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Privacy Policy
Last Updated: October 11, 2026
This privacy policy explains how Gym360 handles personal data when you visit our websites (gym360.io and our regional sites such as gym360.nl), contact us, try or buy Gym360, or use the Gym360 apps. Gym360 is developed and operated by Techyz Software Solutions Pvt Ltd, India (“Gym360”, “we”, “us”). If you are in the Netherlands, the Dutch version on gym360.nl/privacy also applies.
1. Who is responsible for your data
For our websites, enquiries, trials and customer accounts, the controller is:
Techyz Software Solutions Pvt Ltd
PRA-B(5H), Mannanthala, Thiruvananthapuram 695015, Kerala, India
Email: info@gym360.io
For visitors and customers of gym360.nl, Gym360 Nederland is the local point of contact (see gym360.nl/privacy).
Data of gym and studio members. When a gym, studio or club (our customer) uses Gym360 to manage its members, the customer is the controller of that member data and Gym360 acts as its processor, under a data processing agreement. If you are a member of a gym that uses Gym360, please contact your gym first about your data; we will help them answer your request.
2. What data we collect
- Contact and enquiry data: name, email address, phone number, club or company name, number of members or locations, and your message, when you fill in a contact, demo, pricing or newsletter form or contact us by phone, WhatsApp or email.
- Account and trial data: business details, your name, login email, phone number (verified by SMS code) and settings when you start a trial or become a customer.
- Billing data: invoicing details, plan and payment status. Card or bank details are handled by our payment provider; we do not store full card numbers.
- Website usage data: IP address, device and browser type, pages viewed and referring site. Analytics and marketing cookies are only used with your consent (see section 6).
- Member data processed for gyms (as processor): for example member names, contact details, memberships, payments, bookings and check-ins. Health information or biometric data (such as fingerprint or face templates for door access) is only processed if the gym switches this on, and only with the member’s explicit consent and a non-biometric alternative.
3. Why we use your data and our legal basis
| Purpose | Legal basis (GDPR) |
|---|---|
| Answering your enquiry, arranging a demo, sending a quote | Steps at your request before a contract; legitimate interest in responding to business enquiries |
| Providing your trial or subscription, support and account messages | Performance of a contract |
| Invoicing, bookkeeping and tax records | Legal obligation |
| Security, fraud prevention and keeping our services working | Legitimate interest |
| Website analytics and advertising measurement (cookies) | Consent — you can withdraw it at any time |
| Newsletter and product updates | Consent, or for existing customers our legitimate interest (you can unsubscribe in every message) |
We do not sell your personal data and we do not use it for automated decisions that significantly affect you.
5. International transfers
Gym360 is developed and supported from India, and our platform is currently hosted in India. India does not have an adequacy decision from the European Commission. When personal data from the European Economic Area, the United Kingdom or Switzerland is transferred to India or to other countries without an adequacy decision, we use the European Commission’s Standard Contractual Clauses (Decision 2021/914, with the UK addendum where relevant), assess the transfer risks and apply additional safeguards such as encryption in transit and at rest and strict access controls. You can ask us for a copy of the relevant safeguards.
7. How long we keep data
- Enquiries that do not lead to a contract: up to 2 years after our last contact.
- Customer account data: for the duration of the subscription, then up to 12 months to allow reactivation, unless you ask us to delete it sooner.
- Invoices and financial records: as long as tax law requires (for example 7 years in the Netherlands, 8 years in India).
- Analytics data: up to 14 months.
- Member data processed for gyms: as instructed by the gym, and deleted or returned at the end of the contract.
8. Security
We protect data with encryption in transit (HTTPS/TLS) and at rest, role-based access, logging and regular backups. Only staff who need data for their work can access it. If a personal data breach occurs that is likely to put your rights at risk, we will notify the competent authority and, where required, you or the gym concerned without undue delay.
9. Your rights
Depending on where you live, you have the right to access your data, have it corrected or deleted, restrict or object to its use, receive it in a portable format, and withdraw consent at any time (this does not affect earlier processing). Email info@gym360.io; we reply within one month.
If you are in the EEA or the UK, you may also complain to your data protection authority — in the Netherlands the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl). In India you may contact our Grievance Officer (section 11).
10. Children
Our websites and business services are intended for gym owners and staff and are not directed at children. We do not knowingly collect data from children under 16 through our websites. Gyms that register minors as members are responsible for obtaining any required parental consent.
11. Users in India
For users in India we also comply with the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023. Grievance Officer: Techyz Software Solutions Pvt Ltd, info@gym360.io; we respond within 15 days.
12. Changes
We may update this policy, for example when we add services or providers. The date at the top shows the latest version; we will tell customers about important changes in advance.
13. Contact
Techyz Software Solutions Pvt Ltd (Gym360)
PRA-B(5H), Mannanthala, Thiruvananthapuram 695015, Kerala, India
Email: info@gym360.io