Privacy Policy

Effective date: 20 October 2026 · Applies to the Gym Boo (gym owner) app, the Gym Boo Member app, and the Gymboo website.

The short version

We collect only what is needed to run a gym: names, phone numbers, membership, fee and attendance records, and optionally a profile photo.
We do not sell your data and we do not show ads or use ad trackers.
Your gym decides what is recorded about you. We store it for them and keep it secure.
You can ask us to access, correct or delete your data at any time: Delete your account.

1. Who we are

Gymboo ("we", "us") provides gym-management software: member records, check-in, fee tracking, expenses and notifications. Our apps and website are available at https://gymbot.toolszila.com.

There are two roles to understand:

The gym (your gym owner or staff) decides which member details to record and why. For member data, the gym is the "data controller" (data fiduciary).
Gymboo stores and processes that data on the gym's behalf, and is the controller of the gym-owner and referral-partner accounts we create ourselves.

2. What we collect

Who	Data	Why
Gym owners and staff	Name, email, password (stored only as a one-way hash), gym name, gym settings, licence and billing records.	To create and secure your account and run the service.
Members	Name, phone number, address, membership code, membership type and dates, fees and payment records, attendance and check-in history, assigned trainer, optional profile photo.	To manage your membership, mark attendance and track fees. Recorded by your gym.
Trainers	Name and details entered by the gym.	To assign trainers to members.
Referral partners	Name, email, phone number, password hash, referral code and payout records.	To run the referral programme.
Everyone	Push-notification token and device/browser type; a sign-in cookie; technical logs (such as IP address and request time) used for security and abuse prevention.	To deliver notifications, keep you signed in and protect the service.

Payments: the apps do not process card or bank payments and we do not collect card, UPI PIN or bank-login details. Gyms record fees they collected offline (cash, UPI, card, etc.); we store only the amount, date and mode.

We do not collect your precise location, contacts, SMS, call logs, microphone recordings or health data.

3. How we use it

Provide the service: sign-in, member and fee records, check-in and attendance.
Send notifications your gym chooses to send (announcements, fee and membership reminders). You can turn them off.
Keep the service secure, prevent fraud and misuse, and fix bugs.
Meet legal obligations and respond to your requests.
Pay referral partners.

We do not use your data for advertising, profiling or to train AI models, and we never sell it.

4. Device permissions (mobile apps)

Permission	Used for
Internet	Loading the app and syncing your data.
Notifications	Showing gym announcements and reminders. Asked only when you tap "Turn on notifications".
Camera / photos	Taking or choosing a profile photo, only when you tap to add one. Photos are resized and stored on our server.

You can change these at any time in your phone's Settings.

Your gym. Gym owners and their staff see their own members' data. Members of one gym can never see another gym's data.
Service providers who help us operate: Google Firebase Cloud Messaging (delivers push notifications; receives your notification token and message) and our hosting and database provider. They may process data only to provide their service to us.
Legal reasons. If required by law, court order or to protect rights and safety.
Business change. If Gymboo is merged or acquired, data may transfer under this same policy.

We do not sell or rent personal data.

6. How long we keep it

We keep data while your account or your gym's account is active.
When a gym removes a member, the record is archived (hidden from normal use) so fee history stays accurate; it is permanently deleted on request or when the gym's account is closed.
When you ask us to delete your data, we delete it within 30 days, except records we must keep by law (for example billing records), which are kept only as long as required.
Backups are overwritten on a regular cycle.

7. Security

All traffic uses HTTPS encryption. Passwords are stored hashed, never in plain text. Sign-in uses secure session cookies, logins are rate-limited, uploaded images are re-encoded and each gym's data is separated from other gyms. No system is perfectly secure, but we take reasonable steps to protect your information and will notify affected users and authorities where the law requires.

8. Your rights and choices

Depending on where you live (including under India's Digital Personal Data Protection Act, 2023, and similar laws), you can:

Ask what data we hold about you and get a copy.
Correct inaccurate data (members can also ask their gym).
Delete your data or account: see how to delete your account.
Withdraw consent, such as turning off notifications or removing your photo.
Complain to us, or to your local data-protection authority.

Members: because your gym controls your membership record, we may refer your request to them, or act on it ourselves if they do not respond.

9. Children

Our apps are intended for people aged 18 and over. Gyms may enrol a minor only with a parent or guardian's consent, and the parent or guardian is responsible for that record. We do not knowingly collect data from children through our own accounts; contact us if you believe we have and we will delete it.

10. Where data is stored

Data is stored on servers operated by our hosting provider and may be processed in countries other than yours, including India and the countries where Google operates. We use providers that protect data to a reasonable standard.

11. Changes to this policy

We may update this policy. We will change the effective date above and, for significant changes, notify you in the app or by email. Continuing to use the service after a change means you accept the updated policy.

12. Contact us

Questions, requests or complaints about privacy:

Email: support@gymboo.app
Website: gymbot.toolszila.com

We aim to reply within 7 days.