Privacy Policy

Effective Date: July 15, 2025  |  Last Updated: July 15, 2025

Jack Solutions LLC (“we,” “us”) operates the GymBot application. This Privacy Policy explains how we collect, use, share, and protect information when you use our Service.

1. Information We Collect

1.1 Customer Account Information

When you subscribe we collect: business name, contact name, email address, phone number, billing address, and payment information (processed by Stripe; we do not store full card numbers).

1.2 Gym Member / Prospect Data

Through integrations with your gym management system (e.g., ClubOS, ClubHub), the Service accesses: names, email addresses, phone numbers, membership status, billing/agreement details, appointment history, and training package information. This data is processed on your behalf as a data processor.

1.3 Communication Data

When the Service sends or receives messages on your behalf (SMS, email, voice calls), we process: message content, timestamps, delivery status, call recordings and transcripts (if voice features are enabled).

1.4 Social Media Data

If you connect social media accounts, we access: page/profile IDs, post content, engagement metrics (likes, comments, shares), and audience analytics as permitted by each platform’s API.

1.5 Usage & Technical Data

We automatically collect: feature usage metrics, license key, application version, IP address, hostname, error logs, and API call counts for billing and support purposes.

2. How We Use Information

• Service Delivery: Process member communications, generate AI responses, manage appointments, create social media content.
• Billing & Licensing: Verify subscriptions, meter usage, process payments via Stripe.
• Improvement: Analyze aggregated usage patterns to improve features and performance (never selling individual data).
• Support: Diagnose issues and provide technical assistance.
• Legal Compliance: Respond to lawful requests and enforce our Terms of Service.

3. Third-Party Service Providers

We share data with the following categories of providers, solely to operate the Service:

• Payment Processing: Stripe (subscription billing), Square (gym member payment processing).
• AI & Language Models: Google Gemini, Groq — conversation context is sent to generate AI responses. No member data is used for model training.
• Voice & Telephony: Vapi (AI voice calls), Deepgram (speech-to-text), Twilio (SMS delivery).
• Email Delivery: Gmail API, SendGrid.
• Social Media Platforms: Meta (Facebook & Instagram) — content posting, engagement monitoring, and analytics.
• Gym Management: ClubOS, ClubHub — your existing gym platforms accessed with your credentials.
• Infrastructure: Railway (server hosting), SQLite/PostgreSQL (database).

Each provider is bound by their own privacy policy and, where applicable, our data processing agreements.

4. Data Storage & Security

• Customer Data is stored locally on your hardware (SQLite database) and on our Railway-hosted proxy for license/billing purposes only.
• All data in transit is encrypted via TLS/HTTPS.
• API authentication uses HMAC-SHA256 signed requests.
• Stripe webhook payloads are verified with signature checking.
• We do not store full payment card numbers; Stripe handles PCI compliance.

5. Data Retention

• Active subscriptions: Data is retained for the duration of the subscription.
• After cancellation: Customer Data is retained for 30 days, then permanently deleted.
• Billing records: Retained for 7 years per tax/accounting requirements.
• Voice recordings: Retained for 90 days unless a longer period is required by law or requested by Customer.

6. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate information.
• Delete your data (“right to be forgotten”).
• Port your data to another service.
• Opt out of certain data processing activities.

To exercise these rights, contact us at j.mayo@jacksolutionsllc.com.

7. California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act including the right to know what personal information we collect, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell personal information.

8. Children’s Privacy

The Service is not directed at individuals under 18. We do not knowingly collect data from minors. If we learn that we have collected data from a child under 18, we will promptly delete it.

9. Cookies & Tracking

The GymBot desktop application does not use browser cookies. Our web-based admin portal and legal pages may use minimal session cookies for functionality. We do not use third-party tracking or advertising cookies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or in-app notification at least 14 days before the changes take effect.

11. Contact Us

Jack Solutions LLC
Email: j.mayo@jacksolutionsllc.com
Website: www.jacksolutionsllc.com