Privacy Policy

The Data Controller for WellbeSync is Scimej Infosense Private Limited (“Scimej”, “WellbeSync”, “we”, “us”). Scimej Infosense Private Limited operates the WellbeSync platform — our website, web app, and related services (together, the “Service”) — and is responsible for deciding how personal information collected through the Service is used, except where we process gym member or staff data solely on a gym’s instructions. In that case, the gym remains the Data Controller for that information, and we act only as their Data Processor.

This policy explains what information we collect, why we collect it, how we protect it, and the choices you have. We’ve written it in plain language rather than legal shorthand.

It covers people who visit our website, people who sign up for an account, and teams who use the Service to run a gym. It also covers the information a gym stores in WellbeSync about its members and staff — we handle that information on the gym’s behalf, and the gym decides how it’s used.

If you don’t agree with this policy, please don’t use the Service.

We collect information in a few ways:

• Information you give us — your name, email, phone number, gym name and location, and optional details such as GSTIN or PAN when you sign up or update your account. At checkout you enter payment details, which are processed by our payment provider rather than stored in full on our servers. We also keep the messages you send to support.
• Information you enter to run your gym — the records you create about members, staff, plans, attendance, payments, enquiries, measurements, and expenses. This is your business data, and it’s covered in Data you manage in WellbeSync.
• Information collected automatically — device and browser type, IP address, pages viewed, actions taken, and approximate location derived from your IP. We use this for security, troubleshooting, and improving the product.
• Notification tokens — if you enable browser or push notifications, we store a device token so we can deliver check-in alerts and reminders. You can turn this off in your browser at any time.

We use the information we collect to:

• Run and maintain the Service and provide the features in your plan
• Process subscription payments and send receipts and billing notices
• Send transactional messages such as security alerts, account notices, and support replies
• Deliver the member communications you schedule — SMS, WhatsApp, email, and push — on your instruction
• Detect, investigate, and prevent fraud, abuse, and security incidents
• Understand how the Service is used so we can fix problems and improve it
• Send product updates and offers where you’ve agreed to receive them — you can opt out at any time

We do not sell your personal information, and we do not use your gym’s member data for advertising.

When you add members, staff, or enquiries, you’re entering personal information about other people. Your gym is responsible for that data and for having a proper reason to collect it.

We act as a processor for this data: we store it, show it back to your team, run reports, send messages, and sync attendance devices so you can operate your gym. We don’t use it for our own purposes.

If one of your members or staff asks to see, correct, or delete their information, they should contact your gym directly. We’ll help you respond to those requests.

Biometric attendance: If your gym connects a fingerprint device, that device and the Service process attendance identifiers to log check-ins and control door access. Your gym is responsible for telling members this is in use and getting their agreement.

When you close your account, we delete or return this data as described in How long we keep data.

We share information only in these situations:

• Service providers — companies that host our infrastructure, process payments, deliver SMS / WhatsApp / email / push messages, and provide support tooling. They may only use the data to perform that service for us. Today this includes cloud hosting (Amazon Web Services), payment processing (Razorpay), and push notification delivery (Google Firebase).
• Your own team — information in your account is visible to the other users your gym has invited, according to the role you give them.
• Legal and safety — when we’re required to by law, or need to protect the rights, property, or safety of WellbeSync, our customers, or the public.
• Business transfers — if WellbeSync is involved in a merger, acquisition, or sale of assets, your information may transfer to the new owner under the commitments in this policy.

We use cookies and your browser’s local storage for things the Service needs in order to work:

• keeping you signed in and protecting your session
• remembering preferences such as light or dark mode
• holding checkout details briefly while you complete a payment

We don’t use advertising or cross-site tracking cookies. If we add analytics in the future, we’ll update this policy first.

You can clear cookies and local storage in your browser settings, but some features won’t work if you do.

We protect data with industry-standard measures, including encryption in transit and at rest, network and access controls, and regular review of our systems.

Access to customer data inside WellbeSync is limited to staff who need it to run the Service and provide support.

No method of transmission or storage is completely secure. Use a strong, unique password, keep your login details private, and only invite team members you trust.

If we become aware of a security incident that affects your data, we’ll let you know and tell you what we’re doing about it.

We keep your account and business data for as long as your account is active.

After you close your account, we keep the data for a limited period so it can be restored if you change your mind or need an export, and then we delete it from our systems. Backups are cleared on a rolling schedule after that.

We may keep limited records for longer where we need them for legal, tax, accounting, or dispute-resolution reasons.

You can ask us to delete your data sooner by contacting us.

• Your account — view and update your profile, gym details, and team members from your account settings.
• Marketing — opt out of product and marketing emails using the unsubscribe link or by contacting us. You’ll still receive essential account and billing messages.
• Notifications — turn browser and push notifications on or off in your browser settings.
• Cookies — manage or clear cookies and local storage in your browser.
• Closing your account — you can close your account at any time from settings or by contacting us.
• Questions or requests — email contact@wellbesync.com and we’ll help.

The Service works with third-party tools such as payment providers and biometric device manufacturers. When you interact with those directly — for example, entering card details on a payment screen — their privacy policy applies to that step.

Our website and emails may link to other sites we don’t control. We’re not responsible for their content or privacy practices.

You must be at least 18 to create a WellbeSync account.

We don’t knowingly collect personal information directly from children. If a gym stores records about members under 18, the gym is responsible for having parental or guardian consent where it’s required.

If you believe a child has given us personal information directly, contact us and we’ll delete it.

WellbeSync stores data on Amazon Web Services infrastructure located in India.

Some of our service providers may process limited data — such as message delivery or error diagnostics — from other locations. When they do, we rely on their standard contractual protections.

We may update this policy as the Service evolves or the law changes.

When we make a material change, we’ll post the new version here, update the “Effective” date, and give notice through the app or by email before it takes effect.

Continuing to use the Service after a change means you accept the updated policy.