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Last updated: May 28, 2024.
Fitcore is a Software As A Service (Saas) which provides IT and digital solutions in the fitness sector, delivered through a Website, an Online Portal, and a Mobile App.
By using our software and services, you agree to the terms of this Privacy Policy.
Roles of Parties in Data Processing
In the context of using the Fitcore platform, the User (gym, studio, professional, or contracting entity) acts as the Data Controller in relation to the personal data of their clients, athletes, employees, and other end users.
Fitcore acts exclusively as a Data Processor, processing personal data on behalf of and in accordance with the User's instructions, without determining the purposes or means of processing.
Legal Basis for Data Processing
Fitcore processes personal data based on the following legal bases, under Article 6 of the GDPR:
- Contract performance – for creating and managing the User's account, billing, support, and Service provision;
- Legal obligations – namely tax and accounting obligations;
- Legitimate interest – for security, technical monitoring, fraud prevention, and Service improvement purposes;
- Consent – when required by law, namely for marketing communications or processing of special categories of data.
The processing of health data and other sensitive data is carried out exclusively under the User's responsibility, pursuant to Article 9 of the GDPR.
Personal Information Collection
- Account information: We collect personal information from Users when they register to create an account on our SaaS platform, use our software, or contact us for support. This may include name, email address, phone number, tax identification, and other account details necessary for setting up and managing your account. Users can update and correct their account information at any time by logging into their account settings. This data is processed by Fitcore as Data Controller for contractual management and legal compliance purposes.
- Profile information: The Fitcore platform allows the User to enter personal data and, possibly, sensitive data, including health data, relating to their clients or athletes. This data is entered under the sole responsibility of the User, who guarantees having an adequate legal basis for the respective processing, including explicit consent when required by law. Fitcore processes this data exclusively as Data Processor, on behalf of and under the User's instructions.
- Usage data: We may collect information about how you interact with our Website and platforms, including your IP address, browser type and pages viewed. This helps us improve our platform and deliver a better experience to the User. This data is processed for security, technical monitoring, service improvement, and legal compliance purposes.
- Project data: Fitcore does not use Users' project data for its own purposes, and may only access it when necessary for: technical support; maintenance; incident resolution; legal compliance. Your personal information, records, activity, activity history, files, and project-related communications on any of our platforms (Website, Online Portal, Mobile App) are securely stored.
Use of Personal Information
- Service provision: We use your personal information to deliver, personalise, and improve our software and services. This includes providing project management features, problem solving, and enhancing the overall User experience.
- Activity provision: The personal information collected by the User is made available to the respective collaborators authorized by the User for professional purposes related to the project. This data will only be processed by professionals authorized by the User, who is responsible for managing access and permissions.
- Communications: We may use personal information to market our products and services to Users, and to send important updates or other relevant information related to their account via email.
The User acknowledges that they are solely responsible for how they use the Fitcore platform in processing their clients' personal data, including defining access, permissions, and internal policies.
Disclosure of Personal Information
We do not sell, transfer, share, or rent personal information to third parties. We may disclose personal information to our partners, service providers, or others who deliver services on our behalf. These providers are bound by confidentiality agreements and only receive the information necessary to carry out their services.
Fitcore may use subcontractors to provide the service, including services for:
- cloud hosting;
- payment processing;
- communications sending;
- monitoring and security.
These subcontractors comply with GDPR and are bound by appropriate data protection contracts. A complete list of subcontractors is available upon request.
We may also disclose personal information if required by law, or if we believe in good faith that such disclosure is necessary to protect our rights or the safety of others.
Data Retention
The User's account data is retained for the duration of the contractual relationship and for the additional period required by legal obligations.
Data processed by Fitcore as Data Processor is retained in accordance with the User's instructions and deleted or anonymised after the termination of the contract, unless otherwise required by law.
Technical backups may be maintained for limited periods, exclusively for security and recovery purposes, and subsequently deleted securely.
Users may request the deletion of their account and associated data at any time.
International Data Transfers
Fitcore prioritises the processing of personal data within the European Economic Area (EEA). If it becomes necessary to transfer data outside the EEA, such transfer will be carried out in accordance with GDPR, based on European Commission adequacy decisions or through the application of approved Standard Contractual Clauses.
Rights of Data Subjects
Data subjects have the right to access, rectification, erasure, restriction, objection, and portability of their personal data, under GDPR.
Whenever data is processed by Fitcore as Data Processor, requests should be directed to the respective Data Controller (User contracting the Fitcore platform).
To exercise rights regarding data processed by Fitcore as Data Controller (account data), Users may contact us at [email protected].
Security of Personal Information
Fitcore implements appropriate technical and organisational measures, including access control, encryption, environment segregation, audit logs, and security mechanisms, aimed at protecting personal data against unauthorised access, loss, or destruction.
However, no data transmission over the internet can be guaranteed to be completely secure. Users should be aware that it is their responsibility to ensure that the device used to access our platforms is adequately protected against harmful software and/or computer viruses. Likewise, Users should be aware of the risk that personal data and passwords may be accessed by third parties.
Cookies
For more information on the use of cookies and similar technologies, please consult our Cookie Policy, available on the Fitcore Website in the Terms and Conditions.
Changes to this Privacy Policy
We reserve the right to update this Privacy Policy at any time to reflect changes to our practices or for other operational, legal, or regulatory reasons. If we make any material changes to this Privacy Policy, we will notify users by email or by posting a notice on our Website, at least 30 days prior to the new terms taking effect.
Contact us
If you have any questions, concerns, or requests regarding your privacy or this Privacy Policy, please contact us at [email protected].
Data Processing Agreement (DPA)
The processing of personal data is further governed by the Data Processing Agreement (DPA) entered into between Fitcore and the User, which forms an integral part of the Terms and Conditions.