Privacy Policy

Data Protection & Privacy Commitment

Last Updated: November 18, 2025

At GymVista (operated by Saasvista Technologies Pvt Ltd), we value the trust you place in us. This Privacy Policy outlines how we handle data generated by our SaaS ERP, Mobile Applications, and RFID Hardware.

---

1. The Data We Collect

We collect data in three primary categories to provide our services effectively:

• Client Account Data: Information provided by Gym Owners (You) during registration, such as Business Name, GST Number, Email, and Billing Address.
• Member Data (Processed Data): Data you enter into the system regarding your gym members (Names, Photos, Attendance logs). Note: We process this data on your behalf; we do not own it.
• Hardware Telemetry: Technical logs from the RFID/Biometric devices, including IP addresses, device health status (heartbeats), and connectivity logs.

2. Controller vs. Processor

Clarification for Gym Owners: Under data protection laws, You (The Gym Owner) are the Data Controller responsible for obtaining member consent. We (Saasvista Technologies) act as the Data Processor, securing the data on your behalf.

3. How We Use Your Data

We use the collected information for the following specific purposes:

• To authenticate users and secure access to the GymVista Dashboard.
• To validate RFID card scans against active subscriptions in real-time.
• To send automated transactional alerts (e.g., "Membership Expiring Soon") via WhatsApp/SMS APIs.
• To generate financial invoices and tax reports for your business.

4. Data Security Measures

We employ enterprise-grade security to protect your business data:

• Encryption: All data in transit is encrypted via SSL (TLS 1.2/1.3).
• Network Security: Our servers are protected by Cloudflare to prevent DDoS attacks and unauthorized access.
• Access Control: Strict role-based access control ensures only authorized personnel can access sensitive backend systems.

5. Mobile App Permissions

Our "GymVista Member App" and "Admin App" may request the following permissions:

• Camera: To upload profile pictures or scan QR codes.
• Storage: To save PDF invoices or reports locally on the device.
• Notifications: To send push notifications regarding gym updates.

6. Data Retention & Deletion

We retain your data only as long as your subscription is active. If you cancel your subscription:

• We retain data for a grace period of 30 days to allow for account reactivation.
• After 30 days, all operational data is permanently deleted from our live servers.
• Financial transaction records (billing between You and Saasvista) are retained for 7 years as per Indian Tax Laws.

7. Third-Party Sharing

We do not sell your data. However, we share necessary data with trusted infrastructure partners:

• Payment Gateways: To process your subscription fees securely.
• SMS/WhatsApp Providers: To deliver notifications to your members.
• Cloud Hosting Providers: To host the database and application logic.