Privacy Policy

1. About This Policy

GymPulse Limited ("GymPulse", "we", "us", or "our") is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 2020 (New Zealand), the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles, and applicable data protection laws in other jurisdictions where we operate.

This Privacy Policy explains what personal information we collect, how we use and protect it, and your rights in relation to it. By using the GymPulse platform (the "Platform"), you acknowledge and consent to the practices described in this Policy.

2. Information We Collect

We collect personal information that you provide directly to us, including:

• Account information: Name, email address, password (stored as a one-way hash), and phone number;
• Profile information: Avatar image, country, and preferences;
• Booking information: Session bookings, rental records, and associated dates, times, and locations;
• Payment information: Billing details processed via Stripe (GymPulse does not store full card numbers);
• Communications: Messages you send to GymPulse support or content submitted through the Platform;
• Compliance records: The version and timestamp of your acceptance of our Terms and Conditions.

We also collect information automatically, including:

• Log data (IP addresses, browser type, pages visited, and timestamps);
• Device information (operating system, device identifiers);
• Usage data (actions taken within the Platform, session duration).

3. How We Use Your Information

We use your personal information to:

• Create and manage your account and authenticate your identity;
• Process bookings and payments;
• Send transactional emails (booking confirmations, password resets, receipts);
• Respond to enquiries and provide customer support;
• Improve, maintain, and secure the Platform;
• Comply with legal obligations, including maintaining records of terms acceptance;
• Detect and prevent fraud, security incidents, or Terms violations;
• Send service-related updates and, where you have consented, marketing communications.

We do not sell, rent, or trade your personal information to third parties for their own marketing purposes.

4. Disclosure of Information

We may share your personal information with:

• Gym Operators: Your booking details are shared with the Gym Operator you have booked with, as necessary to fulfil your booking;
• Service providers: Third-party processors who assist in operating the Platform (including Stripe for payments, cloud hosting providers, email delivery services, and Xero for accounting) under confidentiality obligations;
• Legal authorities: Where required by applicable law, regulation, court order, or to protect the rights, property, or safety of GymPulse, its users, or the public;
• Business transfers: In connection with a merger, acquisition, or sale of all or substantially all of GymPulse's assets, in which case your information may be transferred as a business asset.

5. International Transfers

GymPulse operates primarily from New Zealand. Your personal information may be transferred to, stored in, or processed in countries other than your country of residence, including New Zealand, Australia, and the United States (where our third-party service providers may operate). By using the Platform, you consent to such international transfers. Where required, we take steps to ensure adequate protections are in place for cross-border data transfers.

6. Data Retention

We retain your personal information for as long as your account is active or as necessary to fulfil the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements. When your account is deleted, we will retain records for a minimum of seven (7) years to comply with financial and legal record-keeping obligations, after which data will be securely destroyed or anonymised.

7. Security

We implement industry-standard technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These include encryption of data in transit (TLS), hashed password storage, role-based access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

8. Your Rights

Subject to applicable law, you have the right to:

• Access the personal information we hold about you;
• Correct inaccurate or outdated personal information;
• Request deletion of your personal information, subject to our legal retention obligations;
• Object to or restrict certain processing of your personal information;
• Data portability (where applicable under law);
• Withdraw consent for marketing communications at any time.

To exercise any of these rights, please contact us at admin@gympulse.fit. We will respond within the timeframe required by applicable law (generally 20 working days under the NZ Privacy Act 2020).

If you are in Australia and are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au. If you are in New Zealand, you may contact the Office of the Privacy Commissioner at privacy.org.nz.

9. Cookies and Tracking

The Platform uses session cookies essential to its operation (authentication). We do not use third-party advertising cookies. Where analytics are used, data is anonymised or aggregated. You may configure your browser to reject cookies, but this may affect Platform functionality.

10. Children

The Platform is not directed at children under 18 years of age. We do not knowingly collect personal information from children under 18 without verifiable parental consent. If you believe we have inadvertently collected such information, please contact us immediately at admin@gympulse.fit.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified via email or a prominent notice on the Platform. Your continued use of the Platform after such changes constitutes acceptance of the updated policy.

12. Contact

For privacy-related enquiries: