Fitertz Data Retention Policy

Version: 1.0

Effective Date: September 14, 2026

1. Purpose

This Data Retention Policy explains how Fitertz collects, retains, uses, and deletes information processed through the Fitertz platform. It describes how long different categories of information may be retained, what happens when a customer or user requests deletion, and how Fitertz handles information that may continue to exist temporarily in backups or other technical systems.

Fitertz aims to retain personal and business information only for as long as it is reasonably necessary to provide the services, maintain platform security and reliability, comply with applicable legal obligations, resolve disputes, prevent fraud and abuse, enforce agreements, and protect the rights and safety of Fitertz, its customers, and users.

2. Scope

This policy applies to information processed through Fitertz's applications, websites, CRM platform, mobile applications, APIs, integrations, and related services.

Depending on the features used by a customer, Fitertz may process information including gym and staff account information, client profiles, membership records, attendance information, payment and billing records, fitness assessments, body measurements, workout history, nutrition information, wearable and activity data, photographs and videos, uploaded documents, WhatsApp and communication data, AI conversations, and technical and security information.

3. Gym and Organization Account Data

Fitertz retains information associated with a gym or organization while the account remains active and while the information is necessary to provide the contracted services.

If a gym requests deletion of its Fitertz account, Fitertz will initiate deletion of the organization's information from active production systems, subject to information that Fitertz is required or permitted to retain for legal, financial, security, fraud-prevention, dispute-resolution, or other legitimate purposes.

Information that remains temporarily in backups or disaster-recovery systems will be handled according to the backup retention process described in this policy.

4. Inactive Accounts

A Fitertz account may be marked as inactive after 7 consecutive days without account activity. An account becoming inactive does not by itself mean that the organization's data is immediately deleted.

Inactive status is used primarily to identify accounts that are not actively being used. Information associated with an inactive account may continue to be retained according to the customer's subscription, applicable agreements, legal requirements, and this policy.

5. Client and Member Data

Fitertz enables gyms to manage information about their clients and members, including names, contact information, membership details, attendance, workout history, fitness assessments, body measurements, nutrition information, wearable information, progress information, and other information entered or connected by the gym.

When a gym deletes a client, Fitertz will generally remove or anonymize personally identifiable information from active systems where appropriate. Where the gym needs to retain legitimate historical business information, Fitertz may preserve records in an anonymized or otherwise de-identified form so that historical reporting, business records, analytics, or other legitimate functions can continue without unnecessarily retaining information that directly identifies the individual.

6. Fitness and Wellness Information

Fitertz may process fitness and wellness-related information provided by gyms or their clients, including workout history, body measurements, fitness assessments, nutrition information, activity information, sleep information, wearable data, progress information, and other information used to provide fitness-management features.

This information is retained while it is necessary to provide the requested Fitertz services or maintain the relevant customer records. When the applicable information is deleted, Fitertz will apply the deletion or anonymization practices described in this policy, subject to applicable legal and legitimate retention requirements.

7. Photos, Videos, and Documents

Fitertz may process photographs, videos, assessment images, profile images, documents, and other files uploaded by gyms or their clients.

These files may be used for features such as profile management, fitness assessments, progress tracking, document management, and AI-powered analysis.

When associated information is deleted, Fitertz will initiate deletion of applicable files from active storage systems where supported. Copies may temporarily remain in backups or other disaster-recovery systems until those systems reach the end of their applicable retention lifecycle.

8. Wearable and Connected Data

Where supported wearable devices or third-party services are connected to Fitertz, the platform may process information such as steps, activity, workouts, sleep, body measurements, and other information made available through those integrations.

Connected data is retained only while it is necessary to provide the relevant Fitertz functionality, maintain requested records, support related features, or satisfy applicable legal or contractual requirements.

Users may disconnect supported integrations, subject to the functionality provided by the relevant integration.

9. AI Data and Conversations

Fitertz provides AI-powered features that may process information submitted by users, including questions, conversations, fitness information, business information, client information, and other information necessary to generate requested responses or perform AI-assisted tasks.

AI-related information may be retained where necessary to provide conversation history, operate and secure the service, troubleshoot technical issues, prevent abuse, maintain service reliability, or satisfy legal and contractual requirements.

Fitertz applies the same applicable deletion and retention principles to AI-related information as it does to other information processed through the platform.

10. WhatsApp and Communication Data

Where WhatsApp or other communication features are enabled, Fitertz may process contact information, messages, delivery information, conversation-related information, and technical metadata necessary to provide the communication service.

Such information may be retained while necessary to provide communication functionality, maintain requested communication history, troubleshoot issues, prevent abuse, investigate incidents, or comply with applicable legal requirements.

Information independently retained by WhatsApp or another third-party communication provider is subject to that provider's own policies and retention practices.

11. Financial and Transaction Records

Fitertz may retain invoices, payment records, transaction information, billing history, subscription information, receipts, and other financial records for as long as reasonably necessary to provide the service, maintain accurate business records, resolve disputes, prevent fraud, and comply with applicable tax, accounting, financial, or regulatory requirements.

Financial and transaction records will be retained for as long as required by applicable law. Once the applicable legal or legitimate business retention period has ended, Fitertz will delete or anonymize the information where appropriate.

12. Authentication and Security Information

Fitertz maintains authentication and security information to operate accounts, protect users, detect unauthorized access, investigate security incidents, and maintain the security of the platform.

This may include information relating to authentication events, login activity, account changes, security events, IP addresses, device information, session information, and other technical information.

Fitertz's infrastructure providers may also generate and retain authentication and security logs. For example, Supabase Auth provides audit records for authentication-related activity, and Supabase's current Pro plan provides 7-day retention for applicable Auth Audit Logs.

13. Technical and Operational Logs

Fitertz maintains technical and operational logs to monitor platform performance, troubleshoot problems, detect suspicious activity, investigate incidents, and maintain service reliability.

These logs may contain information such as requests, errors, API activity, system events, authentication events, IP addresses, and other technical metadata.

The retention period for operational logs depends on the applicable infrastructure and logging configuration. Fitertz does not intend to retain technical logs indefinitely and allows them to expire according to the applicable logging lifecycle.

For Fitertz's current Supabase Pro infrastructure, Supabase documents 7-day retention for applicable project logs.

14. Activity and Audit Records

Fitertz may maintain records of important actions performed within the platform, including changes to client records, memberships, payments, permissions, accounts, and other business information.

These records help customers maintain accountability and help Fitertz investigate security incidents, unauthorized activity, technical issues, disputes, and other operational matters.

Such records may be retained for as long as reasonably necessary for these purposes or as otherwise required by applicable law.

15. Database Backups

Fitertz maintains regular database backups to support disaster recovery and restoration of the platform.

Fitertz currently maintains daily database backups. The Fitertz production database is hosted using Supabase Pro, which currently provides access to the previous 7 days of daily database backups.

Backups are maintained primarily for disaster recovery and service restoration and are not intended to provide a separate permanent copy of customer data.

16. Data Remaining in Backups After Deletion

Deletion from active production systems does not necessarily result in immediate removal from every backup copy.

When information is deleted from Fitertz's active systems, previously created backups may temporarily contain copies of that information. Fitertz does not ordinarily modify historical backup copies each time an individual record is deleted because doing so would compromise the purpose and integrity of disaster-recovery backups.

Such information will naturally expire as the applicable backups reach the end of their retention period and are replaced by newer backups.

For the current Fitertz Supabase Pro configuration, daily database backups are available for up to 7 days.

Deleted information will not intentionally be restored to active systems except where necessary for legitimate disaster recovery or restoration purposes.

17. Data Deletion Requests

A gym may request deletion of its Fitertz account and applicable information through the support or account-management channels made available by Fitertz.

After receiving a valid deletion request, Fitertz will assess the request and initiate deletion or anonymization of applicable information from active systems.

Deletion may not apply to information that Fitertz is legally required to retain or has another legitimate reason to retain, including certain financial records, security records, fraud-prevention information, dispute-related records, or information necessary to establish, exercise, or defend legal claims.

18. Legal and Regulatory Retention

Certain information may need to be retained for a specific period to comply with applicable laws, regulations, tax requirements, accounting obligations, court orders, regulatory requirements, or legal proceedings.

Where such an obligation exists, Fitertz will retain only the information reasonably necessary to satisfy the applicable requirement and will delete or anonymize it when the applicable retention requirement ends, unless another legitimate reason for retention applies.

19. Data Minimization

Fitertz aims to collect and retain information only where there is a legitimate purpose for doing so.

When information is no longer required for the purpose for which it was collected and there is no applicable legal, security, contractual, operational, or other legitimate reason to retain it, Fitertz will seek to delete, anonymize, or securely dispose of that information.

20. Secure Deletion and Anonymization

When information reaches the end of its applicable retention period, Fitertz will use reasonable technical measures to delete or anonymize the information from active systems.

Where immediate deletion from a technical system or encrypted backup is not reasonably practicable, the information may remain temporarily until the relevant system or backup reaches the end of its normal retention lifecycle.

Anonymized information that can no longer reasonably be associated with an identifiable individual may be retained for legitimate purposes such as analytics, reporting, service improvement, or statistical analysis.

21. Third-Party Infrastructure

Fitertz uses third-party infrastructure and service providers to operate certain parts of the platform. These providers may process or temporarily retain information on Fitertz's behalf.

Such providers are expected to apply appropriate security and data-protection measures and may have their own retention periods that apply to information processed within their systems.

Fitertz remains responsible for managing its use of such providers in accordance with applicable agreements and data-protection requirements.

22. Changes to This Policy

Fitertz may update this Data Retention Policy when necessary to reflect changes to the platform, infrastructure, data-processing practices, legal requirements, or operational procedures.

When this policy is materially updated, Fitertz will make the updated version available through the Fitertz platform or other appropriate communication channels.

The latest version of this policy will always be identified by its effective date and version number.

23. Contact

If you have questions about this Data Retention Policy or would like to submit a data-retention or deletion request, please contact Fitertz through the support channels available within the Fitertz platform or contact:

Email: support@fitertz.com