Privacy Policy

1. Introduction

GymFlow POS respects the privacy of its subscribers, users, staff members, and gym members whose information is processed through our platform.

By using GymFlow POS, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

GymFlow POS may collect and process the following types of information:

• Business name, branch name, address, city, and contact details
• Owner, admin, staff, trainer, and receptionist information
• Gym member names, phone numbers, membership details, and attendance records
• Billing, payment, invoice, discount, tax, and receipt information
• Package details, renewal dates, expiry dates, freeze records, and subscription history
• Biometric attendance references from supported devices where applicable
• WhatsApp and SMS notification logs where applicable
• Support requests, issue history, and communication records
• System usage data, login activity, and access logs

3. How We Use Information

Collected information may be used for:

• Providing gym management and POS services
• Managing memberships, attendance, billing, and reporting
• Sending receipts, reminders, alerts, and renewal notifications
• Providing customer support and troubleshooting
• Improving system performance, security, and user experience
• Generating business reports and operational dashboards
• Maintaining backups and service continuity
• Complying with legal, tax, or regulatory requirements where applicable

4. Customer Data Ownership

Subscribers retain ownership of all business data, member data, billing data, attendance data, and operational data entered into GymFlow POS.

GymFlow POS does not sell subscriber data or gym member data to third parties.

5. Biometric Data and Device Information

GymFlow POS may integrate with supported biometric devices for attendance and access control.

Biometric related data is used only for attendance, access verification, membership validation, and operational control.

Device performance, storage behavior, and biometric processing may depend on the selected hardware model, firmware, local network, and deployment setup.

6. WhatsApp and SMS Data

GymFlow POS may send WhatsApp or SMS notifications for receipts, membership expiry, renewals, birthday messages, attendance alerts, and other business communication.

Message delivery depends on third party providers, telecom networks, approved templates, Meta platform availability, and internet connectivity.

7. Data Sharing

GymFlow POS may share limited data only when required for service delivery, support, integration, or legal compliance.

Data may be shared with:

• Cloud hosting providers
• SMS gateway providers
• WhatsApp Business Platform providers
• Payment gateway providers where applicable
• Technical support teams
• Legal or regulatory authorities where required by law

8. Data Security

GymFlow POS applies commercially reasonable security practices to protect data against unauthorized access, misuse, alteration, or loss.

• Secure user authentication
• Role based access control
• Restricted admin access
• Regular backups where applicable
• Encrypted communication where supported
• Access monitoring and troubleshooting logs

9. User Access and Permissions

Subscribers are responsible for managing user roles, passwords, staff access, and internal permission settings.

GymFlow POS shall not be responsible for unauthorized access caused by shared passwords, weak passwords, staff misuse, or improper permission handling by the subscriber.

10. Data Retention

GymFlow POS may retain data for as long as the subscriber account remains active or as required for support, backup, billing, legal, or operational purposes.

After account cancellation, data may be retained for a limited period before deletion, unless longer retention is required by law or agreed in writing.

11. Data Backup and Recovery

GymFlow POS may maintain backups for service continuity and disaster recovery.

Backup availability, frequency, and restoration timelines may depend on the selected subscription package, hosting environment, and technical situation.

12. Cookies and Tracking

GymFlow POS website may use cookies, analytics tools, and tracking technologies to understand website traffic, improve marketing performance, and enhance user experience.

Users may disable cookies from their browser settings, but some website features may not work properly.

13. Third Party Services

GymFlow POS may integrate with third party platforms such as WhatsApp Business Platform, SMS providers, biometric device systems, payment gateways, analytics tools, and hosting providers.

These third party services may have their own privacy policies and terms. GymFlow POS is not responsible for the privacy practices of third party providers.

14. Subscriber Responsibilities

Subscribers are responsible for:

• Collecting member information with proper consent where required
• Using member data only for lawful business purposes
• Protecting login credentials
• Managing staff access carefully
• Ensuring accurate customer and billing records
• Complying with applicable privacy, tax, and regulatory requirements

15. Data Access and Correction

Subscribers may access, update, correct, or delete business and member data through the GymFlow POS dashboard where available.

For technical assistance regarding data correction or export, subscribers may contact GymFlow POS support.

16. Limitation of Liability

GymFlow POS shall not be liable for data loss, unauthorized access, business interruption, or privacy issues caused by:

• Subscriber misuse
• Shared login credentials
• Third party platform outages
• Hardware failure
• Internet or network issues
• Force majeure events
• Unsupported customization or integrations

17. Policy Updates

GymFlow POS may update this Privacy Policy from time to time. Continued use of the platform after updates means the subscriber accepts the revised policy.

18. Contact Information

For privacy related questions, support, or data requests, you may contact GymFlow POS through the official website or WhatsApp support channel.