Privacy Policy

1. Who we are

MetconWod (“MetconWod”, “we”, “us”) provides session booking and member-management software to functional fitness gyms and boxes. We operate the website at metconwod.com, the coach dashboard, and the athlete app.

For any privacy question or request, contact us at hello@metconwod.com.

2. Our role: gyms vs. MetconWod

MetconWod is a business-to-business platform that functional fitness gyms use to run their operations. This affects who is responsible for your data:

• Your gym is the data controller for the personal data it manages about its members — it decides who to invite, what memberships to sell, and how it runs its sessions. MetconWod acts as a data processor, handling that data on the gym’s behalf and under its instructions.
• MetconWod is the data controller for a limited set of data we need to run and secure the platform itself — for example account sign-in and security records, website visitors, billing with our gym customers, and product analytics.

If you are a member and want to know exactly how your gym uses your data, or to exercise rights against the gym, contact your gym directly. We will help you reach them and will act on a gym’s instruction to assist.

3. Data we collect

Information you or your gym provide

• Account & identity: name, email address, phone number, password (stored only as a secure hash).
• Profile: profile photo, date of birth, gender, short bio, address, and language — where you or your gym choose to add them.
• Membership & billing records: your plan, subscription status, and invoices/payment records created by your gym (e.g. for memberships paid at the gym).
• Activity in the app: session bookings, waitlist entries, attendance/check-ins, workout results and personal records, optional result photos, and likes or comments you post.
• Communications: messages and notifications between you and your gym.

Information collected automatically

• Device & usage: device type, operating system, app version, and basic diagnostics used to keep the app working and secure.
• Authentication: sign-in tokens and timestamps used to keep you logged in and to detect misuse.

We do not sell your personal data, and we do not use it for third-party advertising or cross-app tracking.

4. How we use data

• Provide the service: sign-in, bookings, waitlists, attendance, results, memberships, and notifications.
• Operate your gym relationship on the gym’s behalf (e.g. enforcing booking and membership rules they configure).
• Keep accounts secure and prevent fraud or abuse.
• Provide support and respond to your requests.
• Improve and maintain the product using aggregated or diagnostic information.
• Meet legal, accounting, and tax obligations.

5. Legal bases (GDPR)

Where the GDPR applies, we and your gym rely on the following legal bases:

• Performance of a contract — to give you access to the app and the services your gym offers.
• Legitimate interests — to secure the platform, prevent abuse, and improve the product, balanced against your rights.
• Consent — for anything optional you choose to add (e.g. a profile photo or result photo). You can withdraw consent at any time.
• Legal obligation — to retain financial records such as invoices for the period required by law.

6. Who we share data with

We share personal data only as needed to run the service:

• Your gym (and its staff/coaches) — so it can manage your membership, sessions, and results.
• Service providers (sub-processors) who help us operate, under contracts that require them to protect your data:

We may also disclose data if required by law, to protect our rights or users’ safety, or in connection with a business transfer (e.g. a merger), in which case we will notify you where required.

7. How long we keep data

We keep personal data for as long as your account is active and you belong to a gym. When you delete your account, we anonymise your personal data so it can no longer identify you.

Some records cannot simply be erased on request: invoices and financial records must be kept to meet legal, tax, and accounting obligations (which can require retention for several years). We retain those records but de-identifythem — your gym’s books stay complete, while the data no longer points to you by name. See Deleting your account for exactly what is removed and what is kept.

8. Your rights

Subject to applicable law, you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data (you can edit most of it in your profile).
• Delete your data (“right to erasure”), subject to the legal retention noted above.
• Restrict or object to certain processing.
• Receive a copy of your data in a portable format.
• Withdraw consent for optional processing at any time.
• Lodge a complaint with your local data protection authority.

To exercise any of these, email hello@metconwod.com or contact your gym. For member data your gym controls, we may direct your request to the gym or act on its instructions.

9. Deleting your account

You can delete your account at any time from the athlete app under Profile → Settings → Delete account, or by emailing us. Full details, including what is erased and what is retained, are on the Account deletion page.

10. International transfers

We host and process data in the European Union. If data is ever transferred outside the EU/EEA — for example by a service provider — we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses.

11. Security

We protect data with measures including encryption in transit (HTTPS), hashed passwords, scoped access tokens, access controls, and isolation between gyms. No system is perfectly secure, but we work to safeguard your information and to respond promptly to any incident.

12. Children

The MetconWod app is intended for use by a gym’s adult members. It is not directed to children under 16. Where a gym works with younger members, it is responsible for obtaining any parental or guardian consent required by law before adding them.

13. Changes

We may update this policy as the product or the law evolves. We will revise the “Last updated” date above and, for material changes, provide a more prominent notice.

14. Contact

Questions or requests? Email hello@metconwod.com. If your question is about how your specific gym uses your data, please also contact your gym, which is the controller of that data.