Privacy Policy

About this policy

This policy explains how GymLabs handles personal information. It covers two different situations, and it is worth knowing which one applies to you, because our responsibilities differ.

The first is information about you, when you visit gymlabs.ai, contact us, request a demo, join the waitlist, or hold a GymLabs account. For this information we decide how and why it is used, and we are responsible for it directly.

The second is information about a gym's members and clients, which appears inside GymLabs because a gym has engaged us to analyse their operations. Here the gym decides how that data is used and we act on their instructions. If you are a member of a gym that uses GymLabs and you want your data corrected or deleted, contact your gym directly; they control it, and we will support them in acting on your request.

Information we collect

When you contact us

Our contact, demo request and waitlist forms collect what you type into them. Depending on the form, that is some combination of your name, email address, phone number, the name of your gym or studio, your job title, the number of trainers you work with, and your message. We ask for the business details so that a demo is relevant to your operation rather than generic.

When you hold a GymLabs account

To create and run an account we store your name, email address, an encrypted form of your password, the organisation you belong to, and your role within it. We also keep a record of significant actions taken in the account, such as data imports, so that account owners can see what happened and when.

Gym member data processed for our customers

When a gym uses GymLabs, we process data drawn from their existing booking platform. This typically includes member names, email addresses, phone numbers, membership and package status, session and attendance history, and purchase records. We use this data only to produce the analytics, alerts and forecasts the gym has asked for. We do not sell it, we do not use it to build profiles for advertising, and we do not use one customer's data to serve another customer.

Technical and usage information

We collect information about how the product and the website are used, such as pages viewed, features used, approximate location derived from IP address, browser and device type, and error reports. We use product analytics that can record how a page was used. Fields that display member contact details are masked in those recordings, so they are not captured.

How we use information

We use the information described above to provide and operate GymLabs, to respond to enquiries and arrange demos, to keep accounts secure and investigate misuse, to diagnose faults and improve how the product works, and to send service messages about things such as changes to the product or to this policy. Where we send marketing email, we do so only to business contacts who have asked to hear from us, and every such message includes a way to stop receiving them.

Who we share information with

We do not sell personal information. We share it only with service providers who help us run GymLabs, and only to the extent they need it to perform that service. These fall into a small number of categories: cloud hosting and database services that run the application and store its data, website hosting for gymlabs.ai, product analytics that show us how the product is used, and business tools that record and route the enquiries you send us.

If you are a customer and need the specific providers we use for your own compliance records, email us at hello@gymlabs.ai and we will share the current list.

We may also disclose information where the law requires it, or where it is necessary to establish or defend legal claims. If GymLabs is ever involved in a merger or acquisition, information may transfer as part of that transaction, and we will say so before it happens.

Where information is held

GymLabs is operated from Hong Kong and our providers operate internationally, so information may be stored or processed outside the country you are in. Where we move information across borders we rely on the contractual protections offered by those providers.

How long we keep information

We keep enquiry and demo request information for 24 months after our last contact with you, so we can follow up and keep a record of the conversation. Account and gym member data is kept for as long as the gym remains a customer. When a customer ends their contract we delete or return their data within 90 days, which leaves time to export anything they need first. Backups run on their own cycle and are fully overwritten within a further 30 days.

How we protect information

Data is encrypted in transit and at rest. Each gym's data is separated from every other gym's, and that separation is enforced in the application and backed by constraints in the database itself. Member contact details such as email addresses and phone numbers are shown only on the individual client record where they are genuinely needed, and never in lists, exports of summary data, or logs. Access within a gym's account is governed by roles that the account owner controls, so an owner decides who on their team can see and change what.

No system is perfectly secure, and we do not claim otherwise. If a breach affects your information, we will notify you and, where required, the relevant regulator.

Your choices and rights

Depending on where you live, you may have the right to ask for a copy of the personal information we hold about you, to have it corrected or deleted, to object to or restrict how we use it, and to receive it in a portable form. To exercise any of these, email us at hello@gymlabs.ai. We will respond within the period required by the applicable law.

If you are a member of a gym that uses GymLabs, please direct these requests to your gym, since they decide how their member data is handled. We will help them respond.

Cookies

We use cookies and similar technologies that are necessary for the site and the application to function, such as keeping you signed in, and to understand how the product is used. We do not use advertising cookies and we do not track you across other companies' websites. You can block cookies in your browser, though parts of the application will not work without the necessary ones.

Children

GymLabs is a tool for gym operators and is not directed at children. We do not knowingly collect information directly from children. Where a gym's own membership includes minors, that data reaches us only through the gym, under their instructions and their responsibility.

Changes to this policy

If we change this policy we will update the date shown at the top of this page, and for significant changes we will tell account holders directly rather than relying on you to notice.

Contact us

For any question about this policy or about how your information is handled, email hello@gymlabs.ai.