Terms and Conditions

Platform: The software and services of easybook.studio.

Tenant/Studio owner: Entrepreneurs within the meaning of § 14 BGB (German Civil Code) who use the platform for their commercial or independent professional activity, such as studios and self-employed instructors.

End user/Participant: Persons who book classes via the platform.

Service: All functions and services provided by easybook.studio.

easybook.studio provides a cloud-based platform for studio owners (e.g. yoga studios, fitness centers) to manage events, classes, bookings and payments. The platform enables end users to book classes and make payments. We provide the technical infrastructure and process payments via Stripe and PayPal.

Migration service: On request, we import your data from another software. We agree the scope, price and date by email before we start; the agreed quote is binding. For your customers' data that we import, we act as processor under the Data Processing Agreement.

Your list: You warrant that everyone on a newsletter list you import or maintain here has consented to receive newsletters from your studio, and that you can evidence that consent. Purchased, rented, scraped or long-dormant lists must not be imported or mailed. For your newsletter list you are the controller within the meaning of GDPR and we act as processor, as set out under Data Protection.

Shared sending infrastructure: Newsletters for all studios are sent over shared infrastructure, so one studio's list affects whether every other studio's mail is delivered. We therefore monitor bounce and complaint rates per studio and may pause your newsletter sending automatically when they cross the thresholds published in our documentation. We may also pause sending where a list appears not to have been collected with consent.

A pause affects newsletters only. Booking confirmations, payment emails and other transactional messages are sent over separate infrastructure and continue unaffected. Newsletter sending is reinstated on request once the list has been cleaned.

Suppression is platform-wide: an address that hard-bounces or reports a newsletter as spam is blocked across the whole platform. No studio can mail it afterwards, including after a later import, and this applies whichever studio's newsletter triggered it.

Postal address: commercial email to recipients in the United States must carry a valid physical postal address. Studios based in the US must therefore keep a complete postal address on file; newsletter sending is refused until they do. Every newsletter prints the studio's address in its footer, alongside a one-click unsubscribe link that must not be removed.

Quota: Newsletters are not included in the Free plan. Paid plans include a quota of newsletter emails per calendar month (UTC) of twice the plan's user limit; on the Business plan it is unlimited. Every email to one recipient counts as soon as it is scheduled for sending; test emails do not count. Unused quota expires at the end of the month. When you change plan, the new plan's quota applies immediately; emails already sent in the current month count towards it. A newsletter that would exceed the remaining quota is not sent. Daily limits also apply to protect the shared sending infrastructure.

Pilot phase: Newsletter sending is included in the paid plans but is in a pilot phase. We enable it on request after checking where your recipient list comes from and its quality.

Platform rights: All rights to the software, design and easybook.studio brand remain with us.

Studio owner content: Studio owners retain all rights to their uploaded content (class descriptions, images, etc.).

License to us: Studio owners grant easybook.studio a non-exclusive license to display, process and store their content for the purpose of providing the service.

Data protection: Personal data is processed in accordance with our privacy policy and the GDPR.

Data processing on behalf: For the processing of end user data by studio owners: The studio owner is the controller within the meaning of the GDPR for the data of their participants. easybook.studio acts as processor in accordance with Art. 28 GDPR.

Data Processing Agreement (DPA): By using the platform, a DPA is concluded.

We undertake to:

• Process data only on the instructions of the studio owner
• Take appropriate technical and organizational measures for data protection
• Use subprocessors only under the rules of the DPA; transfers outside the EU/EEA only on the basis of an adequacy decision or the EU Standard Contractual Clauses
• Support studio owners in fulfilling their GDPR obligations
• Return or delete data after the end of the contract, at the studio owner's choice

Liability for intent and gross negligence: We are liable without limitation for damages resulting from injury to life, body or health, as well as for intent and gross negligence.

Liability for slight negligence: In case of slight negligence, we are only liable for breaches of essential contractual obligations, meaning obligations whose fulfilment makes the proper performance of the contract possible in the first place and on whose compliance you may regularly rely. In this case, liability is limited to the damage typical for this type of contract and foreseeable when the contract was concluded. Liability under the Product Liability Act remains unaffected.

Availability: We aim for 99% availability but do not guarantee it.

Payment disputes: Payment processing is handled by Stripe and, for PayPal payments, by PayPal. Disputes must be resolved directly with the respective provider.

Termination by studio owners: You can cancel your subscription at any time via your account. The cancellation takes effect at the end of the current billing period.

Termination by us: We can terminate the contract with 30 days' notice. In case of violations of these terms, we can block access without notice.

Consequences of termination: Until the contract ends, you have full access to your data. On request, we provide your data in a common, machine-readable format for up to 90 days after the contract ends and support you in switching to another provider. After that, your data is deleted in accordance with our privacy policy (90 days after the end of the contract unless retention obligations apply; from backups at the latest 30 days later).

Invoices to your customers: Invoices you issue to your customers through easybook.studio are your business records. You are responsible for retaining them as required by law (e.g. §147 AO and §14b UStG). You can download every invoice as a PDF while your contract runs; on request, we provide all invoices in one export. Please secure your invoices before your contract ends. After that, we delete them along with your other data.

Applicable law: The law of the Federal Republic of Germany applies, excluding the UN Convention on Contracts for the International Sale of Goods.

Place of jurisdiction: If the studio owner is a merchant (Kaufmann), a legal entity under public law or a special fund under public law, or has no general place of jurisdiction in Germany, the place of jurisdiction for all disputes arising from this contract is Jena. Otherwise, the statutory places of jurisdiction apply.

Dispute resolution: We are neither obliged nor willing to participate in dispute resolution proceedings before a consumer arbitration board.

Language versions: These terms, including the Data Processing Agreement, are available in German, English and Italian. In case of discrepancies, the German version prevails.

We may change these terms when there is a valid reason, in particular new or changed features, new service providers, or a change in the law or case law.

We will notify you of changes by email at least 30 days before they take effect. You can accept them expressly in advance, for example in the dashboard. If you do not object before they take effect, the changes are deemed accepted. The notice will expressly point out your right to object, the deadline, and what your silence means. If you object, the previous terms continue to apply to you. In that case we may terminate the contract with our 30-day notice period, at the earliest as of the date the changes were to take effect.

Changes to the core services or to prices to your disadvantage only take effect with your express consent. New subprocessors follow the procedure in the Data Processing Agreement.

Previous versions of these terms remain available via the link at the top of this page.

This Data Processing Agreement (DPA) governs the processing of personal data by easybook.studio on behalf of studio owners in accordance with Art. 28 GDPR. The studio owner is the controller, easybook.studio the processor.

Subject and duration: Provision of the platform for managing classes, bookings, payments and customer communication for the duration of the contractual relationship.

Nature and purpose of processing:

• Storing and managing customer, booking and attendance data
• Payment processing via Stripe and PayPal
• Emails on behalf of the studio owner, e.g. booking confirmations and reminders
• Sending newsletters to the recipients the studio owner maintains or imports
• Creating the studio owner's invoices to its customers
• Video rooms for online classes
• Importing data from other software, by the studio owner or by our migration service
• AI features in the app (assistant), when the studio owner uses them
• Handling support requests, to the extent the studio owner sends us data of its customers in them

Categories of data subjects: Customers and class participants of studio owners, newsletter recipients, and instructors and staff to the extent the studio owner records them in the platform.

Categories of personal data: Name, email, phone, address, language, booking and attendance history, purchases, credits and subscriptions, payment data, invoice data (billing address, VAT ID where given, invoice items), the studio owner's notes, newsletter delivery and unsubscribe status, and voucher numbers participants enter when booking.

Health data in notes: The studio owner's notes may contain special categories of personal data under Art. 9 GDPR, such as injuries or a pregnancy. The studio owner ensures that it collects such information lawfully, as a rule with the data subject's explicit consent, and only records what it needs for the class. Notes are never transferred to AI services; they are visible only to the studio's team.

Instructions: We process the data only on the studio owner's documented instructions. Using the platform and its settings counts as an instruction. If we consider an instruction to infringe data protection law, we inform the studio owner without undue delay and may suspend carrying it out until the studio owner confirms or changes it.

Obligations of easybook.studio: We bind everyone involved in the processing to confidentiality, assist the studio owner with data subject requests and with its obligations under Art. 32–36 GDPR, and notify it of personal data breaches without undue delay.

Information and audits: On request, we provide the studio owner with all information necessary to demonstrate compliance with this DPA and Art. 28 GDPR. The studio owner, or an auditor it appoints who is bound to confidentiality, may verify compliance, including by inspections; the studio owner announces inspections with reasonable notice, as a rule 14 days, and carries them out during business hours without disproportionately disrupting operations.

Technical and organizational measures: SSL/TLS encryption, encrypted storage, access control, hosting of the database and the application in the EU, daily backups (kept for 30 days), security updates. Before transfer to AI services: Names, email addresses, phone numbers and addresses are replaced with placeholders before transfer; in free text this only works for details we recognise. Customer notes and bank details are never transferred. Pseudonymised data remains personal data.

Subprocessors: The studio owner gives general authorisation for the use of subprocessors. Currently used:

• Supabase (database, EU)
• Google Cloud (hosting and backups, EU)
• Cloudflare (delivery and protection of the website; global network, EU Standard Contractual Clauses)
• Amazon Web Services – SES (email and newsletter sending, EU)
• Resend (email sending, USA, EU Standard Contractual Clauses)
• Stripe (payments)
• PayPal (payments, where the studio has connected its own PayPal Business account)
• Whereby (video rooms for online classes, EEA)
• Google Workspace (our support mailbox, to the extent support requests contain data of the studio's customers; Google Ireland, EU)
• Anthropic, PBC (AI assistant in the app and drafts of support replies, USA, EU Standard Contractual Clauses; pseudonymisation as described under technical and organizational measures)

Transfers to countries outside the EU/EEA are based on an adequacy decision or the EU Standard Contractual Clauses. We contractually bind every subprocessor to data protection obligations equivalent to those in this DPA (Art. 28(4) GDPR).

New subprocessors: We inform the studio owner by email at least 30 days in advance of any intended addition or replacement of a subprocessor. The studio owner may object within that period on data protection grounds. While an objection is unresolved, we do not use the new subprocessor for the data of that studio, where technically possible. We will look for a solution together, for example by keeping the affected feature switched off for that studio; if that is not possible, the studio owner may terminate the contract without notice as of the date of the change. Without an objection, the change is deemed approved.

Return and deletion after the contract ends: After the end of the contract we return the data, as an export in a common, machine-readable format, or delete it, at the studio owner's choice. If the studio owner makes no choice within 90 days after the contract ends, we delete the data unless the law requires us to keep it. It disappears from backups at the latest 30 days after deletion, so at the latest 120 days after the contract ends.

Obligations of the studio owner: Ensure the lawfulness of data processing, inform end users about data processing, guarantee data subject rights.