Privacy Policy

Who We Are

Data controller: FitOps / Timothy Brewster.

FitOps provides AI-powered business operations software for personal trainers and fitness professionals. We are responsible for how your personal data is collected and used.

Contact: company@polsia.app

What We Collect

We collect the following when you use FitOps:

We do not collect: medical records, clinical documentation, government-issued IDs beyond what Stripe requires for payment verification, or sensitive categories beyond what you voluntarily enter into intake forms.

How We Use Your Data

Your data is used for three purposes:

1. AI Program Generation

Client fitness goals, injury history, equipment, and schedule are sent to OpenAI's API to generate personalized exercise programs. OpenAI does not use this data to train its models.

2. Check-In Facilitation

Client progress data and check-in responses are used to generate follow-up prompts and track program effectiveness. The PT reviews and acts on this information.

3. Billing & Account Management

Account and payment information is used solely to process subscriptions and manage your FitOps account. Stripe handles payment processing; we do not store card numbers.

Legal Basis for Processing

We process your data under two legal bases under GDPR and applicable privacy law:

Contract necessity

Account data, client intake data, and program data are processed because this processing is necessary to perform the contract you have with FitOps (i.e., to deliver the service you signed up for). Without this data, we cannot provide FitOps.

Legitimate interest

Check-in facilitation and some technical/log data is processed under our legitimate interest in operating a functional, secure service. Where we rely on legitimate interest, we have assessed that this interest is not overridden by your rights and freedoms, and we provide the ability to object (see "Your Rights" below).

Third-Party Processors

We share your data only with the service providers below, and only for the purpose of operating FitOps:

These providers are bound by data processing agreements with FitOps. We do not sell, rent, or transfer your personal data to any other third party.

Data Retention

We retain your data for as long as your FitOps account is active. When you delete your account:

• Your PT account data and all associated client data are deleted within 90 days of your deletion request
• Payment transaction records are retained for 5 years to comply with financial record-keeping obligations

Backups containing your data are purged within 30 days of a backup rotation.

Your Rights (GDPR & Applicable Privacy Law)

You have the following rights over your personal data:

• Access — Request a copy of all data we hold about you or your clients
• Correction — Request correction of inaccurate personal data
• Deletion — Request deletion of your data ("right to be forgotten"), subject to payment record retention requirements
• Portability — Request your data in a machine-readable format (JSON)
• Objection — Object to processing based on legitimate interest

To exercise any of these rights, email company@polsia.app with your request. We respond to all data requests within 30 days.

If you are a PT exercising rights on behalf of your clients, we may require you to verify your authority to act on their behalf.

If you are unsatisfied with how we handle your data, you have the right to lodge a complaint with your local data protection authority.

Children's Privacy

FitOps is not intended for use by individuals under 18 years of age. We do not knowingly collect personal data from minors. If we learn that data from a user under 18 has been collected, we will delete it. PTs who add minor clients to FitOps do so under their own professional responsibility and with appropriate parental/guardian consent.

Cookies

FitOps uses only functional cookies necessary to operate the service. We do not use tracking cookies, advertising cookies, or third-party analytics cookies.

You can disable cookies in your browser, but doing so may impair your ability to use FitOps.

International Data Transfers

FitOps is operated from the United States. Data may be transferred to and processed in the United States and other countries where our service providers (OpenAI, Render) operate. Where data is transferred outside the EEA or your local jurisdiction, we ensure appropriate safeguards are in place through standard contractual clauses or equivalent mechanisms.