1. Who we are
ManageGym is software for running a gym, provided by Webilius Technologies Private Limited ("Webilius", "we", "us"), the developer and owner of ManageGym. This policy covers this website (managegym.online), the ManageGym application at each gym's address (such as yourgym.managegym.online) and the WhatsApp messages ManageGym sends on behalf of gyms.
2. Two kinds of data, two roles
Data about our customers and visitors. When you book a demo, buy ManageGym or log in to it, we decide how that data is used. Under India's Digital Personal Data Protection Act, 2023 we are the data fiduciary for it.
Data gyms keep about their members. A gym that uses ManageGym decides what it records about its members and staff, and what it sends them. For that data the gym is the data fiduciary, and we process it only on the gym's behalf, to provide ManageGym. If you're a member of a gym that uses ManageGym, please contact your gym first about your data; we'll help them respond.
3. What we collect
When you request a demo
- Your name, phone number, gym name, city and, if you choose, your gym's approximate size.
- The page you sent it from and any campaign tags in the link (for example utm_source), so we know how you found us.
When your gym uses ManageGym
- Logins: names, email addresses, phone numbers, passwords (stored only as a secure hash), the permissions each staff login has, two-step login settings (secrets stored encrypted) and when each login was last used.
- Members: what the gym enters, such as name, phone number, email, address, photo, membership plan, dates, fees, discounts, payments and whether they agreed to WhatsApp messages.
- Gym records: membership plans, machines and their service notes, the gym's name, logo and colours.
- WhatsApp: the gym's WhatsApp Business account details, access keys (stored encrypted), the messages sent and received through ManageGym, and their delivery status.
- Billing: the gym's subscription plan, price and the payments it has made to us.
- Security records: IP addresses and an activity log of important actions (for example logins, payments recorded, settings changed), used to keep accounts safe and to investigate problems.
In your browser
ManageGym stores your login session and preferences (such as light or dark mode) in your browser's local storage so you stay signed in. We don't use advertising cookies, and we don't use third-party trackers or analytics on this website or in ManageGym.
4. How we use it
- To provide ManageGym: keeping records, showing dashboards, sending the WhatsApp messages a gym has switched on, and sending login and password-reset emails.
- To arrange and give demos, and to talk to you about ManageGym when you've asked us to.
- To bill gyms for their subscription and remind them before it renews.
- To keep ManageGym secure: preventing abuse, investigating problems and enforcing our terms.
- To provide support. When a gym asks for help, or to fix a problem or keep the service secure, our support team may open that gym's account; every such access is recorded in the activity log.
- To meet our legal obligations.
We do not sell personal data, and we don't use gyms' member data for advertising or for any purpose of our own.
5. Who we share it with
Only with the service providers we need to run ManageGym, under agreements that require them to protect it:
- Database hosting, with servers in India.
- Application hosting, with servers in the European Union, which process requests and store uploaded photos and logos.
- Meta Platforms, for messages sent and received through the WhatsApp Business Platform. Meta handles these under its own terms and policies.
- Email delivery, for login codes, password resets and notices.
- Domain and DNS provider, which receives each gym's address (not any personal data).
We may also disclose data when the law requires it, or to protect the rights, property or safety of our customers, the public or us.
6. Where it's stored
ManageGym's database is hosted in India. Our application servers are in the European Union, so data passes through and is processed there. We'll only transfer personal data outside India in line with the Digital Personal Data Protection Act, 2023 and any restrictions notified under it.
7. How long we keep it
- Gym data is kept while the gym's subscription is active. If a gym stops paying, its access pauses and its data is kept so it can come back. A gym can ask us to delete everything at any time (see data deletion), and we may delete a paused gym's data after 12 months, telling the gym first.
- Demo requests are kept for up to 24 months, unless you become a customer or ask us to delete yours sooner.
- Billing and security records are kept as long as the law requires or as needed to resolve disputes and keep the service secure.
8. How we protect it
- Every connection uses HTTPS.
- Each gym's data is separated, and one gym's logins can never reach another gym's data.
- Passwords are stored as one-way hashes; WhatsApp access keys and two-step login secrets are encrypted.
- Two-step login is available on every account and required for our own administrators.
- Rate limits slow down guessing attempts, and important actions are recorded in an activity log.
No system is perfectly secure. If a breach affects your personal data, we'll inform you and the authorities as the law requires.
9. Your rights
You can ask us for a summary of the personal data we hold about you, to correct or complete it, to erase it, and to withdraw any consent you've given. You can also nominate someone to exercise these rights for you. For data a gym keeps about you as its member, contact the gym; it controls that data and can correct or delete it in ManageGym, and we'll help it do so.
Members can stop WhatsApp messages from a gym at any time by replying STOP.
10. Children
ManageGym is for gyms and their staff, who must be adults. If a gym records a member under 18, the gym is responsible for getting verifiable consent from a parent or guardian as the law requires.
11. Contact and grievances
For any question or complaint about privacy, contact us by email at sales@webilius.com, or through our contact page. We'll acknowledge it within 48 hours and aim to resolve it within 15 days.
Grievance Officer
Webilius Technologies Private Limited
H-138, H Block, Sector 63
Noida, Gautam Budh Nagar
Uttar Pradesh 201301, India
sales@webilius.com
If you're not satisfied with our response, you may complain to the Data Protection Board of India once it's in place.
12. Changes
We'll update this page when our practices change and show the date at the top. For significant changes affecting customers, we'll also tell gym owners by email or in ManageGym.