gymclub.fitness

Privacy Policy

Last updated: 22 October 2026

GymClub (“we”, “us”) makes gym management software, available at gymclub.fitness. This policy explains what personal data we handle, why, who we share it with, and the choices you have. It covers:

  • Visitors to our website and people who contact us or ask for a demo.
  • Gyms that use GymClub (“Customers”) and their owners, managers, trainers and front-desk staff (“Users”).
  • Gym members and enquiries, whose details our Customers store in GymClub.

1. Who is responsible for your data

For website visitors, demo requests and Customer accounts, GymClub decides how data is used and is the Data Fiduciary under India’s Digital Personal Data Protection Act, 2023 (“DPDP Act”).

For gym members and enquiries, the gym is the Data Fiduciary. We process that data only on the gym’s instructions, to run the service for them, as their Data Processor. If you are a member of a gym that uses GymClub, please contact your gym first: their privacy notice applies to you, and we help them answer your request.

2. What we collect

Website and demo requests

Your name, email, phone or WhatsApp number, gym name and anything you write to us. We also collect usage data (pages viewed, clicks and scrolls, device and browser type, and approximate location from your IP address) through Microsoft Clarity analytics.

Customer and staff accounts

Name, email, phone or WhatsApp number, role and branch; sign-in and session history; and a log of actions taken in the app, such as payments recorded, records edited and member profiles viewed. If the gym uses staff attendance or payroll, we also hold attendance, leave and salary details.

Member and enquiry data stored by gyms

Depending on the features a gym uses, this can include name, member ID, phone and WhatsApp number, date of birth, address or area, photo, admission forms and KYC documents, memberships, payments, dues and invoices, check-ins, personal-training sessions, diet plans, and body measurements and progress photos. Gyms decide what they record.

Payments

Payments for GymClub subscriptions and add-ons are processed by Razorpay; we do not store card or bank details. Payments members make to their gym are recorded by the gym (amount, mode and date).

3. How we use it

  • To provide the service: sign-in (including WhatsApp one-time passwords), memberships, invoices, check-ins, reports and support.
  • To send the messages a gym sets up, such as renewal reminders, receipts and invoices on WhatsApp, on the gym’s behalf.
  • For AI features: when staff use Techie by chat or voice, or scan a paper admission form, the relevant text, audio or image is sent to our AI provider to produce the answer or read the form. We do not use Customer data to train AI models.
  • For check-in announcements: a member’s name may be turned into speech so the gym can announce arrivals.
  • To keep GymClub secure, prevent misuse and keep audit records.
  • To bill Customers and meet legal duties, such as keeping tax and GST records.
  • To improve our website and product using usage data.

We do not sell personal data, and we do not use members’ data to market GymClub.

4. Who we share it with

We use the service providers below to run GymClub. Each gets only the data it needs to do its job.

  • Vercel: hosting for the GymClub web app
  • Convex: application database and backend
  • Clerk: staff sign-in and account security
  • Cloudflare R2: backups
  • Meta (WhatsApp Business Platform): WhatsApp messages to members and staff
  • Google (Gemini API): the Techie AI assistant and admission-form scanning
  • ElevenLabs and Sarvam AI: text-to-speech for check-in announcements
  • Resend: account emails
  • Razorpay: payments for GymClub subscriptions and add-ons
  • Microsoft Clarity: website and app usage analytics

Some of these providers process data outside India. We may also disclose data when the law requires it, or to a buyer or successor if our business is transferred, under the same protections.

5. How long we keep it

Customer data is kept while the Customer’s account is active. When a Customer leaves, we give them an export of their data on request and then delete it from our systems, except records we must keep by law, such as invoices and tax records. Copies in backups are removed as those backups expire.

Website and demo enquiries are kept as long as needed to respond and follow up, or until you ask us to delete them.

6. How we protect it

Data is encrypted in transit. Each gym’s data is kept separate, staff see only what their role and branch allow, money changes and profile views are logged, and app PINs are stored hashed. No system is perfectly secure; if a breach affects personal data, we will tell the affected Customers, and the Data Protection Board of India where the law requires.

7. Your rights

Under the DPDP Act you can ask to access, correct or erase your personal data, withdraw consent where processing relies on it, nominate someone to act for you, and raise a grievance. Gym members should contact their gym, and we will help the gym respond. Everyone else can write to us at hello@gymclub.fitness.

8. Children

GymClub is a service for businesses. If a gym registers a member under 18, the gym is responsible for getting verifiable consent from a parent or guardian, as the law requires.

9. Cookies

We use cookies needed for sign-in and security in the app, and analytics cookies from Microsoft Clarity to understand how our website and app are used. You can block cookies in your browser, but signing in needs them.

10. Changes to this policy

We will post updates here and change the date at the top. For significant changes, we will tell Customers by email or in the app before they take effect.

11. Contact and grievances

Questions, requests or complaints about privacy go to hello@gymclub.fitness. Our Grievance Officer can be reached at the same address. You can also complain to the Data Protection Board of India. See also our Terms of Service.