Legal
Privacy Policy
Last updated: 28 April 2026
1. Introduction
FitlandHQ ("we", "our", or "us") is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at fitlandhq.com, use our mobile application ("FitlandHQ App") available on Android and iOS, and when you become a member of our gym.
By using our services, you consent to the data practices described in this policy. If you do not agree, please discontinue use of our services.
2. Information We Collect
We collect information in the following ways:
- Personal Information: Name, email address, phone number, date of birth, and emergency contact details when you register as a member.
- Payment Information: Billing address and payment method details, processed securely through our payment providers. We do not store full card numbers.
- Usage Data: Information about how you access and use our website and app, including IP address, device identifiers, operating system, pages visited, and time spent on pages.
- Health & Fitness Data: With your explicit consent, information about your fitness goals, training history, and health conditions relevant to safe gym usage.
- Check-in Data: Records of your gym entry and exit via QR code scan, used to manage access and track your membership activity.
- Communication Data: Messages and enquiries you send us via contact forms, email, or social media.
3. Device Permissions — Mobile App
Our mobile application requests the following device permissions. These are used solely for the stated purpose and are never used to collect, store, or share personal data beyond what is described below.
Camera (android.permission.CAMERA / NSCameraUsageDescription)
Purpose: The camera is used exclusively to scan QR codes for gym check-in and member login. No photographs or video are captured, stored, transmitted, or shared.
What we access: The live camera viewfinder is used in real time to decode QR code data only. The decoded QR value (a session or member token) is sent to our servers to authenticate your access.
What we do NOT collect: We do not capture, save, or upload any images or video from your camera. Camera access is only active while you are on the QR scan screen.
Microphone (android.permission.RECORD_AUDIO)
Purpose: The Android platform requires the RECORD_AUDIO permission to be declared alongside camera access in certain configurations. This permission is declared to satisfy platform requirements.
What we do NOT collect: We do not record, store, transmit, or process any audio from your microphone. No audio data is ever captured or shared.
You may revoke these permissions at any time through your device settings (Settings → Apps → FitlandHQ → Permissions on Android; Settings → Privacy → Camera on iOS). Revoking camera permission will disable QR code check-in; other app functionality will remain unaffected.
4. How We Use Your Information
We use your information to:
- Process your membership registration and manage your account.
- Process payments and send billing information.
- Authenticate your identity and manage gym access via QR code check-in.
- Communicate with you about your membership, bookings, and service updates.
- Send promotional communications (only with your consent; you may opt out at any time).
- Improve our website, app, and gym services.
- Comply with legal obligations.
- Ensure safety and security of our facility and members.
5. Data Safety — Google Play Store
In compliance with Google Play Store requirements, we disclose the following about our data practices in the FitlandHQ Android app:
Data collected
- Name, email address, phone number (account registration)
- Gym check-in timestamps and access records
- App usage and diagnostic data
Data NOT collected
- Photos, videos, or audio recordings
- Precise or approximate location
- Contacts, messages, or call logs
Data sharing
Data is not sold or shared with third parties for advertising. Data is shared only with service providers necessary to operate the app (e.g., authentication and payment processors), under strict confidentiality agreements.
Security
Data is encrypted in transit (TLS). Authentication tokens are stored in your device's secure storage (Android Keystore / iOS Secure Enclave) and are never stored in plain text.
6. Sharing of Information
We do not sell, trade, or rent your personal information to third parties. We may share your information with:
- Service Providers: Trusted third-party companies that assist us in operating our website, app, and services (e.g., payment processors, email providers, cloud hosting).
- Legal Requirements: When required to comply with applicable law, court order, or government regulations.
- Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.
7. Data Retention
We retain your personal data for as long as necessary to provide our services and comply with legal obligations. Membership data is retained for the duration of your membership and up to 7 years thereafter for accounting and legal purposes. Check-in records are retained for 2 years. You may request deletion of your data at any time, subject to legal requirements.
8. Security
We implement industry-standard technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. This includes TLS encryption for all data in transit, secure server infrastructure, and use of platform secure storage (Android Keystore / iOS Secure Enclave) for authentication tokens on mobile devices. However, no transmission of data over the internet is completely secure, and we cannot guarantee absolute security.
9. Your Rights
You have the right to:
- Access the personal data we hold about you.
- Request correction of inaccurate data.
- Request deletion of your data ("right to be forgotten"), subject to legal limitations.
- Request deletion of your account and associated data by emailing us at admin@fitlandhq.com.
- Withdraw consent to marketing communications at any time.
- Lodge a complaint with a relevant data protection authority.
To exercise these rights, contact us at admin@fitlandhq.com.
10. Children's Privacy
Our services are not directed at children under the age of 16. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately at admin@fitlandhq.com.
11. Changes to This Policy
We may update this Privacy Policy periodically. Changes will be posted on this page with an updated "Last updated" date. For material changes, we will notify you via the app or by email. Continued use of our services after changes constitutes your acceptance of the updated policy.
12. Contact Us
If you have any questions about this Privacy Policy, please contact us: