Privacy Policy | Fithensive

Fithensive and the Fitchakra member experience are operated by Cinemachines Private Limited ("we", "us", or "our"), providing a gym and fitness center management platform (the "Service"). This Privacy Policy explains what personal data we collect, how we use and share it, and the rights and choices available to you. This notice does not replace any consent required for a particular use of your data.

Your gym manages the member information it enters into the Service and determines how it uses that information. We process those records to provide the platform. For gym-specific records, contact your gym as well as us so your request reaches the appropriate team.

1. Information We Collect

Information you provide

Account and profile data: name, email address, phone number, date of birth, gender, address, emergency contact details, and profile photo.
Membership and health data: membership plan details, fitness goals, and health notes you or your gym choose to record (e.g., injuries or medical conditions relevant to training).
Payment data: billing details and transaction history. Card and bank details are collected and processed directly by our payment providers (e.g., Razorpay); we store only payment references and tokens, never full card numbers.

Information collected automatically

Attendance and access data: check-in and check-out records, including the method used (QR code, biometric device, or facial recognition). Connected devices may process biometric enrollment information. The platform records device identifiers, enrollment status, and attendance information. Ask your gym which devices it uses and how enrollment data is stored and removed from those devices.
Usage and device data: log data, IP address, browser type, and pages visited, used for security and to improve the Service.
Cookies: we use cookies and similar technologies for authentication and session management, and for analytics as described below.
Website analytics: Google Analytics and Microsoft Clarity help us understand page visits and interactions. These tools may process device and browser information, identifiers, clicks, and scrolling activity; Clarity also provides session replay. Microsoft may use the data it receives for its own purposes, including advertising, under the Microsoft Privacy Statement. Google's processing is described in the Google Privacy Policy. Browser privacy settings can limit cookies, although blocking essential cookies can affect sign-in.
Support and AI interactions: messages, feedback, and information included in conversations with our support team or AI-assisted features may be processed to respond to your requests. Avoid entering passwords, payment card details, or unnecessary sensitive information.

2. How We Use Your Information

To create and manage your account and membership;
To process payments, generate invoices, and manage recurring billing;
To schedule classes and appointments and manage attendance and facility access;
To send transactional and service notifications (renewals, invoices, class and appointment reminders) via email, SMS, and WhatsApp, where you have opted in;
To provide customer support;
To analyze usage and generate aggregated reports for the fitness business you are a member of;
To protect the security and integrity of the Service and comply with legal obligations.

3. WhatsApp Communications

The Service supports WhatsApp messaging integrations to send service-related messages such as membership renewal reminders, invoice notifications, and class or appointment reminders, and to respond to messages you send us on WhatsApp.

We only send you WhatsApp messages if you have provided your phone number and opted in to receive them.
When we communicate with you on WhatsApp, your phone number and the content of those messages are processed by Meta in accordance with the WhatsApp Privacy Policy.
To request that WhatsApp messages stop, contact your gym or email the support address below. Do not rely on a "STOP" reply unless the sender explicitly offers that option. Opting out of messages is separate from cancelling your membership.
We do not use WhatsApp conversation data for third-party advertising and we do not sell it.

4. How We Share Your Information

We do not sell your personal data. We share it only in the following circumstances:

With the fitness business you are a member of: your gym and its authorized staff can access your profile, membership, attendance, and billing data to operate their business.
Service providers: we use trusted third parties to operate the Service. Depending on the features used, these include WhatsApp/Meta for messaging, Razorpay for payments, Amazon Web Services for infrastructure and email, UploadThing for file uploads, Google Analytics and Microsoft Clarity for analytics, and AI providers such as OpenAI for AI-assisted requests. Relevant messages and context may be sent to an AI provider when those features are used. Providers also have their own terms and privacy notices.
Legal requirements: when required by law, court order, or governmental authority, or to protect our rights and the safety of our users.
Business transfers: in connection with a merger, acquisition, or sale of assets, subject to this policy.

5. Data Retention

We retain your personal data for as long as your account is active or as needed to provide the Service. Verified deletion requests are reviewed and handled within the time limits required by applicable law. We remove or anonymize eligible data, except for records we are legally required to retain (such as tax and billing records) and limited data needed to resolve disputes or enforce our agreements. Backup copies may remain until they expire under the applicable backup cycle. The response to your request will explain any retained categories and relevant limitations. See our data deletion instructions.

6. Data Security

Data is encrypted in transit using TLS;
Passwords are stored using strong one-way hashing (bcrypt);
Connected access-control devices have their own security and storage settings, managed with the fitness business;
Access to personal data is restricted by role-based access controls and limited to staff who need it;
Online card payments are handled by payment providers rather than by storing full card details in the platform.

No system can guarantee absolute security. Contact support if you suspect unauthorized access to your account.

7. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, export, or delete your personal data, to object to or restrict certain processing, and to withdraw consent (for example, to WhatsApp or SMS communications) at any time. To exercise any of these rights, contact us at support@fitchakra.com or follow the steps on our Data Deletion page. We respond within applicable legal time limits and may request information needed to verify your identity. Where available under local law, you may also raise a concern with the relevant data protection authority.

8. Children's Privacy

The platform is intended for fitness businesses and authorized account holders, not for children to register independently. Where a gym records information about a minor, it is responsible for obtaining any required parent or guardian authorization and following applicable age-related requirements. Contact us if you believe a child's information has been provided without the required authorization.

9. International Data Transfers

Your data may be processed on servers located outside your country of residence, including by the service providers listed above. Where required, we use appropriate safeguards for such transfers.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and revise the "Last updated" date. Material changes will be communicated through the Service or by email.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us at support@fitchakra.com.