Retention Desk

Service terms

Last updated October 6, 2026.

These terms are between Retention Desk by Sousa Aesthetics, run by Thomas Sousa in St. Petersburg, Florida ("we"), and the gym or studio that signs up ("you"). They run month to month, with no minimum term. You accept them when you tick the terms box at checkout, pay for your first month, or reply to tell us you agree.

1. The service

Each location gets what our client promise, "What Your Gym or Studio Gets with Retention Desk", describes: a 90 day welcome journey, a monthly win back campaign, four Monday member emails, and a monthly results report with an at risk list. Every piece arrives by email, ready to paste into your own email or text tool. We never log in to your accounts and never message your members ourselves. Your Retention Snapshot and one pilot win back campaign are free, one of each per business however many locations it has, and nothing is billed until you choose to start.

2. Price and billing

The price is $397 a month per location, billed in advance by card through Stripe on the same date each month. It does not depend on how many members you have, so a location's price never goes up because you gain members. The first five businesses get the founding rate: $297 a month per location for their first six months, then $397, in exchange for a testimonial and their results data (section 6). A business with more than one location uses one founding spot and gets the founding rate on every location it has when it starts, for the same six months. If a payment fails, Stripe retries it and emails you; if it is still unpaid after 7 days, we may pause new work until it is paid. We change prices only with 30 days notice by email, and never during a founding rate's first six months.

3. Cancelling and refunds

You can cancel any time by replying to any of our emails or telling Thomas. Billing stops at the end of the month you already paid for, and everything delivered is yours to keep. Payments already made are not refunded unless the law requires it or Thomas agrees. We may end the service with 14 days notice by email, or at once if these terms are broken; if we end it for any other reason, we refund the unused part of your month.

4. Your member data

Your member data stays yours; we handle it only on your behalf.

• What we get: the member exports and reports you send (names, contact details, join and visit dates, membership status) and the counts you share.
• How we use it: only to build your campaigns, reports and at risk lists. We never sell it, never use it for another business, and never contact your members.
• Who handles it: Thomas, plus the services that run Retention Desk: Google Workspace for email, Claude by Anthropic (AI that reads your exports and drafts your pieces, with training on our data switched off) and Stripe for payments. Thomas sends every piece to you himself.
• Where it lives: in our email and in private workspaces only Thomas can open.
• Deletion: within 30 days after your membership ends, or sooner if you ask, we delete your member exports, the emails that carried them and the member names in the reports we sent you, including our backup copies.
• If something goes wrong: if we learn your member data was seen by someone it should not have been, we tell you within 72 hours.

5. Your part

You stay in control of everything your members receive, so a few things are on you.

• Approve and send: you review each piece and send it from your own tools, under your business name, and you are responsible for what goes out.
• Permission: you have the right to share your member data with us and to contact those members. Emails carry your unsubscribe link and follow the CAN SPAM Act; texts go only to members who agreed to get texts from your business, as the Telephone Consumer Protection Act requires. Your intake records whether they agreed.
• Accurate details: your offers, prices, schedules and the coaches or members you let us name are correct, and anyone named agreed to it.

6. Results, content and testimonials

We do not guarantee results; your monthly report shows exactly what happened. Once paid for, the pieces we write for you are yours to use for your business, while our templates, methods and know how stay ours. On the founding rate, you agree to give a short testimonial and let us share your results with your business name; we show you the exact wording first and publish nothing you have not approved. Other clients' names and results are shared only with their OK, and each of us keeps the other's private business information confidential.

7. Limits, changes and the law

Our total liability for any claim is limited to what you paid us in the 3 months before it arose, and neither of us is liable for lost profits or other indirect losses, except where the law does not allow such limits. We may update these terms with 30 days notice by email; using the service after that means you accept the change, and you can always cancel instead. Florida law governs these terms, and any dispute goes to the courts of Pinellas County, Florida. These terms, with the client promise they refer to, are our whole agreement, and if one part cannot be enforced, the rest still applies.

8. Contact

Thomas Sousa, Retention Desk by Sousa Aesthetics, 1701 Central Ave, St. Petersburg, FL 33713. Email thomassousa@sousaaesthetics.com or call or text (727) 490 9963. See also our privacy page.