You're subscribing to OctoEmployee at the plan and price shown at checkout. There's a 14-day free trial — cancel before day 15 and you pay nothing. After day 15 the plan auto-renews monthly until you cancel. You authorize us to read your Mindbody data via the credential you provide. The full Terms of Service and Privacy Policy apply.
1. The parties
This Subscription Agreement (the "Agreement") is between Game Plan Designs LLC, a North Carolina limited liability company doing business as OctoEmployee ("OctoEmployee", "Otto", "we", "us"), and you — the studio, business, or individual identified at checkout (the "Customer", "you").
If you're agreeing on behalf of a business, you represent that you have the authority to bind that business to this Agreement and to the documents incorporated by reference in §10.
2. Your plan
The plan you selected at checkout is one of the following:
The exact tier, monthly price, and any one-time fees are confirmed on the checkout page and in your receipt. Feature scope per tier is described on the Pricing page; that description forms part of this Agreement.
3. Trial & first charge
Your subscription begins with a 14-day free trial starting on the day you complete checkout (the "Trial Start Date"). You are not charged during the trial.
Unless you cancel before the trial ends, your card is automatically charged the monthly fee on day 15 (the "First Charge Date"). The exact First Charge Date is shown on your checkout page and in your trial-confirmation email.
If you do nothing, your trial converts to a paid subscription on day 15. Your card will be charged the monthly fee for your selected plan, and your subscription will renew automatically every month thereafter at the then-current price. You can cancel at any time before day 15 to avoid any charge — see §5 for how.
4. Billing & auto-renewal
- Recurring billing. Your subscription auto-renews monthly on the same calendar day as the First Charge Date. Each renewal charges the monthly fee for your plan to the payment method on file.
- Card statement descriptor. Charges typically appear as
OCTOEMP*OTTOon your card statement. If you don't recognize a charge, contact support@octoemployee.com before disputing — we resolve almost everything within 24 hours. - Setup fee. If a one-time setup fee is shown on your checkout page, it is charged at signing and is non-refundable, consistent with Terms §5.
- Failed payments. If a renewal charge fails, our processor (Stripe) retries automatically. If still unpaid 15 days past due, we may suspend the Service after written notice to the email on your account.
- Taxes. Prices shown are exclusive of any applicable sales, use, or VAT-equivalent taxes. You are responsible for those taxes unless we are required by law to collect them.
- Price changes. We will notify you at least 30 days before any price change. Changes take effect on your next renewal — you may cancel before that renewal to avoid the new price.
5. Cancellation & refunds
- Cancel during trial. Email support@octoemployee.com from the address on your account, or cancel in your Otto account settings. Cancellation before day 15 results in no charge ever.
- Cancel after first charge. Cancel anytime. Cancellation is effective at the end of the current billing cycle — you keep access through the end of the month you've paid for.
- 30-day money-back on first paid month. If Otto is not useful to your studio in the first month, email support@octoemployee.com within 30 days of your First Charge Date and we'll refund that month's subscription fee. The setup fee, if any, is not refundable.
- No partial-month refunds after the first paid month. Beyond the 30-day window above, we do not refund unused portions of paid billing cycles.
- Data after cancellation. You may request a full export of your data within 30 days of cancellation. After that we hard-delete on the schedule in Privacy Policy §5.
6. Mindbody data authorization
The Service requires read access to your Mindbody account. By accepting this Agreement and connecting Mindbody, you authorize OctoEmployee to access your Mindbody data using the staff-user credential you provide, solely to deliver the Service to you.
You represent and warrant that:
- you are the owner or an authorized administrator of the connected Mindbody account;
- you have the authority under your Mindbody agreement to grant us this access;
- you have all consents required from your members for us to process their data as your processor (including SMS/email consents you maintain in Mindbody);
- you understand our access is read-only by technical design — Otto does not write back to Mindbody — and is described in our Trust page;
- you may revoke our access at any time by removing the staff-user credential in Mindbody, and we will hard-delete derived data on the schedule in Privacy Policy §5.
7. Privacy & subprocessors
You are the data controller for your members' personal data. OctoEmployee is your data processor under your documented instructions (which include this Agreement and the Terms of Service).
To deliver the Service we use a small number of subprocessors — currently Supabase (database/auth), Anthropic (AI inference), Vercel (hosting), Stripe (payments), HighLevel (booking/CRM), and Zoho (transactional email). The current list is maintained at our Privacy Policy. We will give you reasonable advance notice before adding a new subprocessor that materially changes how your data is processed.
If you require a Data Processing Addendum (DPA) — for example, because you process EU/UK or California-resident member data subject to GDPR or CCPA — email legal@octoemployee.com and we will execute one with you at no additional cost.
8. Security & breach notification
We maintain technical and organizational safeguards consistent with industry standards for SaaS of this size, including encrypted transport, encrypted storage of credentials in Supabase Vault, role-based access controls, and audit logging.
If we confirm a security breach affecting your data, we will notify you within 72 hours by email to the address on your account, with the information then known: scope, affected data categories, and the steps we are taking to contain and remediate.
9. Marketing & references
We will not use your studio name, logo, owner name, member data, or any other Customer-identifying information in marketing materials, case studies, public references, or testimonials without your separate written permission. Aggregated, de-identified statistics that do not identify you or your members may be used as described in Terms §7.
10. Incorporation by reference
This Agreement, together with the documents below, forms the entire agreement between us regarding the Service. The documents are incorporated by reference and apply as if set out in full here:
- OctoEmployee Terms of Service — covers the master legal terms (acceptance, accounts, customer data, fees and refunds, acceptable use, IP, warranties, liability cap, indemnification, term & termination, governing law).
- OctoEmployee Privacy Policy — covers what data we process, how we use it, retention, your rights, and our subprocessors.
- Your checkout page and receipt — confirm the exact plan, price, trial dates, and any one-time fees applicable to your subscription.
If a conflict arises between this Agreement and the Terms of Service, this Agreement controls only as to the items explicitly addressed here (plan, price, trial, billing, cancellation, Mindbody authorization, breach notification, marketing). For everything else, the Terms of Service control. Governing law and dispute resolution for both this Agreement and the Terms of Service are the laws of the State of North Carolina, USA, with exclusive venue in Union County, North Carolina, as set out in Terms §12.
We may update the Terms of Service or Privacy Policy from time to time. Material changes will be communicated to the email on your account at least 30 days before they take effect, consistent with Terms §13.
11. Acceptance
You confirm that (a) you have read this Subscription Agreement, the Terms of Service, and the Privacy Policy; (b) you accept all three as a binding agreement; (c) you have the authority to bind your business; and (d) you authorize OctoEmployee to charge the payment method you provide for the plan and trial-conversion charges described above.
We log the timestamp, IP address, and the version of each document in effect when you click "I agree" as a record of acceptance.
Questions: legal@octoemployee.com · Billing: support@octoemployee.com