How GymAdmin.in and the GymFlow mobile application collect, handle, safeguard, and respect your gym and member data.
We never sell, rent, or monetize your gym or member data to data brokers or advertising networks.
Gym owners and administrators retain 100% legal ownership of member records, plans, and financials.
Encrypted transit (HTTPS / TLS 1.3), hashed passwords, and granular role-based permissions.
Request complete export or permanent deletion of your gym and member records at any time.
This Privacy Policy explains how GymAdmin.in (operating at gymadmin.in, referred to as "GymAdmin", "we", "us", or "our") handles personal information collected through our gym management website, web application, and mobile software applications including GymFlow (com.gymflow.fitadmin) available on Android and other app stores.
By accessing or using our websites, signing up for an account, or downloading and using our mobile apps, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please discontinue use of our platform immediately.
To deliver our comprehensive 20-module gym management suite, we process several categories of information:
When a gym owner, manager, or trainer registers for an account, we collect credentials including full name, phone number, email address, password hash, gym name, branch details, and business address.
Entered directly by gym administrators to manage admissions and passes: member full name, contact phone number, email address, date of birth, gender, emergency contact details, membership plan type, start date, expiry date, batch timing, and assigned trainer.
Payment receipt records, membership invoice amounts, GST tax breakdown (CGST / SGST), payment method notations (Cash, UPI, Card, Net Banking), transaction dates, and pending dues balances. Note: GymAdmin never captures, stores, or processes complete debit/credit card CVV codes or net banking credentials.
Daily check-in / check-out timestamps recorded via front desk digital passes, QR code scans, biometric devices, or administrative entry.
IP address, browser type and version, device hardware model, operating system version, crash reports, and system performance metrics collected strictly for platform diagnostics and security auditing.
Our mobile application (GymFlow, package com.gymflow.fitadmin) requests only minimal permissions necessary to perform gym management operations. Each permission and its rationale is outlined below in full compliance with Google Play Developer policies:
| Android Permission | User Prompt | Purpose & Usage |
|---|---|---|
| android.permission.CAMERA | Camera Access | Required strictly when taking a member's profile picture during registration, scanning an attendance QR code, or capturing gym inventory barcodes. Never used in the background or for any undisclosed purpose. |
| Android System Photo Picker | Photo Selection | Used when the gym admin chooses to upload an existing profile photo from the device gallery, attach a receipt image, or upload a gym logo. Handled via the secure Android System Photo Picker without requesting broad READ_MEDIA_IMAGES or storage permissions. |
| android.permission.INTERNET & ACCESS_NETWORK_STATE | Internet & Network Access | Required to connect with the backend server, synchronize gym attendance and member records, and detect online/offline network connectivity status. |
You can revoke camera or storage permissions at any time via your Android device's Settings > Apps > GymFlow > Permissions. Certain features (such as taking photo avatars) will be unavailable if permissions are disabled.
Important Biometric Transparency Statement:
When a gym integrates physical biometric scanners (e.g., USB or network fingerprint and RFID readers) with GymAdmin:
We process collected data exclusively for legitimate operational purposes:
We strictly enforce a No Data Selling policy. We never rent, sell, or trade your data or your members' information to any commercial advertising brokers. We share information only under the following limited circumstances:
• On-Demand WhatsApp Gateway Providers: When a gym owner triggers WhatsApp fee reminders or invoices, the recipient phone number and rendered message text are transmitted through authorized WhatsApp Business API providers to complete delivery.
• Cloud Infrastructure & Hosting: Data stored in cloud-hosted versions is maintained on secure, enterprise-grade cloud servers with strict firewall access controls and encrypted backups.
• Legal Compliance & Law Enforcement: We may disclose information if required to do so by applicable Indian laws, judicial court orders, or enforceable governmental requests.
We deploy multi-layered safeguards designed to protect personal data against loss, unauthorized access, destruction, and alteration:
All web and API traffic is encrypted via HTTPS with modern TLS 1.3 protocol standards.
User passwords are treated with one-way cryptographic hashing (bcrypt) and salted before storage.
Gyms may run GymAdmin connected to their own on-premise MySQL database on local WiFi for total physical custody.
In compliance with Google Play Developer Policies and data protection regulations, we maintain transparent data retention and deletion policies:
Retention Period: Member records and gym data are retained for as long as your gym maintains an active account with us, or as required by applicable Indian tax and financial record-keeping regulations (e.g. GST invoices).
Data Deletion Rights: Gym owners, administrators, or registered members have the right to request the permanent deletion of their account and all associated personal data from our systems.
To request permanent deletion of your gym account, administrative access, or member profile:
Note: Once deleted, member records, pass history, and financial receipts cannot be recovered. Ensure you export any needed tax records or member rosters prior to requesting deletion.
GymAdmin.in and GymFlow are commercial enterprise management solutions intended for adult gym operators, club owners, and fitness coaches. We do not knowingly solicit or collect personal information directly from children under 13 (or under 18 without parental supervision). Where gym facilities enroll minor athletes for gymnastics, martial arts, or fitness programs, the gym facility operator assumes sole responsibility for acquiring parental or legal guardian consent before entering their details into the system.
We use strictly necessary functional session cookies and local storage to keep administrators logged into their workspace, preserve active sessions across page reloads, and remember interface preferences (e.g., active gym branch selection). We do not deploy third-party advertising cookies, cross-site profiling pixels, or behavioural retargeting trackers.
If you have any questions, concerns, feedback, or grievance regarding this Privacy Policy or our data protection practices, please contact our support desk or Grievance Officer:
GymAdmin.in / GymFlow Data Protection Desk
Platform: 100% Free Gym Operations Platform
We respond within 24 hours to all setup and privacy queries.