Privacy Policy & Refund Policy

PRIVACY POLICY

RepVaro ("we", "us", "our") provides gym management software for gym owners. This policy explains what data we collect, why we collect it, and how it is protected.

1. Information We Collect

We collect only what is strictly necessary to provide gym management, membership tracking, attendance, payments, and reminders. We do not collect any unnecessary personal data.

Gym Owners (RepVaro account holders)

• Name
• Gym name
• Phone number
• Username and password for the RepVaro application
• Records of their members' data and subscription history

Gym Members

• Name
• Phone number
• Address
• Attendance history
• Payment history

Payments between gym owners and their members are handled offline, directly between the gym and its members. RepVaro does not process or store payment card or bank account details.

2. Why We Collect This Data

This data is used solely to:

• Track memberships, attendance, and payment history
• Send membership and subscription reminders
• Allow gym owners to manage their gym's day-to-day operations through the app

3. Who We Share Data With

We do not sell or share your data with third parties for marketing or any other unrelated purpose. Two service providers are involved strictly to operate the app:

• Gupshup (WhatsApp messaging): To deliver WhatsApp reminders and confirmations, a member's phone number and the message content (e.g. a payment confirmation or expiry reminder) are sent to Gupshup, our WhatsApp API provider, solely to deliver that message. Gupshup is bound by its own data protection terms as a communications service provider.
• Google Drive (optional off-site backup): If a gym owner enables off-site backups, an encrypted copy of backup data may be uploaded to Google Drive. This data is encrypted before it leaves our server, so Google cannot read or access the contents of your backups.

No other third party receives your data.

4. Data Security

We take data protection seriously:

• Backups are encrypted before storage, both locally and off-site
• We maintain point-in-time recovery so data can be restored in case of accidental loss or a database failure
• Access to production systems and backups is restricted and access-controlled
• Regular restore drills are performed to verify backup integrity

5. Data Retention & Deletion

• Member data: If a member is removed from a gym, or a member requests deletion of their data, their data is deleted immediately.
• Gym owner data: A gym's data (including its members' records) is retained even after a subscription ends, so the gym owner has the option to resume using RepVaro later without re-entering everything. Gym data is deleted only when the gym owner explicitly requests deletion.

6. Your Rights

You have the right to:

• Request access to the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data, as described above
• Export your data (see Refund & Cancellation Policy below)

To exercise any of these rights, contact us using the details at the bottom of this page.

REFUND & CANCELLATION POLICY

This policy covers RepVaro's own subscription fee charged to gym owners. It does not cover payments between a gym and its members, which are handled offline and directly between them.

1. Refunds for Billing Errors

If you are charged incorrectly, for example an unintended duplicate charge or an incorrect billing cycle, we will refund the affected amount within 48 hours of the issue being confirmed.

2. Cancellation

• You may cancel your RepVaro subscription at any time.
• Upon requesting cancellation, you will be given time to export your gym's data before it is removed from active use.
• Any refund owed for the unused portion of your subscription will be processed within 48 hours of your cancellation request.

3. What Happens to Your Data After Cancellation

Your gym's data is not deleted automatically when you cancel. It remains available so you can resume your subscription later without losing your setup. If you would like your data permanently deleted, you must request this explicitly, as described in the Privacy Policy section above.