Last Modified: April 30, 2026
This Cancellation Policy explains how to cancel your Protocol CRM subscription and what happens after cancellation. It applies to all paid subscriptions to the Protocol CRM platform operated by Protocol Fitness Technologies, Inc. ("Protocol," "we," "us," or "our").
To cancel your subscription, send a cancellation request by email to info@protocolcrm.com from the email address associated with your account. Please include your account name and the date you wish your cancellation to take effect. We will confirm receipt of your cancellation request within two (2) business days.
Cancellations take effect at the end of your current billing period. You will retain full access to the platform until that date. You will not be charged for the next billing cycle, and any auto-renewal will be stopped.
Monthly subscriptions: access continues until the end of the current monthly billing period.
Annual subscriptions: access continues until the end of the current annual term. Annual subscriptions are non-refundable once the term has started (see our Refund Policy).
After your subscription ends, you will have a fourteen (14) day export window during which you can log in and export your data, including client records, program data, and communications history. We will provide guidance on available export formats on request.
After the 14-day export window closes, your account and all associated data will be permanently deleted from our active systems. Backup copies may be retained for a limited period as required by our standard backup retention schedule, after which they are also deleted. Once data is deleted, it cannot be recovered.
If you require an extended export window or assistance migrating data, contact us before your access ends and we will work with you in good faith.
If you operate a white-labeled instance of the platform, cancellation will also end access for the coaches, assistants, and end clients you have onboarded under your account. You are responsible for notifying your own users of the cancellation and for handling any data export requests they may make to you. We recommend giving your end users adequate notice before your access ends.
If a payment fails and is not resolved, we may suspend access to the platform. Continued non-payment may result in cancellation of the account. If your account is cancelled for non-payment, the data export and deletion process described in Section 3 will apply.
We may terminate or suspend your subscription in accordance with our Terms of Use. If we terminate your subscription for reasons other than your breach of the Terms of Use, we will provide a pro-rated refund of any prepaid fees covering the period after termination, and you will receive the same 14-day export window described in Section 3.
Questions about cancellation:
Protocol Fitness Technologies, Inc.
2261 Market Street, STE 46132
San Francisco, CA 94114
Email: info@protocolcrm.com
Phone: (650) 761-7360