How to cancel, what happens to your data, and reactivation
4 min read
Account & Billing
Article ID:canceling-subscription
Canceling Your FitFlow Subscription
We're sorry to see you go! This guide explains how to cancel your FitFlow subscription, what happens to your data, and how to reactivate if you change your mind.
Before You Cancel
Consider These Alternatives
Before canceling, consider if these options might better suit your needs:
Downgrade Your Plan
Switch from Team to Pro
Reduce costs while keeping core features
Maintain your data and settings
Pause Your Subscription
Take a break for 1-3 months
Keep your data safe
Resume where you left off
Archive Inactive Clients
Free up space without losing data
Reduce your active client count
Stay within plan limits
Export Your Data
Before canceling, download important information:
Client contact lists
Program templates
Progress reports
Billing history
Training logs
How to Cancel Your Subscription
Step 1: Access Subscription Settings
Log in to your FitFlow account
Click your profile icon (top right)
Select "Billing & Subscription"
Click "Manage Subscription"
Step 2: Select Cancel Option
Scroll to "Subscription Actions"
Click "Cancel Subscription"
You'll see your cancellation options
Step 3: Choose Cancellation Type
Immediate Cancellation
Access ends immediately
Prorated refund for unused time
Data retained for 90 days
End of Period Cancellation (Recommended)
Access continues until period ends
No refund needed
More time to export data
Step 4: Provide Feedback
Help us improve by sharing why you're leaving:
Too expensive
Not using enough
Missing features
Switching platforms
Other (please specify)
Step 5: Confirm Cancellation
Review cancellation details
Acknowledge data retention policy
Click "Confirm Cancellation"
Receive confirmation email
What Happens After Cancellation
Immediate Effects
Subscription Status: Changes to "Canceled"
Billing: No future charges
Access: Depends on cancellation type
Team Members: Lose access (Team/Enterprise)
Clients: Can't access their portals
Data Retention
Your data is handled as follows:
30 Days
Full data retained
Can reactivate easily
All settings preserved
31-90 Days
Data archived
Reactivation possible
May take 24 hours to restore
After 90 Days
Data permanently deleted
Cannot be recovered
Must start fresh if returning
Client Communication
Your clients will be notified:
Email sent about service ending
Instructions to export their data
Timeline for access removal
Exporting Your Data
What You Can Export
Client Information: Names, emails, phone numbers
Programs: All custom programs and templates
Progress Data: Measurements, photos, logs
Analytics: Reports and summaries
Messages: Communication history
How to Export
Go to "Settings" → "Data Export"
Select data types to include
Choose format (CSV, JSON, PDF)
Click "Generate Export"
Download ZIP file when ready
Export Timeline
Small accounts: 5-10 minutes
Large accounts: Up to 24 hours
Email notification when complete
Pausing Instead of Canceling
Subscription Pause Benefits
Keep all your data
No setup when returning
Reduced fee ($9/month)
Pause up to 3 months
How to Pause
Choose "Pause Subscription" instead
Select pause duration
Confirm reduced fee
Reactivate anytime
Reactivating Your Account
Within 90 Days
Log in with existing credentials
Go to "Billing & Subscription"
Click "Reactivate Subscription"
Update payment method if needed
Choose your plan
Access restored immediately
After 90 Days
Create new account
Start fresh setup
No data recovery possible
Consider contacting support
Refund Policy
Eligible for Refunds
Annual plans: Prorated refund
Immediate cancellation: Unused portion
Service issues: Case-by-case basis
Double billing: Full refund
Not Eligible for Refunds
Monthly plans at period end
Used free trial
Violation of terms of service
After 30 days of purchase
Refund Timeline
Processing: 5-7 business days
Bank posting: Additional 3-5 days
Original payment method used
Email confirmation sent
Common Cancellation Questions
Q: Can I cancel during my free trial?
A: Yes, cancel anytime during the trial without any charges.
Q: Will I lose access to client data immediately?
A: Only with immediate cancellation. End-of-period cancellation maintains access.
Q: Can I transfer clients to another trainer?
A: Yes, use the client transfer feature before canceling.
Q: What happens to my custom exercises and templates?
A: They're deleted after 90 days unless exported.
Q: Can I cancel just one trainer seat?
A: Yes, remove team members without canceling the entire subscription.
Alternatives to Full Cancellation
Reduce Costs Without Canceling
Remove team members (Team plans)
Archive inactive clients
Downgrade your plan
Switch to annual billing (20% savings)
Extended Absence Options
Vacation Mode: Auto-responses for clients
Delegate Access: Temporary trainer coverage
Reduced Activity: Lower plan limits
Win-Back Offers
If you cancel, we may offer:
Discounted rates to return
Free month promotions
Upgraded features trial
Personalized assistance
Final Steps
Before Your Access Ends
Export all important data
Notify your clients
Transfer any shared resources
Download invoices/receipts
Remove payment methods
After Cancellation
Unsubscribe from emails (optional)
Delete mobile apps
Remove calendar integrations
Update business listings
We'd Love Your Feedback
Help us improve FitFlow:
Exit survey (2 minutes)
Feature requests
Pricing feedback
Service improvements
Need Help?
If you're experiencing issues that led to cancellation: