Legal
Privacy policy
Your members' data belongs to your gym. We hold it to run the software you asked for, and for nothing else.
Plain-language summary of our commitments, written to be read. It is not legal advice and is under review by counsel ahead of launch.
What we collect
Two categories, kept separate. Account data is what your gym gives us so the software can run: staff names and email addresses, your gym's details, and your billing information. Member data is what you enter about your own members — names, contact details, memberships, attendance, payments.
We also collect ordinary operational data: log entries, IP addresses, device and browser information, and error reports. These exist so the service can be kept running and secured.
Who owns member data
You do. Your members' data belongs to your gym. We hold and process it on your instructions, as your processor. We do not sell it, we do not rent it, and we do not use it to advertise anything to anybody.
We do not train models on your member data. If that ever changes it will be an opt-in, announced in advance, and refusing it will not degrade the product.
Why we process it
- To provide the service you have asked for
- To take payment and manage your subscription
- To keep the service secure and diagnose faults
- To meet legal and tax obligations
- To contact you about the service — not to market unrelated things at you
Who we share it with
Only the sub-processors needed to run the service: hosting and database infrastructure, payment processing, transactional email and SMS delivery, and error monitoring. Each is bound by contract to the same handling standards, and the current list is available on request.
AI Processing. Superaxe uses Anthropic (Claude) as a data subprocessor to identify operational patterns in gym data — for example, attendance or membership trends. Before any data is shared for this purpose, it is stripped of all identifying details: no names, contact information, notes, or dates of birth are ever transmitted. Anthropic does not use this data to train its models. Pattern analysis produces suggestions that are always reviewed and approved by the gym's owner before any action is taken. Gym owners can disable AI processing entirely at any time in Settings.
We will disclose data to a public authority only where we are legally compelled to, and will tell you unless we are barred from doing so.
How long we keep it
| Data | Retention |
|---|---|
| Active account and member records | For as long as your account is open |
| After account closure | Deleted or anonymised within 90 days |
| Financial and tax records | As long as law requires, typically 7 years |
| Server and access logs | Rolling 30 days |
| Backups | Rolling 35 days, then overwritten |
Your rights
Depending on where you are, you may have the right to access, correct, export, restrict or delete personal data we hold about you, and to object to certain processing. Members of your gym should direct these requests to your gym; we will support you in answering them.
Export is a standing feature, not a favour — your data is downloadable in a portable format at any time while your account is open.
Security
- Encryption in transit (TLS) and at rest
- Role-based access, with staff permissions set by you
- Access to production data limited to the engineers who need it, and logged
- Automated daily backups with a tested restore path
Cookies
The application uses cookies that are strictly necessary to keep you signed in and to keep the session secure. This marketing site sets no advertising or cross-site tracking cookies.
Changes and contact
If this policy changes materially we will tell account holders by email before the change takes effect. Questions, requests and complaints go to privacy@superaxe.io.