Legal

Privacy Policy

Version 1.6 — Effective 30 August 2026

1. Who we are

GYMBUDDIES™ is a trademark of Rajeev Nair and is used by DXB RIANESSENCE SERVICES LLP under licence. The GymBuddies logo and associated device mark(s) are trademarks of DXB RIANESSENCE SERVICES LLP. Our corporate office is at D407, Jayabheri Orange County, Financial District, Hyderabad, Telangana, India 500032.

This Privacy Policy applies to the GymBuddies^TM website (gymbuddies.in and related domains) and the GymBuddies^TM mobile applications: GymBuddies^TM Society, GymBuddies^TM Trainer and GymBuddies^TM Arena.

2. Information we collect

We collect information you provide directly, including:

Name, email address and mobile number when you register for early access, request or enquire about a trainer, or contact support.
City and country of residence.
Your role and organisation details where relevant.
Intended use of the product.
Privacy and marketing consent, with timestamp and policy version.
Support request content, including descriptions, screenshots and other attachments, category information, and replies exchanged with GymBuddies AI troubleshooting support (Chocopie).
Limited technical diagnostic information submitted with an app-support request, such as app version, build number, device model, Android version, current app screen or route, timestamps, connection state, error codes and request or correlation references where available.
Competition registrations and participation information where applicable.
Arena membership and role records, Buddy relationship state, Group membership, announcement state, Challenge and Tournament participation, booking records, payment-ledger records and in-app notification state.
Arena app-issue reports and related support records where submitted.
Profile photographs and other images, videos, screenshots, attachments or media that you choose to upload for Events, Activities, Groups, Challenges, Tournaments, facilities, walkthroughs, reports or other service features.

We also collect information generated through your use of the service:

Facility bookings, check-in records and attendance information.
Facility-capacity and occupancy data derived from check-in information where the capacity feature is enabled.
Equipment and facility fault reports and status updates. These reports are attributed to the reporting account; reporter identity is restricted to authorised administrators or operators and is not displayed to ordinary residents.
Session history and notes maintained by trainers.
Progress tracking records where used, including Challenge progress submissions and validation status.
Tournament registrations, team membership, match-result confirmations, disputes, standings and placements where Arena competition features are enabled.
Trainer–Arena connection, verification and facility-association information where a Trainer connects to an Arena.
Source page, UTM campaign data and referral source at the time of registration.

3. How we use your information

To operate and provide the GymBuddies^TM services.
To manage early-access registrations and communicate invitations.
To process trainer enquiries and trainer-demand requests, including contacting you about suitable trainer availability.
To handle support and privacy requests.
To use AI-assisted support to classify app-support requests, diagnose possible software issues, identify related incidents, request clarification, provide app-usage guidance, prepare support summaries and assist us in resolving support matters.
To enable facility booking, check-in and attendance management.
To generate capacity indicators for shared facilities where the feature is enabled.
To manage attributed equipment and facility fault reports, track resolution status and prevent duplicate submissions.
To enable reports about residents or trainers to remain anonymous to the reported person and ordinary residents, while allowing authorised administrators to investigate them.
To support competition registrations, results and leaderboard display where configured. Participant visibility is limited according to the applicable Society or Arena feature rules.
To operate Arena memberships, Buddies, Groups, announcements, Challenges, Tournaments, facility discovery, member-facing booking records, payment-ledger records and in-app notifications.
To manage Arena Trainer connections and Trainer-to-facility associations while keeping Arena and Society organisation contexts separate.
To send product and service communications where you have consented.
To host, display, resize, compress, cache, generate thumbnails or technical derivatives of, and otherwise process user-uploaded media as reasonably necessary to provide the feature for which it was uploaded.
To investigate copyright, privacy, safety or other rights complaints concerning uploaded content and to remove or restrict content where appropriate.
To comply with applicable legal obligations.

4. AI-assisted customer support

When you use GymBuddies app support, the information you submit, including issue descriptions, screenshots and limited technical diagnostic information, may be processed by an AI service provider acting on our behalf. This processing is used to classify support requests, diagnose possible app issues, identify related incidents, request clarification, prepare support summaries and assist us in resolving support matters.

We limit the information provided to the AI service to what is reasonably necessary for the support request. Support screenshots remain within our private support workflow and are provided to the AI service only for the relevant support case. We do not intentionally send passwords, OTPs, payment credentials, identity documents or unrelated user records for AI support analysis.

AI support does not independently authorise changes to GymBuddies software, security rules, permissions, payments or production systems. Automated low-risk troubleshooting actions, where enabled, are limited to pre-approved and auditable support runbooks.

5. Personal-training booking privacy

Private personal-training bookings made through GymBuddies^TM Society are not visible to society administrators. Booking details are accessible only to the resident and their trainer. Society administrators do not have access to, and may not cancel, residents' private personal-training sessions.

6. Fault reports and conduct reports

Equipment faults and facility concerns submitted through GymBuddies^TM Society are attributed reports. The reporter's account is recorded so authorised administrators or operators can investigate and follow up. Reporter identity is not shown to ordinary residents.

Reports concerning the conduct of a resident or trainer follow a separate privacy model. They are anonymous to the reported person and ordinary residents, while authorised administrators may access the reporter's identity where required to investigate, prevent abuse or comply with law.

Only authorised administrators or facility-management roles may resolve, close or archive equipment and facility fault reports. Ordinary residents may view permitted status information but cannot perform administrative actions.

7. Capacity indicators and check-in data

Where the live capacity feature is enabled, GymBuddies^TM Society may display occupancy indicators based on check-in data. This information is derived from in-app check-ins and may not reflect actual physical attendance at all times. Capacity indicators are not guaranteed real-time counts.

8. Tutorials and walkthrough media

Equipment tutorials and facility walkthrough media published on GymBuddies^TM Society are intended for general guidance only. They do not constitute professional fitness advice, medical advice or supervision. No personally identifiable information is collected from viewing tutorial content.

9. Competitions and leaderboards

Where society competitions or fitness challenges are available, participant registration information is used to manage eligibility, scheduling and results. Leaderboards and results may display participant names or identifiers where society administrators enable this feature. Participant privacy settings, where available, allow residents to limit what is publicly visible.

10. Arena member-engagement privacy

Arena uses one GymBuddies identity but keeps each Arena membership and community separately scoped. Member-facing information is limited to what is required for the applicable Arena feature, such as permitted member-directory fields, Buddy state, Group membership, competition participation and the member's own bookings, payment records and notifications.

Ordinary members do not receive Owner/Admin-only management data. Staff receive only the operational information required for their authorised Arena role.

Arena app-issue reports are routed through the shared GymBuddies support workflow and are identified as originating from Arena.

11. Arena Trainer verification and workout privacy

A Trainer connecting to an Arena uses the GymBuddies™ Trainer app. Arena Trainer relationships and facility assignments remain separately scoped from Society assignments and other organisations.

Workout templates, session plans, exercise details, weights, trainer notes and private-client information remain within the Trainer training context and are not made available to Arena Owners or Admins merely because the Trainer is connected to that Arena.

12. User-uploaded media and visibility

When you upload a profile photograph or other media, that content may be visible to other users, Trainers, Society administrators, Arena roles or the public only to the extent required by the feature and the visibility settings or organisation context that apply to it.

We may create and store resized, compressed, cached, preview or thumbnail versions of uploaded media so that the service can load images efficiently across different devices and screens. High-resolution originals or higher-quality versions may be used where a feature, such as a facility walkthrough, requires additional detail.

Uploaded media may contain personal information about you or other people. You are responsible for ensuring that you have any permission required to upload content depicting another person. Our handling of copyright and other third-party rights in uploaded content is also governed by our Terms of Use.

We do not routinely verify copyright ownership or other third-party rights in uploaded media before it is displayed. We may remove or restrict content where we receive a credible complaint, where the content appears to violate applicable law or our Terms, or where removal is reasonably necessary for safety, security or rights protection.

13. Information sharing

We do not sell your personal information. We share information only:

With society administrators and facility managers to the extent required to operate the service within your society — subject to the access controls described in this policy.
With Arena Owners and Admins to the extent required to manage Arena membership, official activities, Trainer verification, moderation and aggregate engagement — subject to the Arena privacy boundaries described above.
With trainers, limited to the information required to manage their own sessions and approved organisation relationships.
With service providers who process data on our behalf under appropriate data-processing agreements, including an AI service provider where required to analyse and assist with GymBuddies app-support requests.
Where required by law, regulation or legal process.

14. Data retention and deletion

We retain personal information only for as long as necessary to provide the service, fulfil the purposes described in this policy, comply with applicable legal obligations, prevent abuse, or resolve disputes.

Support screenshots are generally scheduled for deletion 30 days after the related support case is finally resolved, unless they remain necessary for an active engineering or security investigation or are subject to a legal or audit hold. Support case metadata, messages, diagnostic summaries and audit history may be retained for longer where reasonably required for support, security, accountability or legal purposes.

After a verified account-deletion request, we delete or deactivate data that is no longer required and may anonymise historical bookings, attendance, events, Challenge or Tournament results and other records where the underlying activity history must remain accurate. User-uploaded media associated only with the deleted account is removed where it is no longer required, subject to limited retention for legal, safety, security, complaint-resolution, backup or audit purposes. In Arena historical results, a deleted account may be represented as a deleted or anonymised member rather than retaining the person's public profile.

Where an Arena trainer review remains necessary for aggregate rating integrity, the star rating may be retained without the deleted member's identity, while associated written review content may be removed.

Limited policy-acceptance, financial, tax, audit, safety, security, conduct-report or legal-claim records may be retained where necessary. Retained data is access-restricted and used only for the permitted purpose. See our Account deletion page for the request process and further details.

15. Your rights

Subject to applicable law, you may have the right to:

Access the personal information we hold about you.
Request correction of inaccurate information.
Request deletion of your personal information.
Withdraw marketing consent at any time.
Object to or restrict certain processing.

To exercise these rights, email privacy@gymbuddies.in or use our Account deletion page.

16. Cookies and analytics

We may use cookies and similar technologies to operate the website and analyse usage. We do not use advertising trackers without consent.

17. Business transfer

DXB Rianessence Services LLP may transfer the ownership or operation of GymBuddies^TM to another company, LLP, affiliate or successor entity as part of a restructuring, merger, acquisition, sale or transfer of the GymBuddies^TM business.

In connection with such a transaction, personal data associated with GymBuddies^TM may be transferred to the acquiring or successor entity so that the service can continue to operate. The successor entity will be required to process your personal data in accordance with this Privacy Policy and applicable data-protection law.

We will notify you through the app, by email or another reasonable method before any material change in the entity responsible for your personal data. If the successor entity intends to use your personal data for a new purpose that is not covered by your existing notice or consent, it will provide the required notice and obtain fresh consent where required by applicable law.

The transfer will not reduce any data-protection rights available to you under applicable law.

18. Contact

For privacy enquiries or requests: privacy@gymbuddies.in

For general support: support@gymbuddies.in

19. Changes to this policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes. Where acknowledgement or consent is required, app users will be asked to actively accept or acknowledge the applicable Terms and Privacy Policy versions before continuing to use authenticated features.