Terms of Service

Thank you for trying Spotter. This page sets out what you can expect from me and what I ask of you, in plain English rather than legal language, so that neither of us has to guess later.

Spotter is built and run by Ace Argee Vizcarra, an independent software developer based in Laoag City, Ilocos Norte, Philippines, working under the name Aceotopes. Throughout this agreement that is “I” or “me”. Aceotopes is a trading name, not a separate company, so you are dealing with one person directly — which is worth knowing, because it shapes several of the sections below.

“You” means the gym that uses Spotter, and whoever accepts these terms is confirming they are able to do so on the gym's behalf.

The agreement begins when you accept it during first-run setup, and it continues for as long as your gym has a Spotter account.

Spotter is gym-operations software delivered over the internet: members and memberships, attendance and check-ins, a point of sale, inventory, the cash drawer, the daily close, and the reports built from all of it.

It is a service rather than something you take away, so there is no installer, no copy of the software and no source code that comes with your account. What you get is access to the running product, kept up to date, on any device you sign in from.

The product will keep changing — I add features, refine them, and occasionally retire one. If something your gym relies on day to day is going to change, you will hear it from me first.

Spotter is yours to use for running your gym: every feature, from as many devices as you and your staff need, for as long as your account is active and any agreed fees are up to date.

That permission is meant for your gym specifically, which puts a few things outside it — reselling or renting access, running another business's operations through your account, presenting Spotter as your own product or brand, taking the software apart to copy it, bulk-extracting data you did not enter yourself, or using it to build a competing product. In normal day-to-day use none of this is likely to come up; it is written down so that we both know where the edges are.

Beyond that, I would simply ask that Spotter is not used for anything unlawful, or in a way that would affect someone else's use of the service.

Spotter itself — the software, its source code, its database design, its interface and visual design, the Spotter name and mark, and the documentation that comes with it — remains the property of Ace Argee Vizcarra. Copyright © 2026 Ace Argee Vizcarra (Aceotopes). All rights reserved.

These terms give your gym permission to use Spotter, as described in section 3. Ownership of the software stays with me, and nothing here transfers it. Your gym's own records are a separate matter entirely, and they belong to you — section 5 covers that.

Feedback is genuinely welcome, and it is how this product gets better. If you suggest something and I build it, the improvement becomes part of Spotter itself — for you, and for anyone who uses it later. So please share ideas freely, on the understanding that they go into the product rather than create a claim over it.

Everything you put into Spotter — your members, your memberships, your attendance records, your sales, your stock, your day closes — belongs to your gym. I store it and process it so that the service can do its job, and for nothing else.

To be explicit about it, since this is the question every owner is entitled to ask: your data is never sold, never shared with anyone for their own purposes, and never used to serve another gym.

You can ask me for an export at any time and I will send you one in a readable format — no notice period, no reason needed. Section 10 covers what happens to your data if you decide to stop.

Your members' personal information — their names, contact details, photographs and visit history — is collected by you, for your own purposes. Under the Philippine Data Privacy Act of 2012 (RA 10173) that makes your gym the Personal Information Controller for it, and makes me a Personal Information Processor: I hold and handle it on your instructions, and for no purpose of my own.

In practice that means telling your members what you collect and why, and having whatever consent the law requires, sits with you — it is your relationship with them, and it should stay that way. For my part, I will not contact your members, market to them, or use their information for anything other than running Spotter for you.

Four service providers help run the service, and only for that: Neon (the database, hosted in Singapore), Vercel (application hosting), Cloudflare R2 (photograph storage) and Resend (outgoing email such as password resets). If one of them is ever added or replaced, that is a change to how the service runs — never a change to who owns your data.

And if a security problem ever affects your data, you will hear from me promptly and honestly, including in the awkward case where I do not yet know how far it goes.

Spotter is an operational tool and a business record: it keeps a careful account of what you enter. What it is not is an accounting system, and nothing in it is tax advice.

One point deserves to be completely clear, because assuming otherwise could cost you: the receipts Spotter prints are not BIR-registered Official Receipts. They are your own record of a sale, useful for your members and for you. Your obligations to the Bureau of Internal Revenue — registered books, registered receipts, filings — remain yours, and Spotter does not discharge any of them.

It is also worth understanding how Spotter treats the past, because it is a deliberate design choice rather than a limitation. A price is captured at the moment of sale and stays captured, and a completed day's close is frozen rather than recalculated. Corrections are made by adding an entry — a void, a reversal, an adjustment — so a fix leaves a trail instead of erasing one. That is what makes the numbers defensible months later.

The one thing no software can do for you is watch the counter. What comes out of Spotter is only ever as accurate as what goes into it.

Your fee and how often it falls due are whatever we agreed in writing before you started. They are not printed here because they are settled gym by gym, in conversation, rather than from a price list.

There is no payment gateway inside Spotter and it will never ask you for a card. Payment is by bank transfer or GCash, and I record it against your gym by hand.

If you are on a free trial, it runs until the date we agreed and nothing charges you automatically at the end of it. There is no obligation to continue: if we do not agree to carry on, the account simply stops.

Should a fee ever need to change, I will tell you in writing well beforehand, and the change will never reach back into a period you have already paid for.

Spotter is looked after carefully, and I would rather be straightforward with you than oversell it: there is no uptime commitment in this agreement, because a promise one person cannot personally keep is not worth much on the morning you need it.

What I can tell you concretely is that the database is backed up every day, that backups are kept on a rolling 14-day window, and that they live separately from the database itself. That is a genuine safety net, with a genuine limit: it is protection against a disaster, not against a mistake noticed three weeks later.

Planned maintenance may occasionally interrupt the service for a short while. I will keep it away from gym hours wherever I can.

One friendly suggestion, offered as a fellow operator rather than as a term: keep your own note of the day's takings. Not because I expect Spotter to lose them, but because a gym that can reconstruct its day without its software never has a bad night.

You can stop whenever you like, for any reason at all. Tell me and I will deactivate the account — there is nothing to cancel and no notice period to sit through.

From my side, an account may be suspended if agreed fees go unpaid or if the terms in section 3 are not being kept to. Other than in a serious case that needs acting on immediately, you will hear what the problem is and get a fair chance to put it right before anything is switched off. A suspended gym can still sign in and read its own records; what it cannot do is trade.

Whenever an account ends, ask for an export and I will send you one. Your data is then kept for a further 30 days, so that a change of mind is survivable, and deleted after that. Backups age out on their own 14-day cycle.

Sections 4, 5, 7, 12 and 14 carry on after the agreement ends, because they are the ones that still mean something afterwards.

Only a few things are genuinely asked of you, and none of them are onerous.

Keep your gym's details current — your address and contact print on every receipt a member carries out of the door, so they are worth a moment.

Look after your sign-in details. Spotter is deliberately built around a single owner account that can be lent to whoever is covering the desk, because that is the honest answer for a small gym rather than a compromise. The trade-off is that anything done under your account is treated as done by you, so if you do lend the password, change it once you are back.

If you ever suspect someone has access who should not, tell me quickly and I will help you close it off.

And what your gym enters is yours to enter accurately and yours to correct — Spotter will keep whatever record you give it, faithfully.

Every agreement has a section like this one. Here is the plain version.

Spotter is provided as it is, to the fullest extent Philippine law allows. I cannot warrant that it will be uninterrupted or entirely free of errors, or that it will suit a purpose we have not discussed together.

If I do turn out to be liable to you for something arising out of this agreement, my total liability is limited to the fees you actually paid me in the three months before the claim arose. I am also not liable for lost profits or lost business, or for lost data beyond what a restore from the backups in section 9 can recover.

None of that excludes liability for fraud or wilful misconduct, or for anything Philippine law does not allow to be excluded — and none of it is meant to replace simply putting a problem right, which is what I would rather do anyway.

These terms are versioned, so you always know which set you agreed to. You are reading version 1.0, effective 2026-07-24.

If they ever change in a way that affects your rights or obligations, I will email you at least 14 days before the new version takes effect, so there is time to read it and ask about it. Carrying on with Spotter after that date means the new version applies; if you would rather not, section 10 is always open to you.

The version your gym accepted and the date it accepted it are recorded against your gym, and you can look them up any time in Settings, under Account.

Ace Argee Vizcarra · argee.vizcarra23@gmail.com

Write to me about anything here — a clause you would like explained, a question about your data, or something Spotter is simply getting wrong. There is no support portal and no ticket queue; it is my inbox, and I would genuinely rather hear from you early than late.

If a disagreement ever does come up, please talk to me first. In a product sold and supported by one person, that is nearly always where it ends.

If any part of this agreement turns out to be unenforceable, the rest of it still stands.