Fit-C Trainer – Privacy Policy

1.Introduction

BJ Dhanvi Software Solutions Private Limited with brand name Fit-C (“we,” “our,” or “us”) is committed to protecting the privacy of personal data in compliance with Indian data protection laws, including the Digital Personal Data Protection Act, 2023. This Privacy Policy explains what information we collect from trainers using the Fit-C Trainer Application (“Trainer App”), how we use and share it, and the rights available to you under applicable law.

By using the Trainer App, you agree to the collection and use of information as described in this Policy.

2.Information We Collect

Trainer Profile Data:

When you register as a trainer, we collect personal information such as your name, contact details (email, phone number), age/date of birth, professional qualifications/certifications, photos, and bio or experience details. We may also collect identity verification information (like government ID) as required.

Other Data Categories:

• Usage Data: Information about how you use the Trainer App, such as login times, features accessed, and technical data (device type, OS, app version, IP address).
• Communication and Support: Records of communications if you contact us or use in-app communications (e.g., messaging with users or support chat).
• Location Data (if applicable): With your permission, we may collect precise location data to support features like GPS check-in for home sessions or finding nearby fitness spaces.
• User Client Data Access: The Trainer App allows you to access certain personal data of the clients you train (e.g., fitness metrics, workout progress, biometric/health data). You view or input updates to client data via the app, but Fit-C stores this data on behalf of the client or Centre. We require that you handle this information with strict confidentiality (see Section 6 and 9).

3.How We Use Your Information

Fit-C uses the collected data for the following purposes:

• Providing Services: To operate the Trainer App's core functionalities, create your visible trainer profile, schedule sessions, and facilitate client communication. We use usage data for login maintenance and dashboard personalization.
• Platform Operations and Improvements: To monitor, troubleshoot, and improve the Trainer App’s functionality and user experience. Aggregated usage patterns may be analyzed to introduce new features.
• Facilitating Payments: If applicable, to facilitate any payments or payout calculations through the platform (typically disbursed via the associated fitness centre or client transactions).
• Communications: To send you service-related communications (session reminders, client notifications, app updates) and optional promotional/educational content (you can opt out of marketing emails).
• Analytics and Product Development: To use de-identified, aggregated data for product improvement and trend analysis (e.g., average session lengths). This will not identify you personally.
• Legal Compliance and Enforcement: To comply with legal obligations (e.g., identity verification) and to enforce our legal rights/policies (e.g., investigating fraud or misuse, responding to lawful requests).

4.Disclosure of Information

Fit-C does not sell or rent your personal information. We only share information as needed to provide our services or as required by law:

• With Fitness Centres: If you are affiliated with a Centre, we share your trainer profile and performance data (e.g., schedules, client feedback, relevant metrics) with that Centre, as they manage your assignment.
• With Users/Clients: Your profile information (name, photo, qualifications, ratings) is visible to the users who interact with you. Your sensitive contact info (phone/email) is not shared unless you choose to share it directly.
• Service Providers: Trusted third-party service providers (cloud hosting, communication, analytics) receive only the information necessary to perform their services and are contractually obligated to protect your data.
• Legal Requirements and Safety: Disclosure to comply with a legal obligation, court order, governmental request, or to protect the rights, property, or safety of Fit-C, our users, or the public.
• Business Transfers: Your data may be transferred during a merger or acquisition. We will ensure the successor entity is bound by equivalent privacy safeguards and will notify you.
• With Your Consent: We will ask for your explicit consent before sharing any of your personal information in scenarios not already covered by this Policy (e.g., featuring your success story in marketing).

5.Cookies and Tracking Technologies

The Trainer App and associated web dashboard may use cookies or similar technologies to enhance user experience (e.g., keeping you signed in) and gather usage data for analytics.

You can control cookies through your browser settings, but disabling them might affect certain functionality. For mobile app usage, analogous tracking (like mobile ad IDs or analytics SDKs) is used to collect usage patterns in compliance with platform rules and your privacy rights.

6.Data Security

We implement reasonable security safeguards and industry best practices to protect data against unauthorized access, loss, or alteration:

• Encryption: Sensitive data (passwords, health/biometric client data) is stored in encrypted form. Data transmission is protected via HTTPS/TLS encryption.
• Access Controls: Access is restricted on a need-to-know basis to authorized Fit-C personnel and limited to relevant information. Your access to client data is also authenticated and limited.
• Secure Infrastructure: Data is hosted on secure servers with firewalls and monitoring. Regular security audits, vulnerability assessments, and penetration testing are conducted.
• Baseline Security Policies: We ensure all third-party processors uphold equivalent security measures.

Your Role in Security: Please keep your account credentials confidential and use a strong password. Immediately notify us if you suspect a breach or unauthorized access (see Section 10).

7.Data Retention

We retain personal data only for as long as necessary for the stated purposes or as required by law.

• Trainer Account Data: Kept as long as you maintain an active account. Upon account closure, we will delete or anonymize your personal data within a reasonable time, unless legal retention is required (e.g., for tax, audit, or dispute resolution).
• Transaction and Usage Records: May be retained longer for legitimate business interests (e.g., accounting) or legal obligations, as required by the DPDP Act.
• Backup and Aggregated Data: Removed data may persist briefly in secure backups. Aggregated or anonymized data (not personally identifiable) may be retained indefinitely for analytics.

8.Your Rights and Choices

As a data principal, you have the following rights regarding your personal data:

• Right to Access: You can request a copy or summary of the personal data we hold about you. You can view much of this information directly in the Trainer App.
• Right to Correction: You can request the correction or update of any inaccurate or out-of-date information (some details are editable directly in your profile).
• Right to Deletion: You may request deletion of your personal data when it is no longer necessary or if you withdraw consent. We will evaluate and comply with requests unless a lawful basis for retention exists (e.g., legal or tax obligations).
• Right to Withdraw Consent: You can withdraw consent at any time where processing is based on consent (e.g., optional location tracking, marketing emails). We will inform you of any consequences (e.g., loss of functionality).
• Right to Grievance Redressal: You have the right to have your complaints addressed by our Grievance Officer (see Section 10). If unsatisfied, you may escalate to the Data Protection Board of India.
• Choices – Marketing and Notifications: You can opt out of non-essential communications (e.g., unsubscribe from marketing emails) and manage in-app or device push notifications via settings.

To exercise any of these rights, please contact us via the methods in Section 10. We may need to verify your identity before fulfilling the request.

9.Trainer Responsibilities – Data Confidentiality

You have access to users' personal and sensitive data (including health/biometric information). You must handle all user data with the utmost confidentiality and care:

• Use for Intended Purpose Only: Use client data strictly for training and wellness services via the Fit-C platform. Unsolicited marketing or sharing outside this scope is strictly prohibited.
• No Unauthorized Disclosure: Do not disclose, share, or leak any user data. Do not export data outside the platform interface or reveal a client’s personal/health details to others.
• Data Protection Compliance: Comply with all applicable data protection laws and Fit-C policies, treating personal data (especially sensitive data) with care.
• Immediate Notification of Breach: If you become aware of any unauthorized access, disclosure, or if your device is lost/stolen, you must immediately notify Fit-C.

Consequences of Misuse: Misuse of personal data can lead to serious consequences, including suspension or termination of your trainer account, and potential legal action by Fit-C, affected individuals, or regulators.

10.Contact Us and Grievance Officer

If you have any questions, concerns, or complaints regarding this Privacy Policy or the handling of your personal data, please reach out to our Grievance Officer:

11.Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. When we make material changes, we will notify you by appropriate means – for example, by posting the updated policy in the app and on our website, and/or by sending a notice to your account email.

Your continued use of the Trainer App after any update constitutes your acceptance of the revised Policy.