1. Introduction

This Privacy Policy describes how Fitmall Africa ("the Company", "We", "Us", or "Our") collects, uses, discloses, and protects information when gyms, their administrators, staff, and members use the Fitmall Africa platform (the "Service").

Fitmall Africa provides a gym management solution that enables gyms and fitness centers to manage memberships, subscriptions, attendance, and related operations. By accessing or using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.

2. Interpretation and Definitions

Interpretation

Words with capitalized initial letters have meanings defined below. These definitions apply regardless of whether the terms appear in singular or plural form.

Definitions

For the purposes of this Privacy Policy:

Account means a unique account created for a gym, administrator, staff member, or member to access the Service.
Affiliate means an entity that controls, is controlled by, or is under common control with the Company.
Application refers to the Fitmall Africa mobile or web application.
Company refers to Fitmall Africa.
Country refers to the country where the Service is operated and hosted, including applicable African jurisdictions.
Device means any device capable of accessing the Service, such as a computer, smartphone, or tablet.
Personal Data means any information relating to an identified or identifiable individual.
Service refers to the Fitmall Africa platform.
Service Provider means any third party that processes data on behalf of the Company to support or improve the Service.
Usage Data refers to data collected automatically through use of the Service.
You means the individual user or the gym or legal entity on whose behalf the Service is accessed.

3. Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using the Service, We may collect the following information:

Full name
Email address
Phone number
Gym name and gym contact details
Role within the gym (e.g., Super Admin, Admin, Member)

Usage Data

Usage Data is collected automatically and may include:

IP address
Device type and identifiers
Browser type and version
Pages or features accessed
Date, time, and duration of activity
Diagnostic and performance data

When accessing the Service via a mobile device, We may collect additional device-specific information such as operating system and mobile network data.

Information Collected While Using the Application

To provide core functionality, Fitmall Africa may request permission to access:

Camera and photo library (e.g., profile images, gym branding)
Basic device information for authentication and security
Location data (optional) for gym-related features, where applicable

Permissions can be enabled or disabled at any time through your device settings.

Face Data

Fitmall Africa collects face photographs (profile pictures) submitted by gym members or on their behalf by gym administrators. This data is collected solely for the purpose of in-person identity verification — to confirm that the individual presenting at the gym facility is the legitimate account holder.

Face photographs are not used to derive biometric identifiers, perform facial recognition scans, or build facial profiles. The photograph functions as a visual reference for gym staff during check-in and access control.

Submission of a face photograph is voluntary. However, gyms may require it as part of their membership verification process.

4. Use of Your Personal Data

The Company may use Personal Data for the following purposes:

To provide, operate, and maintain the Service
To manage gym and user accounts
To process subscriptions and manage access
To communicate service-related updates, alerts, and notices
To provide customer support and respond to requests
To analyze usage trends and improve platform performance
To manage billing, renewals, and cancellations
To support business transfers such as mergers or acquisitions
For legal, regulatory, and compliance purposes

Use of Face Data

Face photographs collected through the Service are used exclusively for the following purpose:

To verify a member's identity at the gym — confirming that the person checking in is the registered account holder

Face photographs are not used for advertising, marketing, third-party profiling, or any purpose beyond in-person identity verification as described above.

5. Sharing of Personal Data

We may share Personal Data in the following situations:

With Service Providers who support hosting, analytics, payments, or customer support
With Affiliates under common control, subject to this Privacy Policy
For business transfers, such as mergers, acquisitions, or asset sales
With legal authorities where required by law or valid legal requests
With Your consent, for any other disclosed purpose

We do not sell Personal Data to third parties.

Sharing of Face Data

Face photographs are only accessible to:

Authorized gym staff and administrators at the gym where the member is registered, strictly for identity verification during check-in
Service Providers who host or store data on behalf of Fitmall Africa, bound by strict confidentiality and data processing agreements

Face photographs are never sold, licensed, or disclosed to third parties for advertising, profiling, or any purpose unrelated to identity verification.

6. Retention of Your Personal Data

The Company retains Personal Data only for as long as necessary to fulfill the purposes described in this Privacy Policy, including legal, accounting, and compliance obligations.

Usage Data is generally retained for shorter periods unless required for security, analytics, or system improvement.

Retention of Face Data

Face photographs are retained for the duration of the member's active account within the gym. Specifically:

Face photographs are stored as long as the member's account remains active
Upon account deletion or upon a verified deletion request, face photographs are permanently deleted or irreversibly anonymized from our systems
Face photographs are not archived or retained beyond the active membership period unless required by applicable law

7. Transfer of Your Personal Data

Your information may be processed or stored in locations outside your country or jurisdiction. By using the Service and submitting information, You consent to such transfers.

The Company ensures appropriate safeguards are in place to protect Personal Data in accordance with this Privacy Policy.

8. Deletion of Personal Data

Gym accounts cannot be deleted directly from within the application.

Only the Gym Super Admin may request account deletion by contacting Fitmall Africa Support. Upon verified request, the Company will assist with deletion or anonymization of Personal Data in accordance with our Account & Data Deletion Policy.

Face photographs are permanently deleted or irreversibly anonymized when a member's account is deleted. Individual members may also request removal of their face photograph at any time by contacting their gym administrator or reaching out to Fitmall Africa Support at support@fitmall.africa. Such requests will be processed promptly and the photograph will be removed from active systems.

Certain data may be retained where legally required.

9. Disclosure of Personal Data

Business Transactions

In the event of a merger, acquisition, or asset sale, Personal Data may be transferred. Users will be notified if such data becomes subject to a different privacy policy.

Legal Requirements

The Company may disclose Personal Data where necessary to:

Comply with legal obligations
Protect Company rights or property
Prevent or investigate misuse of the Service
Protect the safety of users or the public
Defend against legal liability

10. Security of Your Personal Data

We implement commercially reasonable safeguards to protect Personal Data. However, no method of transmission or storage is completely secure, and absolute security cannot be guaranteed.

11. Children's Privacy

Fitmall Africa may be used by gyms, academies, and training centers that offer programs for children and minors. The Service is not intended to be used directly by children. All accounts are created and managed by authorized adults, such as gym owners, administrators, or parents/guardians, on behalf of minors.

We do not knowingly collect Personal Data directly from children without appropriate authorization. Any Personal Data relating to a minor (such as name, age group, attendance records, or membership status) is provided by the gym or training center and processed solely for operational purposes, including class management, attendance tracking, and membership administration.

Where required by applicable law, Fitmall Africa relies on the gym or training center to obtain verifiable parental or guardian consent before submitting any Personal Data of minors to the Service.

If we become aware that Personal Data of a child has been collected without proper authorization or legal basis, we will take reasonable steps to delete or anonymize such information.

Parents or legal guardians who believe that a child's Personal Data has been improperly processed may contact us at support@fitmall.africa, and we will promptly review and address the request.

12. Links to Other Websites

The Service may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites and encourage users to review their privacy policies.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised "Last updated" date. Continued use of the Service constitutes acceptance of the updated policy.

14. Contact Us

If you have any questions about this Privacy Policy or data practices, contact us at:

Email: support@fitmall.africa

LEGAL

Privacy Policy