Privacy Policy
Last Updated: October 30, 2026
This Privacy Policy explains clearly how Smart Clubs OS handles personal information for both our business customers (Center Owners & Coaches) and individual club members using our Member Portal / PWA.
1. Who This Policy Covers
Smart Clubs OS is a cloud-based management platform built for nutrition and fitness centers. Our platform has two distinct types of users:
Club owners and authorized coaches who use the administrative dashboard to run their club, manage member rosters, and log daily attendance.
Individual members who use the Smart Clubs OS Member Portal (PWA) on their phones to check their attendance, scan QR codes, view membership validity, and see their wellness progress.
2. B2C Member Data & Legal Roles (DPDP Act 2023)
When you use the Smart Clubs OS Member Portal, the platform displays information that is maintained by your nutrition club, including:
- Your name and 10-digit mobile number
- Membership plan, expiry date & session quota
- Physical QR check-in & virtual workout attendance
- Wellness metrics (weight, height, BMI & body fat)
Our Legal Relationship under Indian Law:
Under India's DPDP Act, 2023, your nutrition center determines why and how your information is collected, sets your membership rules, and records your measurements.
We provide the software and secure cloud storage. We process and display your information strictly on behalf of your Center Owner and following their instructions.
We do not sell, rent, or share member information with advertisers, third-party marketing companies, or data brokers.
3. Member Rights & How to Update or Delete Your Data
Under the DPDP Act 2023, you have the right to access, correct, or delete your personal information.
Because your Center Owner (your club) is the legal Data Fiduciary who manages your membership and records, all requests for data access, correction of phone numbers/names, or account deletion must be made directly to your Center Owner or coach.
Your Center Owner has the administrative tools within Smart Clubs OS to update your details or delete your profile upon your request. Smart Clubs OS provides technical support to Center Owners to help them honor your requests.
4. Children's Privacy (Under 18 Years)
If a club member is under the age of 18, Section 9 of the DPDP Act requires verifiable consent from a parent or legal guardian before personal information is processed.
Center Owners are contractually responsible for verifying and obtaining parental or guardian permission before enrolling a minor in the club and entering their information into the system. Smart Clubs OS does not track, profile, or advertise to children.
5. Data Usage & Security Isolation
Every center's data is strictly isolated using database-level Row Level Security (RLS). This guarantees that:
- No center or coach can view or access data belonging to another center.
- Members can only view their own personal profile and attendance records after logging in.
- Smart Clubs OS employees do not access client records except when explicitly requested by a center owner for technical troubleshooting.
6. Third-Party Service Providers & WhatsApp API
To operate our service reliably, we partner with trusted infrastructure providers:
Sends automated notifications (check-in confirmations, renewal alerts). Message text passes securely via Meta's servers.
Enterprise PostgreSQL database hosting with strict Row Level Security rules and high-availability cloud compute.
Coordinates scheduled virtual fitness streams and verifies attendee attendance intent where enabled by your club.
7. Security Safeguards
We use industry-standard security measures, including modern HTTPS / TLS encryption in transit, strict database permission checks, and encrypted tokens to protect all personal and health-related metrics.
8. Data Retention & Automated Deletion
Center owners can export or delete their club records at any time. For security and privacy, if a center's subscription remains unpaid or inactive for 60 consecutive days, our automated system permanently purges that center's account, along with all associated member profiles, attendance logs, and metrics from our database.
9. Contact Us & Grievances
If you have any questions about this Privacy Policy or how your data is handled on our platform, please reach out to our team: