Privacy Policy

1. Who we are and who is responsible for your data

Vibe Fit is a gym management system operated by Vibe Technology (Cairo, Egypt). The gym you belong to or work for uses Vibe Fit to run your membership or your work.

• App and dashboard data: your gym is responsible for your data (the controller). We process it on the gym's behalf and on its instructions, only to provide the service.
• Website and demo-request data: Vibe Technology is responsible.

2. The apps this policy covers

There is no self sign-up in the apps: your gym creates your account and gives you an activation code or an invitation link.

3. What we collect in the Member App

• Account: name, phone number, email, and member number. Your password is stored as a one-way hash.
• Membership and payments: package, dates, receipts, installments, freezes and renewals, and the payment method your gym recorded (cash, InstaPay, Vodafone Cash, …). We never collect or store bank card details.
• Club entry: entry times from scanning your QR code.
• The health profile you fill in yourself: height and weight, activity level and goal, answers to a health questionnaire (for example heart conditions, chest pain, dizziness, bone or joint problems, blood pressure, diabetes, asthma, pregnancy, or recent surgery), and notes on injuries and medication. It lets your gym's specialist plan your training safely.
• Training, nutrition, and progress: workout plans, logged workouts, nutrition plans and meal check-ins, goals, measurements, and progress photos if you choose to take them.
• Bookings and communication: class and personal-training bookings and ratings, messages with your coach or gym, community posts, comments and challenges, and support requests.
• Guests: if you invite a guest, you enter their name and mobile number, and optionally their email and ID number, so the gym can let them in. Tell your guest before you enter their details.
• Device: a notification token, and the device name, platform, and last-used time, to manage sign-in sessions and send notifications.

4. What we collect in the Staff App

• Account: name, phone number or email, and the role and permissions set by your manager.
• Work records: clock-in and clock-out, breaks, shifts, leave, tasks and their attachments, and the contracts, documents, pay and commission records your gym enters.
• Actions: what you do in the system is recorded under your name (for example scanning a member in, recording a payment, or marking class attendance) for accountability and audit.
• Member data: the app shows staff only the member data their role needs.
• Device: a notification token and sign-in session details.

5. What we collect on this website

• Demo requests: name, gym name, phone, email (optional), number of branches and members, and your message, used only to follow up on your request.
• Contact: if you message us on WhatsApp or by email, we keep the conversation to reply to you.
• Browser preferences: your language and light/dark theme are saved in your browser only. We use no tracking cookies and no analytics tools.
• The site's fonts load from Google Fonts, so your IP address reaches Google when they load.

6. Device permissions

• Camera: in the Staff App, only to scan members' entry codes; no images are stored. In the Member App, to take a progress photo if you choose to.
• Photos and files: to choose a progress photo (Member App) or attach a picture or file to a task (Staff App).
• Notifications: optional; you can turn them off in the app or device settings.
• The apps do not request your location, contacts, microphone, or biometrics.

7. Why we use your data

• To run your membership, club entry, and bookings.
• To let your coach plan your training and nutrition and follow your progress safely.
• To issue receipts and keep legally required financial records.
• To run the gym team's work: attendance, tasks, and permissions.
• To send service notifications and messages, which you control in settings.
• To protect accounts and the system from misuse, and to provide technical support.

We do not use your data for advertising or marketing profiles, and we never sell it.

8. Who can see your data and who we share it with

• Your gym's team: each staff member sees only what their job needs. Reception sees your membership and entries; your coach sees your health profile and training if you are their client. Health data is not shown to anyone else.
• Other gyms: each gym's data is isolated; no gym can see another gym's data.
• Vibe Technology: our team sees per-gym totals, not member names or contact details. Support staff can access a gym's data only through a time-limited request the gym approves.
• Service providers: Google (Firebase Cloud Messaging) to deliver notifications, an email provider to send verification codes, and our hosting provider. They process data only to provide these services, and their servers may be outside Egypt.
• Authorities: only when the law requires us to.

9. Security

• All connections are encrypted (HTTPS); contact details and messages are encrypted in the database; passwords are one-way hashed.
• Role-based permissions and per-gym data isolation enforced in the database.
• Your sign-in session is kept in secure storage on your device, expires within 90 days at most, and you can review your devices and sign them out.
• Encrypted daily backups.

10. How long we keep data

• We keep your account data while you are a member of, or work for, the gym.
• When you ask to delete your account, deletion is completed within 30 days. See Delete Account.
• Receipts, financial records, and club entry history are kept only as long as the law requires.
• Backups rotate automatically; deleted data may remain in them for up to 12 months before it is gone for good.
• Verification codes expire within an hour, and guest passes within 24 hours.

11. Your rights

At any time you can ask for a copy of your data, correct it, delete it, withdraw consent (for example delete your progress photos or health profile), or turn off notifications.

• In the Member App: Profile → Privacy request, or Profile → Delete my account.
• At your gym: ask the front desk or your manager.
• By email: hi@vibe-platforms.com from the address on your account, with your gym's name.

We respond within 30 days and may ask you to verify your identity first.

12. Children

The apps are intended for people aged 18 and over. If a gym registers a younger member, the gym is responsible for getting a parent's or guardian's consent. If you learn a child was added without consent, email us and we will delete their data.

13. Changes

We may update this policy. We change the "Last updated" date above, and for significant changes we let you know in the app.

14. Contact

Ask your gym's front desk, or email Vibe Technology at hi@vibe-platforms.com.