Privacy Policy

1. Who We Are

Group Fit is a fitness marketplace platform that connects customers with independent trainers, instructors, and coaches across different fitness, wellness, sport, and training specializations.

Group Fit allows customers to discover and book sessions, and allows trainers to manage profiles, services, availability, pricing, customer communications, bookings, and related administration.

2. Information We Collect

We collect personal information that is reasonably necessary to operate, secure, improve, and support the Platform.

The information we collect depends on whether you use Group Fit as a customer, trainer, website visitor, applicant, organization contact, or other user.

3. Account and Contact Information

We may collect:

• full name;
• email address;
• phone number;
• password or authentication credentials;
• account type, such as customer or trainer;
• profile information;
• communication preferences;
• information submitted through website forms, support requests, onboarding forms, promotional forms, or account-deletion requests.

We use this information to create and manage accounts, verify users, communicate with you, respond to requests, provide support, and operate the Platform.

4. Customer Information

If you use Group Fit as a customer, we may collect:

• selected activities or specializations;
• booking date and time;
• session location;
• trainer selected;
• booking type;
• group booking details;
• payment status;
• session status;
• cancellation, reschedule, refund, dispute, or support history;
• reviews, ratings, and feedback;
• messages or communications related to bookings;
• favourite trainers or activities;
• booking preferences.

We use this information to process bookings, show available trainers, manage scheduling, process payments and refunds, support disputes, allow communication with trainers, and improve the customer experience.

5. Trainer Information

If you apply, register, or operate as a trainer, instructor, or coach on Group Fit, we may collect:

• profile photo;
• biography;
• service descriptions;
• training specializations;
• service areas and location radius;
• availability;
• pricing;
• session-pack details;
• virtual-session links, where applicable;
• certifications;
• resumes;
• professional experience;
• insurance information, where requested;
• identity verification information;
• payout information;
• tax-related information;
• business or social media links;
• customer reviews and ratings;
• session history;
• earnings, commission, and payout records;
• messages with customers;
• customer-related session notes, where applicable.

Trainer profile information may be displayed publicly or to customers so customers can review, compare, and book trainers.

6. Location Information

Group Fit uses location information to provide core Platform features.

We may collect:

• addresses entered by customers for bookings;
• trainer service locations;
• trainer service radius;
• approximate or precise location information where permitted by your device, browser, or platform settings;
• location search information;
• mapping and distance-related information.

We use location information to show customers trainers who are available in the selected area, allow trainers to define service areas, calculate location-based availability, support booking logistics, and improve search results.

You may control certain location permissions through your device, browser, or account settings. If you disable location services or do not provide a session location, some Platform features may not function properly.

7. Health, Fitness, PAR-Q, and Safety Information

Group Fit may collect health, fitness, or safety-related information where users voluntarily provide it or where it is required to support a booking, trainer-customer interaction, or safety process.

This may include:

• PAR-Q forms;
• fitness goals;
• injury or limitation information;
• activity preferences;
• medical or health-related notes voluntarily provided by a user;
• session notes;
• information shared with trainers before or during a booking;
• safety incident reports;
• dispute-related information.

This type of information may be sensitive. We use it only for purposes reasonably connected to providing, supporting, securing, or improving the Platform, including helping trainers prepare for sessions, supporting customer safety, resolving disputes, investigating incidents, and complying with legal obligations.

Trainers who receive customer health, safety, or PAR-Q information through Group Fit may use it only for the purpose of preparing for and delivering booked sessions through Group Fit.

8. Payment and Payout Information

Payments may be processed by third-party payment providers, including Stripe or other payment processors used by Group Fit.

We may collect and store limited payment-related information, such as:

• transaction amount;
• payment status;
• booking payment history;
• refund history;
• chargeback or dispute history;
• payout status;
• commission records;
• invoices, receipts, and tax-related records;
• last four digits or payment method reference where provided by the payment processor.

Group Fit does not store full credit card numbers.

For trainers, payout information may be collected and processed by third-party payout providers, including Stripe. Group Fit may receive limited payout, verification, and account status information from those providers.

9. Identity Verification and Authentication Information

Group Fit may use third-party providers to verify identity, payout eligibility, fraud risk, account security, or onboarding requirements.

This may include providers such as Plaid, Stripe, Twilio, or other similar providers.

We may collect or receive:

• identity verification status;
• verification reference numbers;
• verification outcome information;
• fraud or risk indicators;
• account authentication details;
• one-time passcode or OTP-related information;
• device and login information;
• information required by third-party verification partners.

Where a third-party provider collects identity documents, banking details, or other sensitive verification information directly from you, that provider's own privacy policy may also apply. Group Fit does not store full identity documents or full banking/card details where those are collected directly by third-party providers.

10. Referral and Promotion Information

If you participate in referral programs, promotions, discount codes, vouchers, or similar campaigns, we may collect:

• referral code information;
• who referred you;
• who you referred;
• referral status;
• reward or incentive eligibility;
• discount-code use;
• promotion-redemption history;
• fraud or abuse indicators related to promotions.

We may use third-party providers, including Branch.io or similar services, to support referral tracking or promotional campaigns.

11. Communications and Correspondence

We may collect and retain communications between you and Group Fit, including:

• emails;
• support messages;
• contact form submissions;
• Help Centre requests;
• account-deletion requests;
• trainer onboarding communications;
• customer service records;
• complaint and dispute records;
• survey responses;
• marketing preferences;
• legal notices.

We use this information to respond to inquiries, provide support, keep records, investigate disputes, improve our services, and comply with legal obligations.

12. User Content

You may submit content through Group Fit, including:

• reviews;
• ratings;
• comments;
• trainer bios;
• service descriptions;
• profile photos;
• activity descriptions;
• feedback;
• messages;
• survey responses;
• uploaded documents.

Some user content, including trainer profiles, profile photos, service descriptions, reviews, and ratings, may be visible to other users or the public.

You should not submit personal information that you do not want displayed or shared through the Platform.

13. Website, Device, Usage, and Technical Information

We may automatically collect technical and usage information when you access our website, apps, or web platform, including:

• IP address;
• browser type;
• device type;
• operating system;
• app version;
• pages viewed;
• features used;
• search queries;
• referral source;
• date and time of access;
• error logs;
• crash reports;
• diagnostic information;
• device identifiers;
• mobile network information;
• general usage patterns.

We use this information to operate, secure, debug, analyze, and improve Group Fit.

14. Cookies and Similar Technologies

We may use cookies, pixels, web beacons, analytics tools, log files, and similar technologies to collect information about your use of our website and web platform.

These technologies may help us:

• keep users signed in;
• remember preferences;
• measure website traffic;
• analyze feature usage;
• understand marketing performance;
• improve website functionality;
• detect fraud or misuse;
• improve security.

You can adjust your browser settings to refuse or delete cookies. However, some website or web-platform features may not function properly if cookies are disabled.

Mobile applications may use similar technologies, such as device identifiers, analytics SDKs, crash-reporting tools, and notification-related identifiers.

15. How We Use Personal Information

We may use personal information for the following purposes:

• to operate and provide Group Fit;
• to create, verify, and manage accounts;
• to process customer bookings;
• to show customers available trainers;
• to allow trainers to manage profiles, services, availability, pricing, service areas, session packs, and bookings;
• to process payments, refunds, commissions, and payouts;
• to verify identity and payout eligibility;
• to support trainer onboarding and account review;
• to provide customer and trainer support;
• to send booking confirmations, receipts, reminders, notices, and account messages;
• to process cancellations, reschedules, disputes, refunds, and chargebacks;
• to manage referral programs, promotions, vouchers, and discount codes;
• to personalize the user experience;
• to improve Platform features, design, safety, and performance;
• to analyze usage trends and marketing performance;
• to detect fraud, abuse, misuse, security incidents, or policy violations;
• to enforce our terms, policies, and legal rights;
• to comply with legal, tax, accounting, regulatory, and audit obligations;
• to protect users, trainers, staff, and the Platform.

16. Marketing and Promotional Communications

Where permitted by law, we may use your contact information to send marketing or promotional communications, including:

• promotions;
• platform updates;
• new feature announcements;
• trainer recommendations;
• customer offers;
• trainer onboarding campaigns;
• surveys;
• referral program updates.

You may unsubscribe from marketing emails at any time by using the unsubscribe link in the email or by contacting us at [email protected].

If SMS marketing is used, you may opt out by replying STOP, where supported.

Transactional and service-related communications are not optional where they are necessary to operate your account or booking. These may include booking confirmations, payment receipts, cancellation notices, reschedule notices, payout notices, account security messages, legal notices, support responses, and policy updates.

17. When We Share Personal Information

We do not sell personal information.

We may share personal information in the circumstances described below.

18. Service Providers

We may share personal information with trusted third-party service providers who help us operate Group Fit, including providers for:

• payment processing;
• trainer payouts;
• identity verification;
• fraud prevention;
• OTP and authentication;
• hosting and cloud infrastructure;
• customer support;
• email and SMS communications;
• push notifications;
• analytics;
• crash reporting;
• mapping and location services;
• marketing tools;
• referral programs;
• database, security, and technical operations;
• accounting, tax, legal, and compliance support.

Service providers may process information on our behalf or directly under their own privacy policies, depending on the service.

19. Trainers and Customers

To make bookings possible, certain information must be shared between customers and trainers.

For example:

• customers may see trainer profiles, photos, ratings, reviews, specializations, pricing, availability, session packs, virtual-session options, and service areas;
• trainers may receive customer booking details, session location, contact or communication details, PAR-Q information where applicable, preferences, and session-related notes;
• customers and trainers may exchange Platform messages related to a booking.

Users must use this information only for the purpose of using Group Fit and completing bookings through the Platform.

20. Legal, Safety, and Compliance Reasons

We may disclose personal information where we believe it is reasonably necessary to:

• comply with applicable law;
• respond to court orders, subpoenas, warrants, or legal processes;
• cooperate with law enforcement, regulators, or government authorities;
• enforce our terms and policies;
• investigate fraud, abuse, safety incidents, chargebacks, or disputes;
• protect the rights, safety, property, or security of Group Fit, users, trainers, staff, or the public;
• prevent harm or unlawful activity.

21. Business Transfers

If Group Fit is involved in a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar business transaction, personal information may be disclosed or transferred as part of that transaction, subject to applicable law.

22. With Your Consent

We may share personal information with other parties where you give us consent or direct us to do so.

23. International Data Transfers

Group Fit and its service providers may store, process, or access personal information in Canada, the United States, or other countries.

Privacy laws in other jurisdictions may differ from those in your province, territory, state, or country. Where personal information is transferred outside Canada, it may be accessible to courts, law enforcement, regulators, or government authorities in those jurisdictions.

We take reasonable steps to ensure that personal information transferred to service providers is protected in accordance with applicable privacy law.

24. Data Security

We use reasonable administrative, technical, and physical safeguards to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, modification, or destruction.

These safeguards may include:

• access controls;
• encryption where appropriate;
• secure servers;
• authentication measures;
• monitoring and logging;
• vendor security controls;
• staff or contractor access restrictions;
• internal policies and procedures.

No method of transmission or storage is completely secure. We cannot guarantee absolute security.

If you believe your account or personal information has been compromised, contact us immediately at [email protected].

25. Retention of Personal Information

We retain personal information only for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, including:

• operating accounts;
• processing bookings;
• supporting trainers and customers;
• maintaining financial, tax, accounting, and payout records;
• resolving disputes;
• preventing fraud and abuse;
• complying with legal obligations;
• enforcing our terms;
• maintaining safety and security;
• supporting legitimate business records.

When personal information is no longer required, we will delete, anonymize, or securely retain it only where permitted or required by law.

26. Your Privacy Rights and Choices

Subject to applicable law, you may have the right to:

• request access to personal information we hold about you;
• request correction of inaccurate or incomplete information;
• request deletion of certain personal information;
• withdraw consent, where processing is based on consent;
• object to or limit certain uses of personal information;
• unsubscribe from marketing communications;
• request information about how your personal information has been used or disclosed;
• challenge our compliance with applicable privacy law.

To exercise these rights, contact us at [email protected].

We may need to verify your identity before responding to a privacy request. Some requests may be limited by legal, security, fraud-prevention, tax, accounting, dispute-resolution, or operational requirements.

27. Account Deletion

You may request account deletion through the account-deletion option provided by Group Fit or by contacting us at [email protected].

Deleting your account may remove your profile from active use, but we may retain certain records where reasonably necessary for legal, tax, accounting, audit, fraud-prevention, dispute-resolution, safety, and legitimate business purposes.

For example, we may retain booking records, payment records, payout records, commission records, dispute records, support records, and legal compliance records for as long as reasonably necessary.

28. Children and Minors

The Group Fit customer and trainer platforms are not intended for use by children under the age of 18 without appropriate parent or legal guardian involvement.

Trainers must be at least 18 years old.

Customers must meet the eligibility requirements in the applicable Customer Terms. Where a parent or legal guardian books a session for a minor, we may process information related to the minor only as reasonably necessary to support the booking, safety, communication, dispute resolution, and service delivery.

We do not knowingly collect personal information from children in a manner that violates applicable law. If you believe a child has provided personal information to us without appropriate consent, contact us at [email protected], and we will take reasonable steps to review and address the issue.

29. Third-Party Websites and Services

Group Fit may link to or integrate with third-party websites, app stores, payment processors, verification providers, social media platforms, mapping services, analytics providers, and other external services.

We are not responsible for the privacy practices, content, security, or policies of third-party services. Your use of third-party services is governed by their own terms and privacy policies.

30. Accuracy of Information

You are responsible for keeping your account, profile, contact, payment, payout, tax, certification, booking, and communication information accurate and up to date.

Group Fit may rely on the information you provide to operate the Platform, process bookings, make payments, verify identity, provide support, and communicate with you.

31. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The updated version will be posted on our website with a new effective date. If we make material changes, we may notify users through the website, Platform, app, email, or other reasonable method.

Your continued use of Group Fit after the updated Privacy Policy becomes effective means you accept the updated Privacy Policy.

32. Contact Information

For questions, concerns, requests, or complaints about this Privacy Policy or how Group Fit handles personal information, contact us at:

33. Consent

By using Group Fit, submitting information, creating an account, booking a session, applying as a trainer, offering services, communicating with us, or otherwise interacting with our website, apps, or Platform, you consent to the collection, use, disclosure, retention, and processing of your personal information as described in this Privacy Policy.

You may withdraw consent where permitted by law, but withdrawing consent may limit or prevent your ability to use certain Group Fit features or services.