Privacy Policy
This policy explains how Alchemetryx Consulting Pvt Ltd handles your data when you use Fitosys. Written in plain English — no legalese.
1. Who We Are
Alchemetryx Consulting Pvt Ltd operates Fitosys, a SaaS platform for independent fitness, wellness, and yoga coaches. We are registered in India. Our platform is accessible at fitosys.alchemetryx.com.
2. What Data We Collect
Fitosys has two types of users: Coaches and their Clients.
Coach Data
- Full name, email address, WhatsApp number
- Coaching type, timezone, check-in preferences
- Razorpay payment details (processed by Razorpay, not stored by us)
- GST number, business name, billing address (optional, for invoice generation)
- IP address (for security and rate limiting, retained 90 days)
Client Data (collected on behalf of coaches)
- Full name, WhatsApp number, email address, age
- Primary fitness/wellness goal
- Health notes (optional, provided voluntarily)
- Weekly check-in responses (energy scores, sessions completed, free-text notes)
- Payment records (Razorpay payment ID, amount, date)
- Enrollment start and end dates
- Consent timestamps
3. Why We Collect It (Legal Basis)
- •Coach account data: Contract — necessary to deliver the service
- •Client personal data: Legitimate interest of coach (coaching relationship) + explicit consent
- •Health data (energy scores, wellness notes): Explicit consent — collected only with specific opt-in
- •Payment data: Contract + Legal obligation (GST/tax records, retained 7 years)
- •WhatsApp communication data: Explicit consent — collected via intake form opt-in
- •IP addresses: Legitimate interest (fraud prevention, platform security)
4. How We Use Your Data
- Deliver automated WhatsApp check-ins and renewal reminders
- Generate AI-powered weekly coaching summaries (processed by Google Gemini API)
- Generate GST-compliant invoices
- Enable coach dashboard and client management
- Improve platform performance and reliability
5. Who We Share Data With
| Third Party | Role | Data Shared | Privacy Policy |
|---|---|---|---|
| Supabase | Database and auth | All user data | supabase.com/privacy |
| Razorpay | Payment processing | Payment details, name, email | razorpay.com/privacy |
| Meta / WhatsApp | Message delivery | Name, phone number, message content | facebook.com/policy |
| Google (Gemini) | AI summary generation | Check-in response text (no PII) | policies.google.com/privacy |
| Resend | Transactional email | Name, email, invoice PDF | resend.com/privacy |
| Vercel | Hosting and edge functions | IP address, request logs | vercel.com/legal/privacy-policy |
We never sell your data. We never share it for advertising purposes.
6. Where Your Data Is Stored
- Primary database: Supabase (region: ap-south-1, Mumbai, India)
- File storage (invoices): Supabase Storage (same region)
- Hosting: Vercel (global edge network)
- AI processing: Google Gemini API (check-in text only, no names or phone numbers sent)
7. How Long We Keep Your Data
- Coach and client records: 3 years from last active date
- Payment and invoice records: 7 years (Indian tax law requirement)
- WhatsApp message logs: 1 year rolling
- IP addresses: 90 days
- Deleted accounts: PII wiped within 30 days, anonymised payment records retained for tax
8. Your Rights
India (DPDP Act 2023)
- Right to access your data
- Right to correct inaccurate data
- Right to erase your data (submit request to support@fitosys.in)
- Right to withdraw consent at any time
- Right to nominate a representative for data access
UK / EU (GDPR)
- All above rights plus right to data portability and restriction of processing
- Right to lodge a complaint with the ICO (ico.org.uk)
To exercise any right, email: support@fitosys.in. Response within 30 days.
9. WhatsApp Communications
Fitosys sends automated WhatsApp messages on behalf of coaches to their clients. These include:
- Weekly check-in messages (every Sunday)
- Program renewal reminders
- Enrollment confirmation messages
These messages are sent only to clients who have explicitly opted in on the enrollment form.
Clients can opt out at any time by replying STOP to any message or contacting their coach. See our WhatsApp Communication Policy.
10. Cookies
We use only essential cookies for authentication (httpOnly, secure). No advertising cookies. No third-party tracking pixels. No cookie consent banner required.
11. Children
Our platform is not intended for users under 18. Coaches must not enroll clients under 18 without verified parental consent. We do not knowingly collect data from minors.
12. Changes to This Policy
We will notify coaches via email and dashboard notification before material changes take effect. Continued use after the effective date constitutes acceptance.
13. Contact and Grievance Officer
For privacy concerns or to exercise your rights:
Email: support@fitosys.in
Grievance Officer (India): Ashok Kumar, Alchemetryx Consulting Pvt Ltd
Response time: Within 30 days