Privacy Policy

This Privacy Policy explains how GymKlout Limited ("GymKlout," "we," "us," or "our") collects, uses, stores, protects, and shares personal information when you use GymKlout's website, software platform, mobile applications, and related services (collectively, the "Service").

The Service includes our website and SaaS platform used by gyms and fitness businesses, as well as the GymKlout mobile application used by gym members and other individual users.

By using the Service, you acknowledge that you have read and understood this Privacy Policy.

1. Who This Policy Applies To

This Privacy Policy applies to everyone who uses or interacts with GymKlout, including:

• Gym owners and business operators;
• Gym administrators and authorized staff;
• Gym members and individual users;
• People who create or maintain a GymKlout account;
• Visitors to the GymKlout website; and
• People who communicate with GymKlout through our website, email, or other supported channels.

Different types of information may be collected depending on how you use GymKlout.

2. Information We Collect

We collect information that you provide to us, information generated through your use of the Service, and, where applicable, information received from third-party services.

2.1 Information You Provide Directly

Depending on how you use GymKlout, we may collect:

• Full name;
• Email address;
• Phone number;
• Password or authentication information;
• Profile photograph;
• Date of birth or age information, where required;
• Gender or other profile information, where you choose to provide it;
• Gym membership information;
• Gym or business information;
• Branch information;
• Staff and administrator information;
• Account and subscription information;
• Information submitted through forms, support requests, or communications with us;
• Content you create or upload, such as posts, comments, photographs, reviews, or other content; and
• Other information you voluntarily provide through the Service.

You are not required to provide information that is not necessary for a particular feature, although certain features may not be available without the information required to operate them.

2.2 Information Provided by Gym Owners or Businesses

When a gym or fitness business uses GymKlout, the gym may provide information about its business, staff, and members.

This may include:

• Gym name and business information;
• Gym contact details;
• Branch locations;
• Staff and administrator information;
• Member names and contact information;
• Membership information;
• Membership status or related account information;
• Check-in or gym activity information; and
• Other information the gym chooses to manage through GymKlout.

When a gym provides member information to GymKlout, GymKlout processes that information to provide the services requested by the gym.

Gym owners and businesses are responsible for ensuring that they have an appropriate legal basis and any necessary permissions or notices required to provide member information to GymKlout.

3. Information Collected Automatically

When you access or use GymKlout, certain information may be collected automatically, depending on the device, browser, and features you use.

This may include:

• IP address;
• Device type and model;
• Operating system;
• Browser type;
• App version;
• Device identifiers;
• Language and regional settings;
• Referring URLs;
• Pages or screens viewed;
• Features used;
• Date and time of activity;
• General usage and interaction information; and
• Diagnostic, crash, and performance information.

We use this information primarily to operate, secure, maintain, troubleshoot, and improve GymKlout.

4. Location Information

Certain GymKlout features may use location information to provide location-based functionality, such as helping users discover or interact with gyms.

Depending on the feature and the permissions you provide, location information may be collected from your device.

You can generally control location permissions through your device settings. If you disable location access, some location-based features may not function correctly.

We do not use location information for purposes unrelated to the operation and improvement of the applicable GymKlout features unless otherwise disclosed or permitted by law.

5. Gym Membership and Activity Information

GymKlout may process information relating to your relationship with a gym or fitness business using the Service.

This may include:

• The gym or gyms you are connected with;
• Membership status;
• Membership dates or related membership information;
• Check-ins;
• Gym activity recorded through GymKlout;
• Interactions with gym-related features; and
• Other information necessary to provide gym-management or member features.

This information may be visible to the relevant gym, its authorized administrators, or staff members depending on their permissions and the functionality of the Service.

6. Community Content and Communications

GymKlout may provide social and community features that allow users to interact with gyms and other users.

Depending on the features available, users may create or share:

• Profile information;
• Posts;
• Photos;
• Comments;
• Reviews;
• Reactions;
• Messages; and
• Other content or communications.

Information that you choose to make available publicly or to members of a gym community may be visible to other authorized users.

You should carefully consider what personal information you choose to share through public or community features.

GymKlout may process, store, and display this information as necessary to provide the relevant features and to enforce our Terms of Service and community standards.

7. Payment and Subscription Information

GymKlout may offer paid subscriptions or other paid services to gyms and fitness businesses.

When you purchase a GymKlout subscription or make a payment, we may receive information necessary to identify the transaction, such as:

• The subscription or service purchased;
• Transaction amount;
• Payment status;
• Transaction reference;
• Billing information; and
• Other information provided by the payment provider.

Payments may be processed through third-party payment providers.

Where payment card information is collected directly by a payment provider, GymKlout does not generally receive or store your complete card number or other sensitive payment credentials.

Payment providers may process your information according to their own privacy policies and terms.

8. Push Notifications

GymKlout may use push notifications to send information such as:

• Account notifications;
• Membership updates;
• Gym-related notifications;
• Messages and community activity;
• Security alerts;
• Service updates; and
• Other notifications related to your use of GymKlout.

To deliver push notifications, we may process information such as a device or push-notification token.

You can control push notifications through your device settings and, where available, through settings within the GymKlout application.

9. Cookies and Similar Technologies

Our website may use cookies and similar technologies to:

• Keep the website functioning properly;
• Remember preferences;
• Understand website usage;
• Measure performance;
• Improve our services; and
• Support security and fraud prevention.

Third-party services used by GymKlout may also use cookies or similar technologies where applicable.

You can control or disable cookies through your browser settings. Disabling certain cookies may affect the functionality of some parts of the website.

10. How We Use Your Information

We may use personal information to:

• Create and manage accounts;
• Provide and operate GymKlout;
• Connect members with participating gyms;
• Enable gyms to manage memberships, branches, staff, and related operations;
• Provide gym and fitness community features;
• Process subscriptions and payments;
• Deliver push notifications and other communications;
• Provide customer support;
• Respond to questions, requests, and complaints;
• Authenticate users and protect accounts;
• Detect, prevent, and investigate fraud, abuse, unauthorized access, and security incidents;
• Monitor and improve the performance and reliability of the Service;
• Analyze usage and trends to improve GymKlout;
• Develop and improve features and services;
• Communicate important service updates;
• Send marketing communications where permitted by applicable law and, where required, with your consent;
• Enforce our Terms of Service and other policies;
• Comply with applicable laws, regulations, and legal processes; and
• Protect the rights, safety, property, and security of GymKlout, our users, and others.

11. How We Share Your Information

We do not sell your personal information.

We may share information in the following circumstances:

11.1 With Your Gym

If you are a member of a gym using GymKlout, certain information may be shared with that gym and its authorized administrators or staff as necessary to provide gym-management and membership services.

The information available to a gym may depend on the features and permissions provided by GymKlout.

11.2 With Service Providers

We may use third-party companies and service providers to help us operate GymKlout.

These providers may assist with services such as:

• Cloud hosting and infrastructure;
• Authentication;
• Database and data storage;
• Push notifications;
• Crash reporting and diagnostics;
• Analytics;
• Payment processing;
• Website security and performance;
• Email and communications; and
• Customer support.

These providers may process information on our behalf and are expected to handle information in accordance with applicable contractual and legal requirements.

11.3 Legal Requirements

We may disclose information where reasonably necessary to:

• Comply with applicable law or regulation;
• Respond to lawful requests from government authorities;
• Enforce our Terms of Service;
• Investigate fraud or security incidents;
• Protect the rights, property, or safety of GymKlout, our users, or others; or
• Establish, exercise, or defend legal claims.

11.4 Business Transfers

If GymKlout is involved in a merger, acquisition, restructuring, financing, sale of assets, or similar business transaction, personal information may be transferred as part of that transaction, subject to applicable law.

12. Third-Party Services

GymKlout may use third-party services and technologies to operate and improve the Service.

Depending on the features you use, these may include services provided by companies such as:

• Google/Firebase;
• Cloudflare;
• Payment processors;
• Analytics providers;
• Email and communications providers; and
• Other infrastructure, security, or technology providers.

For example, Firebase services may be used for functionality such as authentication, data storage, push notifications, analytics, or crash reporting.

Third-party providers may process information according to their own privacy policies and applicable terms.

We recommend reviewing the privacy policies of third-party services where appropriate.

13. Data Retention

We retain personal information for as long as reasonably necessary to:

• Provide the Service;
• Maintain your account;
• Fulfill the purposes described in this Privacy Policy;
• Maintain appropriate business and transaction records;
• Comply with legal and regulatory obligations;
• Resolve disputes;
• Prevent fraud and abuse;
• Enforce our agreements; and
• Protect the security and integrity of the Service.

When personal information is no longer reasonably required, we will take reasonable steps to delete, anonymize, or otherwise securely dispose of it, subject to legal, security, and legitimate business requirements.

Some information may therefore remain for a limited period after an account is deleted where retention is necessary for these purposes.

14. Account and Data Deletion

You may request deletion of your GymKlout account and associated personal information, subject to applicable law and legitimate retention requirements.

Where account deletion functionality is available within the GymKlout application or platform, you may use that functionality to initiate deletion.

You may also contact us at [email protected] to request account or personal-data deletion.

When an account is deleted, we will take reasonable steps to delete or anonymize associated personal information that we are not legally or legitimately required to retain.

Information that has been provided or managed by a gym may also be subject to the gym's own retention obligations and policies.

15. Your Privacy Rights

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

• Request access to personal information we hold about you;
• Request correction of inaccurate or incomplete information;
• Request deletion of your personal information;
• Request restriction of certain processing;
• Object to certain processing;
• Request portability of certain information;
• Withdraw consent where processing is based on consent; and
• Lodge a complaint with an applicable data-protection or regulatory authority.

These rights may be subject to legal exceptions and limitations.

To exercise a privacy right, contact us at: [email protected]

We may need to verify your identity before completing certain requests.

16. Marketing Communications

Where permitted by applicable law, GymKlout may send you information about new features, services, promotions, or other GymKlout updates.

You may opt out of marketing communications by following the unsubscribe instructions in the relevant communication or by contacting us.

Even if you opt out of marketing communications, we may continue to send essential service-related communications, such as security alerts, account notices, transaction information, and important changes to the Service.

17. Data Security

We implement reasonable technical and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, disclosure, or destruction.

These measures may include access controls, authentication mechanisms, encryption where appropriate, monitoring, and security practices provided by our technology and infrastructure providers.

However, no method of transmission over the internet or electronic storage system is completely secure. We cannot guarantee absolute security of your information.

If we become aware of a security incident affecting personal information, we will take appropriate steps to investigate, mitigate, and respond to the incident in accordance with applicable law.

18. International Data Processing

GymKlout and our service providers may process or store personal information in countries other than the country in which you live.

Where personal information is transferred internationally, we will take reasonable steps to ensure that the transfer and processing are conducted in accordance with applicable data-protection laws.

19. Children's Privacy

GymKlout is not intended for children under the age of 13.

We do not knowingly collect personal information from children under 13.

If we become aware that a person under 13 has created an account or provided personal information without appropriate authorization, we will take reasonable steps to investigate and delete the information where required.

If you believe that a child under 13 has provided personal information to GymKlout, please contact us at: [email protected]

20. Third-Party Links

The Service may contain links to websites, applications, or services operated by third parties.

GymKlout does not control those third parties and is not responsible for their privacy practices, content, security, or handling of personal information.

We encourage you to review the privacy policies of third-party services before providing them with personal information.

21. Your Responsibilities

You are responsible for ensuring that the information you provide to GymKlout is accurate and up to date.

If you are a gym owner, administrator, or other business user, you are responsible for ensuring that information about your employees, staff, members, or other individuals that you provide to GymKlout is collected and shared in accordance with applicable law and your obligations to those individuals.

You should also take reasonable steps to protect your account credentials and notify GymKlout if you believe your account has been compromised.

22. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our Service, technology, legal requirements, or privacy practices.

When we make material changes, we will update the "Last updated" date at the top of this Privacy Policy and, where reasonably appropriate, provide additional notice through the Service or other communication channels.

Your continued use of GymKlout after an updated Privacy Policy becomes effective means that you acknowledge the updated policy.

We encourage you to review this Privacy Policy periodically.

23. Contact Us

If you have questions, concerns, requests, or complaints regarding this Privacy Policy or how GymKlout handles personal information, please contact us:

GymKlout Limited
Email: [email protected]
Website: https://gymklout.com