Privacy Policy

Who this covers

This policy covers two groups of people. The first is you — the gym owner or staff member who signs up for and uses GymNexus. The second is your members, whose details you enter into the system.

The distinction matters throughout. For your own account data we are the controller. For your members' data you are the controller and we process it on your behalf, under your instructions.

What we collect

From you, when you sign up or get in touch:

• Your name, email address, phone number and gym name
• Account credentials, stored in hashed form and never in plain text
• Records of your use of the system, for support and security purposes

What you store about your members

Your member records typically include names, contact details, membership plans and dates, payment and attendance history, and any coaching programmes you assign. Where you use biometric or face check-in, that also includes the biometric template used to recognise them.

This data is yours. We do not sell it, we do not use it to build profiles, and we do not mine it to market anything to your members. We access it only where you ask us to — during setup, or when you raise a support issue that requires it.

Biometric data deserves particular care. If you use face or fingerprint check-in, you are responsible for telling your members and obtaining their consent, and for complying with the law that applies to you.

How it is stored

Data is held on managed cloud infrastructure with encryption in transit. Each gym's records are separated, so one gym's staff cannot reach another's, and access within your own gym is governed by the roles and permissions you configure.

We keep backups so that data can be recovered after an incident. No system is perfectly secure, and we will not claim otherwise — but we will tell you promptly if something happens that affects your data.

Who else sees it

We use third-party services to run the product: cloud hosting and database infrastructure, and an email delivery provider for transactional email and automated reminders. They process data only to provide those services to us.

We do not sell personal data to anybody, and we do not share it with advertisers.

Your rights

You can ask us for a copy of the data we hold about you, ask us to correct it, or ask us to delete it. If you stop using GymNexus you can request an export of your gym's data.

Where a member of your gym asks you to exercise one of these rights over their own record, you can action it directly in the system, and we will help if you need us to.

Cookies

We use cookies and similar browser storage to keep you signed in and to remember interface preferences such as your chosen theme. We do not use advertising or cross-site tracking cookies.

Our public pages use Google reCAPTCHA to keep spam out of the demo request form; its use is subject to Google's own privacy policy and terms.

Changes

If this policy changes in a way that materially affects you, we will tell you rather than quietly updating the date at the top.