Privacy Policy

Last Updated: [Insert Date]

1. Introduction

Welcome to FitFlow. We provide AI-powered communication and marketing services for gyms and fitness businesses in the United Kingdom, including WhatsApp messaging, email automation, and AI phone call assistance.

This Privacy Policy explains how we collect, use, store, and protect personal information when you interact with our website and services.

By using our services, you agree to the practices described in this policy.

2. Who We Are

FitFlow
AI Messaging & Automation Agency for Gyms
We act as a Data Processor when handling customer data on behalf of our gym clients, and a Data Controller for data we collect ourselves (e.g., web visitors, inquiries).

3. Data We Collect

We may collect the following types of personal data:

a. Information You Provide to Us

Name

Email address

Phone number

Business or gym name

Payment and billing details (processed securely via third-party providers)

b. Information Collected Automatically

IP address

Device type and browser

Website usage data (via analytics tools)

c. Client Customer Data (When You Use Our Services)

This may include:

Gym member names

Gym member phone numbers

Messages sent via WhatsApp, email, or phone automation

This data is processed strictly on your instructions.

4. How We Use Personal Data

We use personal data to:

Provide and manage our AI messaging and communication services

Improve service performance and user experience

Communicate with you regarding support or service updates

Comply with legal obligations

We do not sell or share personal information with third parties for marketing purposes.

5. Legal Basis for Processing

We process data under the following legal bases:

Contract performance – to deliver our services

Legitimate interests – improving service functionality and security

Consent – where required (e.g., marketing opt-ins)

6. Data Sharing

We may share data with trusted third parties who help us operate our services, including:

WhatsApp Business API providers

Email delivery platforms

Cloud hosting and server providers

CRM systems

These providers are required to comply with data protection regulations and may not use the data for any other purpose.

7. Data Retention

We retain personal data only for as long as necessary to:

Provide services

Comply with legal or accounting requirements

You may request deletion of your data at any time.

8. Your Rights

Under UK GDPR, you have the right to:

Access your personal data

Correct inaccurate data

Request deletion

Object to or limit processing

Request data portability

To submit a request, please contact us at:
Email: [Insert Contact Email]

9. Data Security

We use appropriate technical and organisational measures to protect personal data, including encryption, access control, and secure hosting environments.

However, no data transmission method is 100% secure, and we cannot guarantee absolute security.

10. International Data Transfers

Some service providers we use may operate outside the UK. When this occurs, we ensure that appropriate safeguards (such as Standard Contractual Clauses) are in place.

11. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.

12. Contact Information

For data protection questions or requests, please contact us:

FitFlow
Email: [Insert Contact Email]