Privacy Policy

1. Who we are

Gym Manager Hub ("Gym Manager Hub", "we", "us", "our") is a gym management software platform operated by the Gym Manager Hub team, built and operated in India. Our service helps gym owners manage members, billing, attendance, trainer assignments, diet plans, WhatsApp communications and reports. This privacy policy explains how we collect, use, store, share and protect personal information when you use our services via https://gymmanagerhub.com and any related applications.

2. What information we collect

We collect three broad categories of information:

• Information you provide directly: gym name, owner name, email address, phone number, billing address, GSTIN, payment details, gym logo, member lists and attendance data you import, trainer and staff details, diet and workout plans you create.
• Member biometric data (when you use face recognition attendance): facial embeddings derived from enrollment photos, reference photos you choose to capture at enrollment, and timestamps of check-ins. We do not sell biometric data and it is stored per-gym with role-based access control.
• Information collected automatically: IP address, device type, browser, operating system, pages visited, clicks, timestamps, approximate location derived from IP, and diagnostic logs if an error occurs.

3. How we use your information

We use information to:

• Provide, maintain, improve and personalise our services
• Process subscription payments and renewals via Razorpay or similar payment processors
• Send important service communications (renewals, incidents, security alerts)
• Respond to support requests and troubleshoot issues
• Analyse aggregate usage patterns to improve the product (never tied to individual members)
• Prevent fraud, abuse and unauthorised access
• Comply with legal obligations

4. Data about your gym members

When you use Gym Manager Hub to run your gym, you (the gym owner) are the data controller for your member data. Gym Manager Hub acts as a data processor on your behalf. This means you decide what member data to collect and why; we simply process it according to your instructions and this privacy policy.

5. How we share information

We do not sell your data or your members' data. We only share information with trusted third parties that are essential to operating the service:

• Razorpay (for payment processing)
• Meta/WhatsApp Business Platform (for gym-connected WhatsApp messaging)
• Our email delivery provider (for transactional emails)
• Cloud infrastructure providers (for hosting your data)
• Government authorities if required by applicable Indian law (DPDP Act, IT Act, CrPC)

6. Data retention

We retain your data for as long as your account is active. If you cancel your subscription, we retain data for 90 days in case you want to reactivate, after which it is deleted permanently. You can request full data export or deletion at any time by emailing hello@gymmanagerhub.com.

7. Security

We use industry-standard security controls: encrypted connections (TLS 1.2+), encrypted database at rest, role-based access control, secure password hashing (bcrypt), regular security updates, and segmented multi-tenant architecture so one gym's data can never be accessed by another. Biometric embeddings are stored separately with additional access controls.

8. Your rights

Under India's Digital Personal Data Protection Act (DPDP Act, 2023), you have the right to:

• Access the personal data we hold about you
• Correct any inaccurate data
• Request deletion of your data (subject to legal retention requirements)
• Withdraw consent you previously gave
• Lodge a complaint with the Data Protection Board of India

9. Cookies

We use essential cookies to keep you logged in and to remember your preferences. We use Google Analytics (if enabled) to understand aggregate site usage. You can disable non-essential cookies in your browser settings.

10. Children

Gym Manager Hub is intended for gym owners and adult gym members (18+). We do not knowingly collect data from children under 18 without parental consent. If you believe we have collected such data, please contact us immediately.

11. International data transfers

Your data is primarily stored and processed in India. If we transfer data outside India (for example, through a cloud provider), we ensure equivalent protection is in place.

12. Changes to this policy

We may update this privacy policy from time to time. Material changes will be notified via email and posted on this page with a new "last updated" date. Continued use of the service after a change means you accept the updated policy.

13. Contact us

Questions about this privacy policy or how we handle your data? Email us at hello@gymmanagerhub.com and we'll respond within two business days.