Privacy Policy

GymsPilotPro is gym management software.

This page covers two different things, so it has two parts.

We collect only what you type into a form on this site.

• Demo request: your name, email, phone, gym name, gym size, city or country, and your message.
• Sign-up: the same, plus the plan you chose, the web address you would like and your browser's time zone.
• With either form we also keep the page it was sent from, your IP address and your browser type. This helps us stop spam.

If you pay by card, you type the card on Stripe's page, not ours. We never see or store the full card number. Stripe tells us that you paid and gives us a reference for your subscription.

• To reply to you and arrange a demo.
• To set up your gym.
• To bill you for your plan and write to you about it.

Your request is emailed to our own team. We do not sell your details or pass them to advertisers.

Ask us and we will delete a request you sent.

This website does not set cookies for visitors, and has no analytics or advertising trackers.

The checkout keeps what you typed in your own browser while you are on the payment page, so it is still there if you come back. It is cleared when you finish, and gone when you close the tab.

Our hosting provider keeps ordinary server logs, such as IP addresses, to run and protect the site.

A gym that uses GymsPilotPro keeps its members' details in it. That data belongs to the gym and its members, not to us.

The gym decides what it collects and why. In data protection terms the gym is the controller. GymsPilotPro is the processor: we store and handle the data for the gym, on the gym's instructions.

If you are a member, ask your gym first. It can show you, correct or delete your details. We help the gym do that.

What a gym can keep about a member:

• Name, phone, email if given, username, date of birth, gender, address and photo.
• Emergency contact, health questionnaire answers, the signed agreement and uploaded documents.
• Memberships, payments, invoices and any balance owed.
• Class and personal training bookings, and check-in visits.
• Messages the gym sent, and the member's notification choices.
• Notes written by staff.
• A fingerprint template, only if the member agreed (see below).

Passwords are stored only as a one-way hash. Nobody can read them, including us.

Card numbers are never stored. Online card payments go through the gym's own Stripe account.

For staff and trainers the gym can also keep rotas, leave, pay and payslips.

Fingerprint check-in is optional. A gym can use QR codes or member IDs instead.

• Nothing is stored until the person has agreed. They agree on their own account page, on a signed form the gym records, or at the desk when the finger is enrolled.
• We store a template: a set of numbers worked out from the finger on the gym's desk computer. We do not store a picture of the fingerprint.
• The template is stored encrypted, with a different key for each gym.
• It is used for one thing only: to recognise that person when they check in at that gym's desk.
• It is deleted when the person withdraws their agreement, when their account is deleted, or when the gym removes it.
• It is deleted with everything else when a gym's data is deleted.

To check a finger, the gym's desk computer receives that gym's templates over a signed-in, encrypted connection. They are not shared with anyone else.

Every gym has its own database. One gym's data is never mixed with another's.

The software runs on Vercel. The databases are MongoDB databases in the cloud. Uploaded files and stored backups are kept in Vercel's file storage.

Data travels between your browser and our servers over an encrypted connection (HTTPS).

• Every night we make a backup of each active gym.
• It is encrypted before it is stored, with a key for that gym only.
• We keep the last seven and delete older ones.
• When a gym is deleted, its stored backups are deleted too.

A gym's administrator can also download a backup. That file holds members' personal details in readable form, so the gym must keep it safe. Fingerprint templates and saved keys inside it stay encrypted.

• Staff see only what their role allows.
• Two-step sign-in by email is available, and a gym can require it for all staff.
• Changes made by staff are written to an audit log.
• Sign-in and password reset are limited to slow down guessing.
• Keys the gym saves for Stripe, email and messaging are stored encrypted.

No system is perfectly safe. If we learn of a breach that affects a gym's data, we tell that gym without delay.

We use these companies to run the service:

• Vercel, for running the software and storing files and backups.
• MongoDB, for the databases.
• An email provider, for the emails we send ourselves.

A gym can also switch on services of its own. Data goes to them only when the gym sets them up:

• Stripe, for card payments, through the gym's own Stripe account.
• The gym's own email server, for emails to members.
• The gym's own SMS or WhatsApp provider, for text messages.
• Push notification services, for alerts on a member's phone or browser.
• Google, if the gym offers Sign in with Google and the member uses it.

We do not sell members' data, and we do not use it for advertising.

• Download a copy of their own data from their account page.
• Change their own details.
• Choose which messages they get, or turn them off.
• Withdraw their fingerprint agreement. The stored templates are then deleted.
• Ask the gym to correct or delete their account.

To export: an administrator opens Settings → Data & backup and presses Download full backup. It is one file with every record of the gym. Reports also download as CSV or Excel.

To delete one member: delete their account in the admin area. Their fingerprint templates go with it.

To delete everything: write to us from the owner's email address. We delete the gym's database and its stored backups within 30 days, and confirm when it is done.

We keep a gym's data for as long as the gym is a customer. We do not delete it the moment a plan ends, so a gym can come back. Ask us and we will delete it sooner.

If we change this policy, we post the new version on this page.

Questions about this page? Ask us. We answer in plain words.