This Privacy Policy explains how Coterie Software Solutions Private Limited ("Coterie," "we," "us," or "our") collects, uses, stores, shares and protects information when you use Gymivo Business, Gymivo Member and related services (collectively, the "Gymivo Platform").

By accessing or using the Gymivo Platform, you acknowledge the practices described in this Privacy Policy. If you do not agree with this Privacy Policy, please do not use the Gymivo Platform.

1. Applications covered

The Gymivo Platform consists of:

• Gymivo Business, intended for gym owners, sellers, administrators and trainers.
• Gymivo Member, intended for registered gym members.

Participating gyms and their authorised personnel may create, enter, manage and access information relating to their organisations, trainers and members through the Gymivo Platform.

2. Eligibility

The Gymivo Platform is intended only for individuals who are at least 18 years old.

We do not knowingly collect personal data from anyone under the age of 18. If we discover that a person under 18 has provided personal data, we will take reasonable steps to delete it.

3. Information we collect

The information we collect depends on your role, your associated gym and the features you use.

3.1 Account and profile information

This may include:

• Name
• Email address
• Phone number
• Profile photograph
• Gender, date of birth or age
• Account role
• Login credentials and authentication identifiers
• Gym, branch, trainer or membership associations
• Account status and related administrative information

Some accounts and profile information may be created or entered by an authorised gym owner, administrator or trainer rather than directly by the individual concerned.

3.2 Organisation, gym and membership information

This may include:

• Gym or organisation name and profile
• Branch and business information
• Trainer and member associations
• Membership details and status
• Administrative roles and permissions
• Subscription eligibility and organisation access status

3.3 Fitness and wellness information

This may include:

• Height and weight
• Fitness goals
• Body measurements and progress details
• Workout plans and assigned exercises
• Diet plans and nutrition-related information
• Trainer notes or instructions
• Attendance or activity records, where the relevant feature is available

Fitness information may be entered by you or added or assigned by your gym or trainer.

3.4 Communications and user content

When you use communication or content features, we may process:

• Chat messages
• Gym announcements
• Workout and diet-plan assignments
• Images, documents or other uploaded content
• Reviews and feedback
• Support communications
• Notification preferences

Messages and content may be visible to their intended recipients, such as your gym, trainer or member.

3.5 Device and technical information

We may automatically collect limited technical information required to operate, secure and improve the Gymivo Platform, including:

• Device and operating-system information
• Application version
• Device or application identifiers
• Push-notification tokens
• Crash reports and diagnostic information
• Error logs and performance-related information
• IP address and security-related logs
• Date and time of application activity
• Application-integrity and security-verification results

We use Firebase Crashlytics for crash and diagnostic reporting. We do not currently use Google Analytics for behavioural analytics.

3.6 Subscription and manual payment information

Gymivo Business offers organisation subscriptions using a manual payment and verification process. To request, verify, administer, renew or restore subscription access, we may collect, generate or process limited information such as:

• Selected plan and subscription period
• Payment amount and currency
• Payment reference, UTR or other transaction identifier submitted by the payer
• Payment submission, review and verification status
• Subscription status, including trial, pending verification, active, in grace period, expired, suspended or cancelled
• Subscription start and expiry dates
• Plan-change, renewal and extension information
• The gym organisation and authorised user associated with the payment
• Administrative notes and limited payment history required for entitlement management, fraud prevention, support, accounting or legal compliance

Payment may be made using the payment instructions or QR code made available by us. The relevant bank, UPI application or payment-service provider processes the financial transaction under its own terms and privacy practices.

We do not ask users to submit complete debit-card, credit-card, bank-account, UPI PIN, OTP or other payment credentials through Gymivo.

Submitting a payment reference does not by itself activate a subscription. An authorised administrator verifies the payment before subscription access is activated or extended. We may reject a payment reference that is invalid, unverifiable, duplicated or associated with another organisation.

Gymivo Member does not currently offer a separate paid subscription. Member access may nevertheless depend on the trial or subscription status of the associated gym organisation.

3.7 Support, complaints and requests

If you contact us, request account deletion or exercise a privacy right, we may collect the information contained in your request and any information reasonably required to verify your identity, investigate the matter and respond.

4. Device permissions

Depending on the features you use, the applications may request permission to:

• Send push notifications
• Access the camera
• Select photographs or files from your device
• Access other device capabilities required for a feature you choose to use

Permissions are requested only where required for the relevant functionality. You may manage application permissions through your device settings, although disabling a permission may prevent certain features from working.

5. How we use information

We may use information to:

• Create, authenticate and manage accounts
• Create and administer gym organisations
• Connect members with their gym and trainer
• Provide role-based access to Gymivo Business
• Deliver workout plans, diet plans and announcements
• Enable chats and other communications
• Send account, security, chat, assignment, payment and service notifications
• Manage gym, trainer and member information
• Provide and administer an eligible introductory trial
• Receive and review manual subscription-payment submissions
• Associate a subscription with the correct gym organisation
• Prevent the same payment reference from being improperly reused or assigned to multiple organisations
• Record subscription activations, extensions, grace periods, expirations, restorations and plan changes
• Determine whether an organisation and its associated users are entitled to access subscription features
• Maintain purchase and accounting records
• Detect and prevent fraud, misuse and unauthorised access
• Provide customer support and resolve payment-related issues
• Diagnose crashes and technical problems
• Maintain records required for legal or regulatory compliance
• Enforce our Terms of Use
• Improve the security, reliability and functionality of the Gymivo Platform

6. How information is shared

We may share or make information available in the following circumstances.

6.1 With gyms, trainers and authorised users

Member information may be available to the member's associated gym, administrators and assigned trainers where required to provide gym and fitness services.

Gymivo Business users may access information according to their assigned roles and permissions. A gym owner or authorised administrator may be able to view organisation-level subscription status but will not receive complete payment-method details from us.

6.2 With Google, Firebase, payment providers and other service providers

We use service providers to operate, secure and support the Gymivo Platform. These may include Google and Firebase services used for:

• Authentication
• Database and cloud storage
• Push notifications
• Crash reporting
• Application security and integrity checks
• Cloud-based application functionality
• Application distribution through Google Play
• Payment processing by the bank, UPI application or payment-service provider selected by the payer
• Payment verification, fraud prevention and subscription-entitlement management

These service providers may process information according to their contractual terms and privacy policies. Financial institutions and payment-service providers process payment credentials and transactions independently from Coterie.

For more information, see the Google Privacy Policy and Firebase Privacy and Security documentation.

6.3 For legal, compliance and safety reasons

We may disclose information when reasonably necessary to:

• Comply with applicable laws, regulations or legal processes
• Respond to lawful requests from government authorities
• Meet tax, accounting, payment or regulatory requirements
• Protect the rights, safety and security of users, gyms, Coterie or the public
• Investigate fraud, payment disputes, security incidents or violations of our terms
• Establish, exercise or defend legal claims

6.4 Business restructuring

Information may be transferred as part of a merger, acquisition, reorganisation, financing or sale of all or part of our business, subject to applicable law and appropriate safeguards.

7. Role of participating gyms

Coterie provides the technology used to operate the Gymivo Platform. Participating gyms may independently determine what trainer or member information they enter and how they use that information for their own business operations.

Questions concerning a gym's independent practices should be directed to that gym. We may assist with requests relating to information stored through the Gymivo Platform.

8. Data storage and international processing

Information may be stored or processed using cloud infrastructure located in India or other countries where our service providers operate.

Where information is processed outside India, we take reasonable steps to ensure that the processing is performed in accordance with applicable contractual, security and data-protection requirements.

9. Data retention

We retain personal data while an account remains active and for as long as reasonably necessary to:

• Provide the Gymivo Platform
• Administer an organisation's trial or subscription
• Fulfil the purposes described in this Privacy Policy
• Resolve disputes, refunds, chargebacks and support matters
• Prevent fraud and misuse
• Meet legal, tax, accounting, payment or regulatory obligations
• Enforce our agreements

When an account-deletion request is confirmed, the account enters a 7-day deletion grace period. During this period, the user may contact us to request cancellation of the deletion.

Information contained in secure backups may remain until those backups are overwritten through our standard backup lifecycle. Such information will not be restored for ordinary business use after account deletion.

Payment, subscription and transaction-reference records may be retained for longer where required for tax or accounting requirements, dispute resolution, fraud prevention or applicable law. A bank, UPI application or payment-service provider may retain transaction information independently under its own policies.

Expiration or cancellation of a gym subscription does not by itself delete the gym organisation or its data.

10. Account deletion

Users may request deletion through the account-deletion option available within the applicable application or through our external account-deletion page.

A deletion request may require verification to protect the account against unauthorised deletion.

Deleting an application from a device does not delete the user's account. Please follow the account-deletion process described at:

https://www.coteriesoft.com/gymivo/delete-account.html

If a Gymivo Business user manages an organisation or other users, additional verification, settlement of administrative responsibilities or transfer of organisation control may be required before the business account can be deleted.

Gymivo subscriptions do not renew automatically under the current manual-payment model. Deleting an account does not create an automatic refund or erase payment and subscription records that we must retain for legitimate legal, tax, accounting, security or dispute-resolution purposes.

11. Your rights and choices

Subject to applicable law, you may request to:

• Access information associated with your account
• Correct inaccurate or incomplete information
• Delete your account and associated personal data
• Withdraw consent where processing is based on consent
• Raise a concern about the handling of your information
• Nominate another person to exercise applicable rights where permitted by law

You may update certain information directly through the application. For other requests, contact us at gymivo_support@coteriesoft.com .

Withdrawing consent or requesting deletion may prevent us from continuing to provide features that require the relevant information. It does not override information that we or a payment-service provider must retain under applicable law.

12. Data security

We use reasonable administrative, technical and organisational safeguards intended to protect information against unauthorised access, alteration, disclosure, misuse or loss.

These safeguards may include encrypted network communication, authentication controls, role-based access, Firebase App Check, application-integrity checks and server-side subscription and payment-reference verification.

No electronic storage or transmission system is completely secure. Therefore, we cannot guarantee absolute security.

13. Notifications

We may send notifications relating to:

• Chats and messages
• Gym announcements
• Member assignments
• Workout-plan assignments
• Diet-plan assignments
• Account or security matters
• Trial and subscription status
• Payment-verification results, upcoming expirations, grace periods or subscription expirations
• Other operational service information

You can control non-essential notification permissions through your device settings. Certain operational communications may still be necessary to provide the service.

14. Third-party links and services

The Gymivo Platform may contain links to third-party websites or services. We are not responsible for the content, security or privacy practices of services that we do not operate.

Your use of Google Play, your bank, UPI application or another payment service is also governed by the applicable provider's terms and privacy practices.

15. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes in our applications, subscription model, business practices or legal obligations.

When material changes are made, we may notify users through the application, website, email or another reasonable method. The updated policy will display a revised "Last Updated" date.

16. Privacy and grievance contact

For privacy questions, complaints or requests, contact:

We will review and respond to legitimate requests within a reasonable period and in accordance with applicable law.