Gym Admin - Privacy Policy

Effective Date: October 28, 2025

1. Introduction

This Privacy Policy describes how Gym Admin ("we," "us," or "our") collects, uses, and shares personal information when you use our gym management application and related services (the "Service"). This includes the administrator interface and the Student App.

By using the Service, you consent to the data practices described in this policy.

2. Information We Collect

Information You Provide Directly

• Gym Administrator Data: Name, email address, phone number, physical address, and login credentials.
• Student Data: Full name, date of birth, contact information (email, phone), emergency contact details, attendance history, belt/rank progression records, and membership status.
• Payment Information: We do not directly store sensitive payment information (like full credit card numbers). All payment processing is handled by our third-party provider, Stripe. We only receive transaction details, payment status, and tokens necessary to manage your recurring billing.

Information Regarding Children

We may collect the limited personal information described above (specifically, Student Data) for children under 18 years old. This data is strictly used for gym operations management, including tracking attendance, belt progression, and membership status, and is collected with the explicit consent of a parent or legal guardian.

Automatically Collected Information

• Usage Data: Information about how you interact with the Service, such as access dates and times, features used, pages viewed, and application performance data.
• Device Information: IP address, operating system, browser type, and mobile device identifiers.

3. How We Use Your Information

• To Provide the Service: To manage your gym profile, enable student enrollment, track attendance, manage class schedules, and facilitate self check-in.
• Billing and Payments: To process subscription fees, manage membership billings for your students via Stripe, and communicate billing status.
• Communication: To send service updates, security alerts, technical notices, and respond to your support requests.
• Improvement: To analyze usage patterns, monitor system performance, fix bugs, and develop new features to enhance the user experience.
• Security: To protect the Service and Client Data from unauthorized access, fraud, or abuse.

4. How We Share Your Information

• With Your Consent: We will share your information if you direct us to do so.
• Service Providers (Vendors): We share data with third-party vendors who perform services on our behalf, such as cloud hosting, data storage, analytics, and technical support. These vendors are only provided the information necessary to perform their services and are required to protect the confidentiality of your information.
• Payment Processor (Stripe): Student payment details and necessary gym billing information are shared with Stripe to process transactions. Stripe’s use of your information is governed by their own privacy policy.
• Legal Compliance: We may disclose your information if required to do so by law, in response to a subpoena, or if we believe such action is necessary to comply with a legal obligation, protect our rights or property, or ensure the safety of our users or the public.

5. Data Security and Retention

We implement industry-standard security measures (such as encryption, access controls, and secure server infrastructure) to protect your Client Data from unauthorized access, alteration, disclosure, or destruction.

We will retain your personal information for as long as your account is active or as needed to provide you with the Service. We will retain and use your information to comply with our legal obligations, resolve disputes, and enforce our agreements.

6. Your Data Rights (Access and Correction)

• Access and Correction: You may access and update most of your gym or student data directly through the Service dashboard.
• Deletion: You can request the deletion of your account and associated data. Please note that we may be required to retain certain information for recordkeeping purposes or to complete transactions that began prior to your request.

7. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Effective Date" at the top. We encourage you to review this policy periodically.

8. Overseas Disclosure

We use third-party cloud service providers (like Firebase and potentially others for hosting/analytics) and payment processors (Stripe) to operate the Service. As a result, your personal information is likely to be transferred to and stored in countries outside of Australia.

By using the Service, you acknowledge and consent to the disclosure of your personal information to overseas recipients. We take reasonable steps to ensure that our service providers located overseas are subject to comparable privacy and confidentiality obligations to those in the Australian Privacy Principles.

9. Contact and Complaints

If you have questions about this Privacy Policy or wish to make a complaint about how we have handled your personal information, please contact us using the form in the "Contact Us" section of the website. We will acknowledge receipt of your complaint as soon as practicable and aim to respond within 30 days.