Privacy Policy

Who We Are

GymElite is a cloud-based gym management platform that helps gym owners manage memberships, billing, attendance, and communication with members.

Information We Collect

We may collect several types of information including:

Name, email address, and phone number
Gym business details
Member information entered by gym owners
Billing and payment details
Device information and usage data
IP address and browser information
AI queries, chat prompts, and interaction logs

How We Use Your Information

We use the information we collect to:

Provide and maintain the GymElite platform
Process subscriptions and payments
Send system notifications and invoices
Improve product features, algorithms, and performance
Train, evaluate, and fine-tune AI models for enhanced response quality
Prevent fraud and ensure security
Provide customer support

Data Shared by Gym Owners

Gym owners using our platform may store information about their members such as names, contact details, membership plans, and payment records. GymElite acts as a platform provider and does not control how gym owners use their member data.

Cookies and Tracking Technologies

We use cookies and browser storage technologies to maintain secure sessions, remember your preferences, and analyze website traffic. You can manage or decline cookie preferences via our cookie banner or browser settings.

Location Data & Geofenced Attendance

When gym members scan a QR code for check-in via the GymElite Member mobile app, the app temporarily requests device GPS coordinates strictly to verify that the member is physically within the designated geofence radius of the gym facility.Location coordinates are validated ephemerally in real-time and are never recorded or stored as continuous location tracking logs.

Sensitive Fitness & Health Metrics

Gym owners and trainers may record member fitness metrics (such as weight, body fat %, workout history, and diet plans) to facilitate training programs. GymElite treats all fitness records as confidential business data owned by the gym workspace. Members retain the right to request their gym administrator to export, correct, or permanently purge their personal health metrics.

Third-Party Services

GymElite may integrate with trusted third-party providers including:

Payment gateways
Analytics providers
Cloud hosting and encrypted backup providers (Cloudflare R2)
WhatsApp messaging infrastructure

Data Security

We implement industry-standard technical and organizational security measures, including role-based access control, cryptographic hashing, and encrypted backups to protect your information.

Data Retention & Deletion

We retain account and member information only as long as necessary to provide our services, maintain business records for gym owners, and comply with legal obligations. Users and gym owners can request complete account deletion at any time.

Your Rights

Depending on your location (including rights under the DPDP Act and GDPR), you have the right to:

Access your personal data and request a copy of your records
Request correction of inaccurate or outdated data
Request permanent deletion of your data (Right to be Forgotten)
Withdraw consent for optional data processing

Age Requirements & Minors Policy

Gym Owners & Account Administrators: You must be at least 18 years old and legally competent to enter into binding contracts to register an account, subscribe to GymElite SaaS plans, and manage business records.

Gym Members & Minors: The GymElite platform is not intended for unsupervised children under 13. Any minor members (aged 13–17) enrolled in a gym workspace must have verifiable parental or guardian consent in compliance with applicable local gym regulations and data protection laws.

Account Responsibilities & Security

As a gym owner, you are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. We encourage you to use a strong password and keep it secure. You also agree to provide accurate information and ensure that your use of the platform complies with all local laws and regulations.

Subscription Fees & Price Changes

GymElite offers various subscription tiers to suit different business scales. We reserve the right to modify our subscription fees or introduce new charges. However, any price changes will only apply to your next billing cycle, and we will provide at least 30 days' notice before any such changes take effect.

Intellectual Property & Ownership

The GymElite software, design, logos, and features are the exclusive property of GymElite and are protected by intellectual property laws. You are granted a non-transferable, limited license to use our platform for your business operations. While we own the software, **you own your data**. Any member information or business records you enter into the system belong to you.

Service Availability & Limitations

We strive to keep GymElite running smoothly 24/7. However, like any cloud service, we may occasionally experience downtime for maintenance or due to factors outside our control. We provide the service on an "as-is" and "as-available" basis. In no event shall GymElite be liable for any indirect, incidental, or consequential damages (such as loss of business profit) arising from the use of our platform.

Platform Usage & Results

GymElite is a management tool designed to assist in your business operations. While we provide the tools to help you succeed, we do not guarantee specific business outcomes, profit increases, or growth results. Your business success remains a result of your own management and effort.

Data Security & Disaster Recovery Backups

GymElite implements automated offsite cloud snapshots designed strictly for platform-level disaster recovery, business continuity, and catastrophic failure mitigation:

Tiered Disaster Snapshots: Gym workspaces on the Starter Plan receive automated weekly cloud snapshots (every Sunday at 03:00 AM IST). Workspaces on Growth, Pro, or Enterprise Plans receive continuous daily automated cloud snapshots (every morning at 03:00 AM IST).
Disaster Recovery Purpose: These automated backups are internal disaster recovery snapshots stored securely in encrypted offsite object storage (Cloudflare R2). They are maintained exclusively for platform infrastructure restoration and business continuity during catastrophic failures, and are not provided as self-service download archives for gym owners.
Data Retention & Safety: Platform disaster snapshots are maintained on a rolling cycle of the 2 most recent backup copies per gym workspace/branch. Gym owners can utilize built-in reporting and export tools for day-to-day administrative data needs.

Third-Party Services & Messaging

GymElite integrates with trusted third-party providers for payments, messaging (such as WhatsApp), and cloud infrastructure. When using these integrations, you agree to comply with their respective terms of service. Specifically for WhatsApp messaging, you must ensure you have proper consent from your members before sending automated alerts. GymElite is not responsible for any service blocks or account bans imposed by third-party providers like Meta or WhatsApp.

AI Features, Model Training & API Policy

GymElite offers AI-driven tools, including the AI Fitness Assistant, WhatsApp automated chatbot, workout and diet planners, and business intelligence copilots.

By utilizing our AI services or offering them to your staff and enrolled members, you understand, acknowledge, and agree that:

Complimentary Courtesy Access (Not Included in Core Plan): AI features are currently provided as a complimentary beta/courtesy feature and are NOT guaranteed or bundled into the core SaaS subscription plans. We currently provide AI access utilizing available free-tier allocations from third-party foundation model providers.
Future BYOK / Usage-Based Pricing: If and when third-party free AI allocations expire, change, or become non-viable, GymElite will no longer be able to offer complimentary AI access. At that point, gym owners will be required to provide their own API key (Bring Your Own Key - BYOK, such as Google Gemini API key) or pay additional usage-based charges to continue utilizing AI features.
Model Training & Chat Data Usage: In accordance with the free-tier terms and policies of third-party AI model providers (including Google Gemini), prompts, member queries, chat logs, and conversation history processed through AI tools may be accessed and used by AI providers to train, fine-tune, evaluate, and improve machine learning models. Users agree not to submit sensitive financial, medical, or confidential proprietary data through AI chat interfaces.
Fitness Guidance Only: AI-generated outputs (such as workout routines, diet plans, and advice) are for general wellness and fitness guidance only, and do not constitute licensed medical or clinical advice.

Cancellation & Refund Policy

GymElite offers a 7-day comprehensive free trial period to allow users to fully evaluate the platform before making a financial commitment. As a result, we do not offer refunds once a successful purchase or subscription payment is completed. However, you retain the flexibility to change your subscription plan at any time; your remaining balance from the current payment will be proportionally adjusted toward the new plan.

Termination & Suspension

We hope to serve you for a long time. However, we reserve the right to suspend or terminate access to our services if there is a violation of our terms, non-payment of subscription fees, or activities that may harm the security and integrity of our platform or other users.

Changes to This Policy

We may update these terms and privacy policy occasionally to reflect changes in our service or legal requirements. Updated versions will be posted on this page with a revised date.

Contact Us

If you have any questions regarding these terms, our privacy practices, or your account, please reach out to us:

Email: [email protected]
Website: https://gymelite.in