GymOS — Privacy Policy

# Privacy Policy **Last updated: 23/06/2026** This Privacy Policy explains how **GymOS** ("we", "us", or "our") collects, uses, stores, and protects your personal information when you use our gym management application and related services (the "Service"). We are committed to protecting your privacy and handling your personal information responsibly, in line with the **Protection of Personal Information Act, 2013 (POPIA)** of South Africa. By using GymOS, you agree to the practices described in this policy. --- ## 1. Who We Are GymOS is a gym management platform that helps gym owners and staff manage memberships, schedules, billing, and member information. **Responsible party / contact details:** - Business name: GymOS ZA - Email: admin@gymos.co.za --- ## 2. Information We Collect We collect the following types of personal information: **Account information** — name, email address, phone number, and password (stored securely in encrypted form). **Member information** — details that gym staff record about members, such as membership type, attendance, fitness goals, emergency contacts, and any health or activity notes entered into the system. **Payment information** — billing details needed to process membership fees. Where payments are handled by a third-party payment provider, we do not store full card details on our servers. **Usage data** — information about how you interact with the Service, such as log-in times, pages visited, device and browser type, and IP address. --- ## 3. How We Use Your Information We use personal information to: - Create and manage user and member accounts - Provide and operate the core features of the Service - Process membership payments and send billing notices - Communicate with you about your account, updates, and support requests - Improve, secure, and troubleshoot the Service - Comply with our legal obligations We only process personal information for the purposes for which it was collected, or for compatible purposes you would reasonably expect. --- ## 4. How We Share Information We do **not** sell your personal information. We may share it only in these limited cases: - **Service providers** — trusted third parties who help us operate the Service (for example, hosting, payment processing, and email delivery), under agreements that require them to protect your data. - **Legal reasons** — where we are required to disclose information by law, court order, or to protect our rights, users, or the public. - **Business transfers** — if GymOS is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. --- ## 5. Data Storage and Security We take reasonable technical and organisational measures to protect your personal information against loss, unauthorised access, and misuse. These include encryption of sensitive data, access controls, and secure authentication. No method of transmission or storage is completely secure, so while we strive to protect your information, we cannot guarantee absolute security. --- ## 6. How Long We Keep Your Information We keep personal information only for as long as necessary to provide the Service and to meet our legal, accounting, and reporting obligations. When information is no longer needed, we securely delete or anonymise it. --- ## 7. Your Rights Under POPIA, you have the right to: - Request access to the personal information we hold about you - Request correction of inaccurate or incomplete information - Request deletion of your information, where appropriate - Object to certain processing of your information - Lodge a complaint with the Information Regulator of South Africa To exercise any of these rights, contact us at admin@gymos.co.za. We may need to verify your identity before responding. **Information Regulator (South Africa):** - Website: https://inforegulator.org.za - Email: enquiries@inforegulator.org.za --- ## 8. Cookies and Tracking GymOS may use cookies and similar technologies to keep you signed in, remember preferences, and understand how the Service is used. You can control cookies through your browser settings, though disabling them may affect how the Service works. --- ## 9. Children's Information The Service is intended for use by gym staff and adult members. Where information about a minor is recorded (for example, a junior member), it must be provided and managed by a parent, guardian, or authorised gym representative. --- ## 10. Changes to This Policy We may update this Privacy Policy from time to time. When we make significant changes, we will update the "Last updated" date above and, where appropriate, notify you. Continued use of the Service after changes take effect means you accept the revised policy. --- ## 11. Contact Us If you have questions about this Privacy Policy or how we handle your information, contact us at: - Email: admin@gymos.co.za .