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Data Governance & Privacy

Data Retention & Deletion Requests

Transparent data ownership, portability, and permanent purging procedures

1. Data Ownership & Portability

Under GymFee's tenant architecture, gym owners retain full ownership of their data. You can download and export your complete active member roster, dues ledger, and payment histories into standard CSV/Excel format at any time directly from the Members and Reports sections of your dashboard without requesting administrative approval.

2. Data Retention Schedules

  • Active Accounts: All member profiles, fee receipts, and payment transactions are preserved continuously for the entire duration of your account.
  • Expired or Inactive Accounts: If your paid Pro subscription expires, your member data and historical fee receipts remain safely preserved indefinitely on the Free tier. We do not purge or erase your member list due to subscription non-renewal.
  • Security & Access Logs: IP address logs and brute-force tracking entries are automatically purged after 90 days via scheduled maintenance routines.
  • Backup Archives: Encrypted automated database dumps are maintained for a rolling period of 7 days before automated rotation and deletion.

3. Right to Account & Data Deletion

If you permanently close your fitness business or switch software platforms and wish to have all gym data irreversibly erased from our production databases, you can submit an official deletion request.

⚠️ Important Warning: Account deletion is permanent and irreversible. Once executed, all member rosters, payment histories, customized receipt configurations, and administrative staff logins will be completely purged and cannot be recovered. We strongly recommend exporting your CSV reports beforehand.

4. How to Submit a Deletion Request

To verify the authenticity of a deletion request and prevent accidental or unauthorized data loss, follow these steps:

  1. Log in to your authenticated GymFee dashboard.
  2. Navigate to Support Requests.
  3. Select the category "General Question / Account Deletion" and enter subject PERMANENT ACCOUNT DELETION - [Your Gym Name].
  4. Our security verification team will contact your verified phone number to confirm identity. Upon confirmation, data purging will be scheduled and executed within 14 business days.

5. Legal & Tax Archiving Exceptions

In accordance with Indian tax laws (such as GST regulations and Income Tax Act provisions), records of financial invoices and payment gateway order IDs must be retained for statutory audit periods. These financial audit records contain only transaction amounts, timestamps, and payment reference numbers, and are strictly separated from member contact details.