Privacy Policy

1. Introduction

Smart GymBook (“we”, “us”, “our”) is operated by Smart GymBook Systems. We provide a gym management application for gym owners, staff, trainers, and members (the “Service”). By using the Service, you agree to this Privacy Policy.

Gym owners who store member records in Smart GymBook are responsible for having a lawful basis (including member consent where required) to collect and process that member data.

2. Information we collect

Depending on how you use the app, we may collect:

Account & profile

• Phone number (used for login / OTP verification)
• Name, email, gym name, city, and role (owner, staff, trainer, or member)
• Profile or member photos you choose to upload

Gym operations data

• Member directory details (name, phone, plan, expiry, attendance notes)
• Membership plans, fees, renewals, and payment status
• Trainer assignments and workout / diet related notes you enter
• Store orders, fee requests, payment QR uploads, and chat messages inside the app

Technical & device data

• Device identifiers used for push notifications (Firebase Cloud Messaging tokens)
• App version, device type / OS, crash and diagnostic logs
• Basic usage events needed to operate and improve the Service

Payment-related data

• Subscription plan, billing period, and payment status for Smart GymBook SaaS plans
• Payment confirmation details returned by our payment partners (for example order ID, payment ID, signature)
• We do not store full card numbers or UPI PINs on our servers

3. How we use information

We use information to:

• Create and secure your account (OTP login)
• Provide gym management features — members, plans, renewals, reports, store, and chat
• Process subscriptions and confirm payments
• Send service notifications you enable (renewal reminders, approvals, chat alerts)
• Send WhatsApp / SMS / email messages configured by the gym owner to their members
• Provide cloud backup and sync on eligible plans
• Maintain security, prevent abuse, and fix bugs
• Comply with legal obligations

We do not sell your personal information to third parties.

4. App permissions

Smart GymBook may request the following Android / iOS permissions:

• Internet — to sync data with our servers
• Camera & photos — to capture or upload member / payment QR images (only when you use those features)
• Notifications — to deliver push alerts you opt into
• Vibration — for notification feedback

You can revoke permissions anytime in your device settings. Some features may stop working without the related permission.

5. Sharing & third parties

We share data only as needed to run the Service:

• Hosting & backend infrastructure — to store and serve your account data
• Firebase (Google) — for push notifications and related app services
• Payment processors (for example Razorpay and, where required, Google Play Billing) — to process subscription or in-app payments
• Messaging providers — to deliver WhatsApp / SMS / email reminders configured by gym owners
• Legal authorities — if required by law or to protect rights and safety

Third parties process data under their own privacy policies. Gym owners control member records they enter; those records are visible to authorized staff on that gym account.

6. Payments

Paid Smart GymBook plans may be billed through our payment partners and/or the app store billing system applicable to your platform. Payment partners may collect billing details directly. We receive confirmation that a payment succeeded or failed, not your full payment credentials.

Member gym fee payments collected by a gym (for example via UPI QR) are between the member and that gym. Smart GymBook only helps record status when the gym uses those features.

7. Data retention

We keep your information while your account is active and as needed to provide the Service. After account deletion, we remove or anonymize personal data from active systems within 30 days, except where we must retain limited records for legal, tax, fraud-prevention, or accounting purposes.

8. Security

We use industry-standard measures such as encrypted transit (HTTPS/TLS), access controls, and secure server practices. No method of transmission or storage is 100% secure. Please keep your phone and OTP login private.

9. Your rights

Subject to applicable law (including Indian IT rules), you may request to:

• Access the personal data we hold about you
• Correct inaccurate information
• Delete your account and associated personal data
• Withdraw consent for optional communications where consent is the basis

Members who want changes to gym-stored records should first contact their gym. Gym owners act as controllers of member data they enter.

10. Account deletion

You can request account deletion from inside the app (where available) or by emailing support@smartgymbook.app from the phone number / email linked to your account. We will process verified deletion requests and remove active account data as described in the retention section.

11. Children’s privacy

Smart GymBook is intended for gym businesses and adult users. We do not knowingly collect personal information from children under 13. If you believe a child has provided us data, contact us and we will take appropriate steps to delete it.

12. Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. Continued use of the Service after an update means you accept the revised policy. Material changes may also be communicated in the app or by email.

13. Contact us

Questions about privacy or your data? Contact: