Legal
Privacy Policy
Draft: this document is not final. Highlighted details are still to be completed.
Last updated: REQUIRED OWNER INPUT: effective date
This policy explains what personal data Vitindo processes, why, and what your rights are. It covers two groups of people: trainers and studio staff who use Vitindo (“you”), and the clients whose training, progress and memberships trainers record in Vitindo (“members”).
1. Who we are
Vitindo is operated by REQUIRED OWNER INPUT: legal name of the person or company operating Vitindo, REQUIRED OWNER INPUT: registered or business address. You can reach us at support@vitindo.com.
2. Our role, and yours
- Account data (the details of the people who use Vitindo): we decide how it is used, so we are the controller.
- Member data (the clients you record): you, or the studio you work for, decide what is recorded and why, so you are the controller. We process it only to provide Vitindo to you, as your processor. Our commitments as processor are on the Data processing page.
If you are a member and have a question about your data, please contact your trainer or studio first. You can also write to us and we will pass your request on.
3. What we process
Account data
- Your name, email address and a securely hashed password (we never store or see your password itself).
- Your organization's name and type (personal trainer or gym / studio), its locations, and the role and locations of each team member.
- Your organization's plan and trial dates.
Member data, entered by trainers
- Name and, if entered, email address, phone number and height.
- Membership start and end dates, and the reminder emails sent about them.
- Workouts: exercises, sets, weights, repetitions, notes and dates.
- Progress measurements such as body weight, body-fat percentage and other measurements the trainer chooses. Some of this can be health-related data.
Technical data
- Your IP address, used by our servers to deliver the service and to protect it, for example by limiting repeated sign-in attempts.
- Server logs recording what happened (for example “reminder sent”, or an error), with a request reference, your user and organization identifiers and timestamps. They are designed not to contain passwords, email addresses or message contents.
4. Why we process it, and on what legal basis
| Purpose | Legal basis |
|---|---|
| Creating and running your account, and providing Vitindo's features | Performance of our contract with you |
| Sending account emails (confirming your address, invitations, password resets) | Performance of our contract with you |
| Sending membership reminder emails to members, on your behalf | Your instructions as controller (we are your processor) |
| Keeping Vitindo secure, preventing abuse, fixing faults and keeping backups | Our legitimate interest in a secure, reliable service |
| Keeping records we are legally required to keep, such as invoices | Legal obligation |
If you record health-related data about members (such as body weight or body fat), you are responsible, as controller, for having a lawful basis for it — usually the member's explicit consent.
We do not sell personal data, use it for advertising, or build profiles of members.
5. Who we share it with
We use a small number of service providers (sub-processors) to run Vitindo. They process data only on our instructions:
| Provider | What for | Location |
|---|---|---|
| Hetzner Online GmbH | The server that runs Vitindo and its database | Germany |
| Brevo | Sending emails (account emails and membership reminders) | REQUIRED OWNER INPUT: confirm Brevo's contracting entity and processing locations from its DPA |
| Backblaze (B2 Cloud Storage) | Off-server copies of the database backups, encrypted on our server before they are uploaded | EU Central region |
We also use two monitoring services: Healthchecks.io, which alerts us if a scheduled backup or our own error check does not report in, and UptimeRobot, which checks that the app's public health address responds. They receive technical status information only, not account or member data.
We may also disclose data where the law requires it.
6. How long we keep it
- Account and member data: for as long as your organization uses Vitindo. When a trial or plan ends, the account becomes read-only and the data is kept so you can continue later, until you ask us to delete it. REQUIRED OWNER INPUT: decide whether, and after how long, inactive organizations are deleted
- Server logs: about 30 days.
- Backups: encrypted copies of the database are kept for up to about 5 weeks. Data you delete disappears from the backups as they expire.
- Records we must keep by law (such as invoices): for the period the law requires.
7. How we protect it
- All traffic to Vitindo is encrypted (HTTPS).
- Passwords are stored only as secure hashes.
- Each organization's data is kept separate from every other organization's, and team members see only the locations they are given.
- Backups kept away from the server are encrypted before they leave it.
8. Cookies
This website (vitindo.com) does not set cookies and does not use analytics or advertising trackers. The Vitindo app (app.vitindo.com) uses one strictly necessary cookie to keep you signed in; it expires after 14 days and is not used for tracking.
9. Your rights — and how to export or delete your data
Depending on where you live, you may have the right to access, correct, export or delete your personal data, to object to or restrict its processing, and to complain to a data protection authority.
- Trainers and studios: write to support@vitindo.com from your organization owner's email address. We confirm the request with the owner before acting, and we never delete an organization on the strength of an email alone.
- Export: we send your organization's data — members, workouts, templates, exercises, progress measurements and reminder history — as files.
- Deletion: we delete your organization and everything in it. It cannot be undone. Deleted data leaves our backups within about 5 weeks.
- Members: please ask your trainer or studio, who controls your data; we will help them respond.
Your data protection authority: REQUIRED OWNER INPUT: the competent supervisory authority for the operator.
10. International transfers
REQUIRED OWNER INPUT: confirm whether any provider processes data outside the EU/EEA and, if so, the safeguard used
11. Changes to this policy
If we change this policy in a way that matters, we will tell account owners by email before the change takes effect.