Privacy Policy

1. Who We Are

GymOpsHQ is a gym management software platform operated by Dertz Infotech LLP (“Dertz Infotech”). GymOpsHQ helps gym owners, staff, and members manage memberships, attendance, billing, scheduling, and related gym operations.

For privacy-related questions or requests, contact us at admin@gymsaas.com.

2. Information We Collect

We collect information that you provide directly, information collected automatically when you use the Services, and information provided by gym owners or administrators on behalf of members.

2.1 Information You Provide

• Account information: Name, email address, phone number, username, password (stored in hashed form), profile photo, role (owner, staff, trainer, member), and gym affiliation.
• Business information: Gym name, address, contact details, tax or billing identifiers, subscription plan, and operational settings.
• Member and operational data: Membership details, attendance records, check-in/check-out logs, class bookings, trainer assignments, workout logs, payment records, invoices, and notes entered by authorized users.
• Communications: Messages, support requests, feedback, and other correspondence you send to us.
• Payment information: Billing details and transaction records. Payment card processing may be handled by third-party payment providers; we do not store full card numbers on our servers where prohibited by applicable standards.

2.2 Information Collected Automatically

• Device and usage information: Device type, operating system, app version, browser type, IP address, language settings, access times, pages or screens viewed, and actions taken within the Services.
• Location information: With your permission, we may collect approximate or precise location data to support attendance check-ins, gym access verification, or location-based features. You can control location permissions through your device settings.
• Log and diagnostic data: Error reports, crash logs, performance data, and security logs used to maintain and improve the Services.
• Cookies and similar technologies: On our website and web app, we may use cookies, local storage, and similar technologies for authentication, preferences, analytics, and security.

2.3 Information from Third Parties

We may receive information from payment processors, authentication providers, analytics services, or gym administrators who add or manage member profiles within their gym account.

3. How We Use Your Information

We use personal information for the following purposes:

• To provide, operate, maintain, and improve the Services.
• To create and manage user accounts and authenticate users.
• To process memberships, attendance, billing, invoices, renewals, and gym operations.
• To enable communication between gym staff, owners, and members where permitted by the gym’s settings.
• To send service-related notices, security alerts, and administrative messages.
• To respond to support requests and customer inquiries.
• To monitor usage, troubleshoot issues, prevent fraud, and protect the security of the Services.
• To comply with legal obligations and enforce our terms and policies.
• To analyze trends and improve product features, subject to applicable law.

4. Legal Bases for Processing (Where Applicable)

Where required by applicable data protection laws, we process personal information based on one or more of the following legal bases:

• Contract: Processing necessary to provide the Services you or your gym have requested.
• Legitimate interests: Operating, securing, and improving the Services, subject to your rights and interests.
• Consent: Where you have given permission, such as for certain location features or marketing communications.
• Legal obligation: Where processing is required to comply with applicable law.

5. How We Share Information

We do not sell your personal information. We may share information only in the following circumstances:

• Within your gym account: Information may be visible to authorized gym owners, administrators, and staff according to role-based permissions.
• Service providers: With vendors who help us host, maintain, analyze, support, or secure the Services, subject to contractual confidentiality and data protection obligations.
• Payment processors: With payment partners to process transactions securely.
• Legal and safety: When required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of GymOpsHQ, our users, or others.
• Business transfers: In connection with a merger, acquisition, reorganization, or sale of assets, subject to appropriate safeguards.
• With your direction: When you request or authorize us to share information.

6. Data Retention

We retain personal information for as long as necessary to provide the Services, fulfill the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce agreements.

Retention periods may vary depending on the type of data, your role, your gym’s subscription status, and applicable law. When data is no longer required, we take reasonable steps to delete or anonymize it, unless retention is required by law or legitimate business needs such as billing, tax, audit, or security records.

7. Data Security

We implement administrative, technical, and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure. These measures may include access controls, authentication safeguards, monitoring, and secure infrastructure practices.

No method of transmission or storage is completely secure. While we work to protect your information, we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

8. Your Rights and Choices

Depending on your location and applicable law, you may have rights regarding your personal information, including the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your account or personal data, subject to legal and contractual limitations.
• Object to or restrict certain processing activities.
• Withdraw consent where processing is based on consent.
• Request a copy of your data in a portable format, where applicable.

To exercise these rights, contact admin@gymsaas.com. We may need to verify your identity before processing your request. Members whose data is managed by a gym may also need to contact their gym administrator.

You can manage certain permissions, such as location access, through your device or browser settings. You may also opt out of non-essential cookies where supported.

9. Children’s Privacy

The Services are intended for use by gym businesses and authorized users. GymOpsHQ is not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13 without appropriate authorization. If you believe a child has provided personal information to us without proper consent, contact admin@gymsaas.com and we will take appropriate steps.

10. International Data Transfers

Your information may be processed and stored in countries other than your country of residence. Where required, we implement appropriate safeguards for cross-border transfers of personal information in accordance with applicable law.

11. Third-Party Links and Services

The Services may contain links to third-party websites, apps, or services that are not operated by GymOpsHQ. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing personal information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will post the updated policy on this page and revise the Effective Date above. Your continued use of the Services after the updated policy becomes effective constitutes acceptance of the changes, unless otherwise required by law.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, contact us at:

Email: admin@gymsaas.com

Service: GymOpsHQ

Operated by: Dertz Infotech LLP