Privacy Policy

1. Introduction

GymSphere ("we", "our", or "us") provides cloud-based gym desk management, QR attendance verification, point-of-sale (POS) billing, and member ledger software for fitness centers, studios, and gym owners. This Privacy Policy explains how data is handled when you use our platform, website, and associated applications.

2. Gym Owner Data Ownership

You own 100% of your gym's data. GymSphere acts as a secure data processor on behalf of gym owners. We do not sell, monetize, rent, or distribute your member lists, phone numbers, or financial revenue metrics to any third party or advertisers under any circumstances.

3. Information We Process

Depending on how a fitness center utilizes the GymSphere platform, the following categories of data are processed:

• Gym Profile Information: Gym name, branch locations, operating hours, staff accounts, and business tax/GST identifiers.
• Member Directory Records: Name, phone number, email address, emergency contact, assigned membership plan, validity dates, and profile photographs captured at counter registration.
• Attendance Telemetry: Check-in timestamps, verification method (self-scan QR standee or front-desk lookup), and pass validity verdicts.
• Financial & Billing Records: Invoices, payment modes (Cash and UPI transaction references), membership freeze periods, and personal training session depletion counts.

4. GPS Geofencing Privacy

When a member uses the self-scan entrance QR flow, GymSphere performs a single, instantaneous client-side location check to confirm physical presence within the gym's authorized geofenced perimeter (e.g. 50-meter radius).

5. WhatsApp Communications

GymSphere provides 1-tap WhatsApp deep link generation (via wa.me) to allow gym front desks to send invoice links, payment receipts, and renewal reminders directly to members. GymSphere does not store your WhatsApp login credentials, nor do we access your personal WhatsApp chat history.

6. Security & Data Storage

Data is stored in secure, enterprise-grade cloud databases with strict Row-Level Security (RLS) policies. All communications between gym devices, members, and GymSphere servers are protected using Transport Layer Security (TLS 1.3) encryption in transit and AES-256 encryption at rest.

7. Data Export & Deletion Rights

Gym owners may export their entire member directory, financial ledger, and attendance history as standard CSV files at any time directly from the settings panel. If you decide to terminate your account, you may request complete, permanent deletion of all tenant database records by contacting our support team.

8. Contact & Support

If you have questions, concerns, or requests regarding this Privacy Policy or your gym's data, please contact our designated privacy and support team: