misconduct.

Changes to this Agreement

We may update this Agreement from time to time. If we make material changes, we will update the date above and notify your Studio’s admin through the product or by email. Material changes to the Members-under-18 section or the access rules will be flagged prominently. Continued use after a change takes effect is acceptance.

Governing law

This Agreement is governed by the laws of the State of Wisconsin, United States, without regard to its conflict-of-laws rules. Any dispute relating to this Agreement or the service will be handled in the state or federal courts located in Wisconsin.

Contact us

Questions about this Agreement? Reach us at support@wolfore.com.

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