Privacy Policy

This Privacy Policy explains how DHRUVIKA GYMNESIUM MANAGEMENT SOFTWARE PRIVATE LIMITED ("Company," "we," "us," or "our") collects, uses, shares, and deletes personal information when you use our website, Gym Management Software, mobile applications, and related messaging features, including WhatsApp, Facebook, and Instagram.

This policy is written so that visitors, gym clients, gym members, and platform reviewers can understand our data practices. It applies to information we control, and it explains our role when a gym uses our software to manage its own members.

1. Who this policy covers

When a gym uses our software, the gym decides what member information to collect and why. In that case the gym is the data fiduciary (controller), and we process that information on the gym's instructions as a data processor. For our own website, sales, and support, we are the data fiduciary.

2. Information we collect

3. How we use information

• To provide, install, host, and support Gym Management Software
• To respond to demo requests, sales enquiries, and support tickets
• To create and manage client accounts and process subscription or purchase payments
• To send service messages, invoices, and, where you have opted in, product updates
• To deliver WhatsApp, SMS, or email notifications that a gym configures, such as membership reminders, invoices, and attendance alerts
• To secure the website and software, prevent abuse, and troubleshoot errors
• To understand how the website is used and improve it
• To meet tax, accounting, and other legal duties

We do not sell personal information. We do not use gym member data to advertise our own products to those members.

4. Meta platforms (WhatsApp, Facebook, and Instagram)

Our software can connect to services operated by Meta Platforms, Inc. and its affiliates, including WhatsApp, Facebook, and Instagram. If a gym enables these features, Meta processes the related message data, phone numbers, and account identifiers under its own terms and privacy policy: https://www.facebook.com/privacy/policy.

5. Who we share information with

• The gym that holds your membership, when we process member records on that gym's behalf
• Meta Platforms, when WhatsApp, Facebook, or Instagram features are enabled
• Google, for website analytics (Google Analytics)
• Hosting, email, SMS, and payment providers that help us run the software and collect fees
• Professional advisers such as accountants or lawyers, when needed
• Authorities, when we must disclose information to comply with law, a court order, or a lawful request
• A buyer or successor, if we sell or reorganize the business, with notice where the law requires it

Some of these providers, including Meta and Google, may process information on servers outside India. Where that happens, we rely on the provider's safeguards and on contracts that limit use of the information to the service we requested.

6. Cookies

We use cookies and similar tools that are needed to run the site, remember basic preferences, and measure traffic through Google Analytics. You can block or delete cookies in your browser. If you do, some pages may not work as expected. Google's description of how Analytics uses data is available at https://policies.google.com/privacy.

7. How long we keep information

• Demo and contact enquiries: for up to 24 months, or longer if they become a customer relationship
• Client account and software data: for the subscription or hosting term, and for up to 30 days after it ends so a final export can be provided, unless the client asks us to delete it sooner or the law requires a longer period
• Invoices and tax records: for the period required by Indian tax and company law
• Security logs: for a limited period needed to investigate abuse and keep the service reliable

8. Your rights

Subject to the Digital Personal Data Protection Act, 2023 and other applicable Indian law, you may ask us to:

• Confirm whether we hold personal data about you and provide a summary of it
• Correct inaccurate or incomplete data
• Erase personal data, as described in the data deletion section below
• Withdraw consent where processing is based on consent
• Raise a grievance about how we handle your data

If your information was entered by a gym, contact that gym first. We will help the gym complete a valid request that it asks us to carry out.

9. How to request deletion of your data

You can ask us to delete personal information we hold about you. This is also the instruction page for data deletion requests related to our Meta business presence, WhatsApp, Facebook, and Instagram.

Deleting data from our systems does not automatically delete the same information from Meta. To remove information held by WhatsApp, Facebook, or Instagram, you can also use the controls in those apps and Meta's own privacy tools.

10. Security

We use access controls, passwords, and hosting safeguards appropriate to the service. No method of transmission or storage is completely secure. Please use a strong password for staff accounts and tell us promptly at info@gymsoftware.com if you believe an account has been compromised.

11. Children

Our website and software are meant for gym businesses and adults. We do not knowingly collect personal information from children under 18 through our website. If a gym stores information about a minor member, that gym is responsible for having a lawful basis to do so.

12. Changes to this policy

We may update this policy when our practices or the law change. The new version will be posted on this page with a new "Last Updated" date. If a change materially affects gym clients, we will also notify them by email or through the software.

13. Grievances and contact

For privacy questions, access requests, corrections, deletion requests, or grievances, contact: