Privacy policy

Ciclex provides gym management software. In this policy, "we" means Fox Online Limited (trading as Ciclex) of [registered address].

You can reach us at support@ciclex.com.

If you run a gym on Ciclex, you are our customer. We decide how your own account details are used, so we are the controller of those.

The details of your members belong to your gym. Your gym decides why they are collected and we process them on its behalf, so your gym is the controller. If you are a member of a gym and want to see or delete your data, contact the gym first.

From gym owners and staff:

• Name, email address and password (stored as a hash) for your login.
• Your gym's name, address, branding and settings.
• Your Ciclex subscription status and the count of active members we bill on.
• Messages you send to our support address.

On behalf of each gym we store the information the gym puts into Ciclex or that members submit through the gym's pages:

• Member names, contact details and membership plans.
• Class bookings, day passes and check-ins.
• Signed documents such as waivers, including any answers a member gives on them. These can include health information.
• References to the gym's Stripe customers, subscriptions and payments.

Card details are entered on pages hosted by Stripe and are not stored by Ciclex. Your members' cards are held by Stripe on your gym's own Stripe account. The card you pay Ciclex with is held by Stripe on Ciclex's own Stripe account.

We use personal data to run the service, to bill gyms for their Ciclex subscription, to send emails the service needs to send, to keep the platform secure and to meet our legal duties. We do not sell personal data and we do not use it for advertising.

We use these companies to run Ciclex, and they process data on our instructions:

• Stripe, for payments and billing.
• Neon, for our database.
• Vercel, for hosting and privacy-friendly page analytics.
• Resend, for sending email.
• Sentry, for error monitoring. It does not record sessions.

We use cookies that keep you signed in and protect your session. The site does not use advertising cookies. Our page analytics do not use cookies.

We keep account data while your account is open. After it is closed we keep it for [retention period after an account is closed], and longer only where the law requires it.

You can ask us for a copy of your personal data, ask us to correct or delete it, ask us to restrict how it is used, object to its use, or ask for it in a portable format. Email support@ciclex.com. If you are not happy with our answer you can complain to the Information Commissioner's Office.

If we change this policy in a way that matters, we will update the date at the top and tell gym owners by email.