Privacy

Who holds your data

NexActiv is used by gyms and studios to run their business. Your gym is the one that decides what to record about you and who at the gym can see it; we operate the software on their behalf and hold the data for them. Questions about your own record are best asked at your gym first.

What is stored about a member

Your name and phone number, which is the minimum needed to create a record. Optionally an email address, date of birth, gender, address and an emergency contact. Your memberships, invoices and payments. Every check-in. Your personal-training sessions and what was trained.

If your gym records them: body-composition readings — weight, height, body fat, muscle mass, and circumference measurements — and fitness assessments. This is health data. It is recorded only when somebody at your gym measures you, and you can ask them not to.

Who at your gym can see it

Owners and managers can see everything about your record. Front-desk staff can see your membership, your invoices and your attendance, and have no access to measurements at all.

A coach can see any member’s name, membership status and attendance, so that a trainer covering somebody else’s shift knows who has walked in. A coach can see your measurements, notes and history only if they are assigned to you. When an assignment ends, that access ends with it.

What we do with it

Run the gym: memberships, billing, attendance, sessions and progress. We send you transactional email about your own membership — expiry reminders, receipts, overdue invoices — and, if your gym has them switched on, birthday and milestone messages. Those last two you can opt out of by asking the front desk to remove your date of birth.

We do not sell your data, we do not share it with other gyms, and we do not use it for advertising.

Notifications

If you turn on notifications, your browser gives us an address to send them to and two keys used to encrypt them. We hold nothing else about your device. Turning them off in the app removes that address.

How long it is kept

Records are kept while you are a member and for as long as your gym needs them afterwards — invoices in particular have to be retained for tax purposes. Deleting a record marks it deleted rather than erasing it immediately, so a mistake at the front desk is recoverable; ask your gym for permanent erasure and they can request it.

Actions that change money, memberships, roles or measurements are written to an audit log, which is kept longer than anything else. That log records that a measurement was taken, by whom, and which fields — never the values, so it does not become a second, less-guarded copy of your health data.

Payments

Card and online payments are handled by Razorpay under your gym’s own account. We never see or store your card details. Cash, UPI and card payments taken at the desk are recorded as an amount and a reference, nothing more.

Your rights

You can ask to see what is held about you, to have it corrected, and to have it erased where the gym is not required to keep it. Ask your gym, or write to us and we will put you in touch with the right person there.