Privacy Policy

1. Introduction

Welcome to FitOps Manager's Privacy Policy. This Privacy Policy describes how FitOps Manager ("we", "us", or "our") collects, uses, stores, and protects your personal information when you use our gym management software and related services ("Service").

We are committed to protecting your privacy and ensuring the security of your personal information. This policy explains our practices regarding data collection and usage in compliance with the Information Technology Act, 2000 and the Personal Data Protection Bill of India.

2. Information We Collect

2.1 Information You Provide to Us

Account Information:

• Name, email address, phone number
• Business name and address
• Payment information (processed securely through CCAvenue)
• User credentials (username and password)

Member Data:

• Member names, contact details, and personal information
• Membership details, subscription plans, and payment history
• Attendance records and check-in data
• Health and fitness information (if provided)
• Photos and documents (if uploaded)

Communication Data:

• Messages sent through our platform
• Customer support correspondence
• Feedback and survey responses

2.2 Information We Collect Automatically

Usage Data:

• IP address and device information
• Browser type and version
• Pages visited and time spent on pages
• Date and time of access
• Operating system
• Referring website addresses

Cookies and Tracking Technologies:

We use cookies, web beacons, and similar technologies to enhance your experience, analyze usage patterns, and improve our Service. You can control cookies through your browser settings.

3. How We Use Your Information

We use the collected information for the following purposes:

Purpose	Description
Service Delivery	To provide, maintain, and improve our gym management software
Account Management	To create and manage your account, process payments, and handle subscriptions
Communication	To send service updates, notifications, and respond to inquiries
Analytics	To analyze usage patterns and improve our Service
Security	To detect, prevent, and address technical issues and fraudulent activity
Legal Compliance	To comply with legal obligations and enforce our terms
Marketing	To send promotional materials (with your consent, where required)

4. Legal Basis for Processing (for Indian Users)

We process your personal information based on the following legal grounds:

• Consent: You have given clear consent for us to process your personal data for a specific purpose
• Contract: Processing is necessary for the performance of a contract with you
• Legal Obligation: Processing is necessary to comply with the law
• Legitimate Interests: Processing is necessary for our legitimate interests or the legitimate interests of a third party

5. Data Sharing and Disclosure

5.1 We Share Your Information With:

Service Providers:

• Payment Processors: CCAvenue for secure payment processing
• Cloud Storage: For data backup and storage
• Communication Services: WhatsApp Business API for member notifications
• Analytics Tools: To understand Service usage and improve functionality

Legal Requirements:

We may disclose your information if required by law, court order, or government request, or to:

• Comply with legal obligations
• Protect and defend our rights or property
• Prevent or investigate possible wrongdoing
• Protect personal safety of users or the public

Business Transfers:

If FitOps Manager is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

5.2 We Do NOT:

• Sell your personal information to third parties
• Share your information with advertisers without your consent
• Use your member data for purposes other than providing the Service

6. Data Security

We implement industry-standard security measures to protect your information:

6.1 Technical Safeguards:

• Encryption: Data in transit is encrypted using SSL/TLS protocols
• Secure Storage: Data at rest is stored in secure, encrypted databases
• Access Controls: Role-based access to sensitive data
• Regular Backups: Automated daily backups with encryption
• Firewall Protection: Network-level security measures
• Security Monitoring: 24/7 monitoring for suspicious activity

6.2 Organizational Safeguards:

• Limited employee access to personal information
• Regular security training for staff
• Confidentiality agreements with employees and partners
• Regular security audits and vulnerability assessments

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

7.1 Retention Periods:

• Account Data: Retained for the duration of your active subscription plus 30 days after cancellation
• Financial Records: Retained for 7 years as required by Indian tax laws
• Member Data: Retained as per your instructions or legal requirements
• Usage Logs: Retained for 90 days for security and analytics purposes

After the retention period, we will securely delete or anonymize your information. You can request deletion of your data at any time (subject to legal requirements).

8. Your Rights and Choices

You have the following rights regarding your personal information:

8.1 Access and Portability:

• Request a copy of your personal information
• Export your data in a commonly used format

8.2 Correction and Update:

• Update or correct inaccurate information through your account settings
• Request assistance from our support team for complex updates

8.3 Deletion:

• Request deletion of your account and associated data
• Right to be forgotten (subject to legal obligations)

8.4 Consent Withdrawal:

• Withdraw consent for marketing communications at any time
• Opt-out of non-essential data processing

8.5 Objection:

• Object to processing based on legitimate interests
• Object to automated decision-making and profiling

8.6 How to Exercise Your Rights:

To exercise any of these rights, please contact us at:

• Email: info@fitopsmanager.com
• Phone: +91 8939995138

We will respond to your request within 30 days.

9. Cookies and Tracking Technologies

9.1 Types of Cookies We Use:

Essential Cookies:

Required for the Service to function properly (authentication, security)

Functional Cookies:

Enable enhanced functionality and personalization (language preferences, user settings)

Analytics Cookies:

Help us understand how visitors interact with our Service

Marketing Cookies:

Used to track visitors across websites for marketing purposes (with your consent)

9.2 Managing Cookies:

Most web browsers allow you to control cookies through settings. You can:

• Delete all cookies from your browser
• Block all cookies
• Allow only specific cookies
• Set your browser to notify you when a cookie is set

Note: Disabling cookies may affect the functionality of our Service.

10. Third-Party Links

Our Service may contain links to third-party websites, plugins, or applications. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies before providing any information.

11. Children's Privacy

FitOps Manager is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately, and we will delete such information.

12. International Data Transfers

Your information is primarily stored and processed in India. If we transfer data outside India, we ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable laws.

13. Data Breach Notification

In the event of a data breach that may compromise your personal information, we will:

• Notify affected users within 72 hours of becoming aware of the breach
• Inform relevant regulatory authorities as required by law
• Provide information about the nature of the breach and steps taken to address it
• Offer guidance on protecting your information

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending an email notification to your registered address
• Displaying a prominent notice within the Service

The "Last Updated" date at the top of this policy indicates when it was last revised. Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We will respond to all requests and inquiries within 30 days.

16. Grievance Officer

In accordance with the Information Technology Act, 2000, and rules made thereunder, if you have any grievances regarding the processing of your personal information, you may contact our Grievance Officer: