PRIVACY POLICY

Effective Date: [Insert Date]
Business Name: TRFOne LLC (DBA Gather Athletic Club)
Address: 1900 Market Street, Pennsylvania PA 19103
Email:info@gatherathleticclub.com
Phone: 774-306-2666

1. Introduction

[Gym Name, LLC] ("we," "us," or "our") is committed to protecting the privacy and security of our members, guests, and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our facility, use our services, access our website or mobile application, or otherwise interact with us.

By using our services, you consent to the practices described in this Privacy Policy.

2. Information We Collect

We collect personal information necessary to operate our fitness facility, provide services, ensure safety, and comply with legal and insurance requirements.

A. Personal Information You Provide

We may collect the following information when you register, purchase services or products, sign waivers, or interact with us:

  • Full name

  • Date of birth

  • Gender (optional)

  • Mailing address

  • Email address

  • Phone number

  • Emergency contact information

  • Parent or guardian information (for minors)

  • Health and fitness information voluntarily provided

  • Medical or injury information relevant to participation

  • Membership and attendance records

  • Class reservations and participation history

  • Signed waivers and agreements

  • Purchase history (including merchandise and supplements)

  • Billing and payment information

  • Communication preferences

  • Identification information when required for safety or verification

B. Information Collected Automatically

When you use our website, mobile application, Wi-Fi network, or digital services, we may automatically collect:

  • IP address

  • Device type

  • Operating system

  • Browser type

  • Log-in activity

  • Usage data and interaction history

  • Cookies and tracking technologies

  • Location data (if enabled on your device)

C. Information Collected Through Our Software Platform

We use third-party membership management and scheduling software to operate our business, including:

  • Member account creation

  • Class scheduling and attendance tracking

  • Billing and payment processing

  • Communication and notifications

This information may be stored and processed by our software provider.

3. How We Use Your Information

We use your information for legitimate business purposes, including:

  • Providing fitness services and managing memberships

  • Scheduling classes and tracking attendance

  • Processing payments and managing billing

  • Selling merchandise and dietary supplements

  • Ensuring the safety and security of members and staff

  • Maintaining emergency response readiness

  • Communicating with members about services, schedules, and updates

  • Sending marketing communications and promotions

  • Improving our programs, services, and customer experience

  • Preventing fraud, theft, or misuse of our services

  • Complying with legal, regulatory, and insurance requirements

  • Enforcing our policies and agreements

4. Text Messaging and Email Communications

By providing your phone number or email address, you consent to receive communications from us, including:

  • Appointment and class reminders

  • Account notifications

  • Service announcements

  • Billing notifications

  • Marketing and promotional messages

You may opt out of marketing communications at any time by:

  • Clicking the "unsubscribe" link in emails

  • Replying "STOP" to text messages

  • Contacting us directly

Standard message and data rates may apply.

5. Security Cameras and Surveillance

Our facility uses video surveillance cameras for safety, security, and operational purposes.

Security cameras may record:

  • Members

  • Guests

  • Staff

  • Visitors

  • Activities occurring within and around the facility

Video recordings may be used for:

  • Safety monitoring

  • Theft prevention

  • Incident investigation

  • Risk management

  • Insurance and legal purposes

Video footage is stored securely and retained only as long as reasonably necessary for business and legal purposes.

By entering the facility, you acknowledge and consent to video recording.

6. Information Sharing and Disclosure

We do not sell your personal information.

We may share your information with trusted third parties when necessary to operate our business, including:

Service Providers

We may share information with vendors who assist us in operating our business, such as:

  • Membership management and scheduling software providers

  • Payment processors

  • Website and mobile application providers

  • Email and text messaging platforms

  • IT and security service providers

  • Insurance companies

  • Legal and accounting professionals

  • Marketing and analytics providers

These providers are authorized to use your information only as necessary to provide services to us.

Legal Requirements

We may disclose information when required to:

  • Comply with applicable laws or regulations

  • Respond to legal process or government requests

  • Protect the rights, safety, or property of our business or others

  • Enforce contracts or policies

  • Investigate suspected fraud or illegal activity

Emergency Situations

We may share information with emergency responders, medical personnel, or law enforcement when necessary to protect health and safety.

7. Payment Information

Payments for memberships, services, merchandise, and supplements are processed through secure third-party payment processors.

We do not store full credit card numbers on our systems.

Payment processors maintain their own security and privacy practices in compliance with industry standards.

8. Health and Fitness Information

Any health or fitness information you provide is voluntary and used solely to support safe participation in fitness activities.

We may use this information to:

  • Assess participation readiness

  • Modify workouts or training recommendations

  • Respond to medical incidents

  • Maintain safety records

We do not use health information for marketing purposes.

9. Minors (Ages 13–17)

We allow minors between the ages of 13 and 17 to participate in our programs with parental or legal guardian consent.

For minors, we may collect:

  • Parent or guardian name and contact information

  • Emergency contact information

  • Participation and attendance records

  • Waivers and consent forms

  • Health and safety information

Parents or guardians may:

  • Request access to their child’s information

  • Request corrections to inaccurate information

  • Request deletion of information, subject to legal and safety requirements

We do not knowingly collect personal information from children under the age of 13.

10. Account Registration and Login Security

Members may create accounts through our website or mobile application to manage memberships, schedule classes, and access services.

You are responsible for maintaining the confidentiality of your login credentials.

We recommend:

  • Using strong passwords

  • Not sharing login information

  • Logging out after using shared devices

We reserve the right to suspend accounts suspected of unauthorized use.

11. Cookies and Tracking Technologies

Our website and mobile application may use cookies and similar technologies to:

  • Improve website functionality

  • Remember user preferences

  • Analyze usage patterns

  • Enhance user experience

  • Support marketing and advertising efforts

You can control cookies through your browser settings.

Disabling cookies may affect certain features of our services.

12. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect personal information, including:

  • Secure payment processing systems

  • Password-protected software systems

  • Restricted staff access to sensitive information

  • Encrypted data transmission where appropriate

  • Secure storage of records

  • Routine monitoring for unauthorized access

However, no system can guarantee absolute security.

13. Data Retention

We retain personal information only as long as necessary to operate our business and comply with legal and insurance requirements.

Typical retention periods may include:

  • Membership records: 3–7 years

  • Financial records: As required by law

  • Incident and injury records: 7–10 years

  • Waivers and liability documents: At least 7 years after membership termination

  • Security camera footage: Typically 14–90 days unless required for investigation

We may retain information longer when required by law or to resolve disputes.

14. Your Privacy Rights

You may have the right to:

  • Request access to your personal information

  • Request correction of inaccurate information

  • Request deletion of personal information

  • Request limitation of certain data uses

  • Opt out of marketing communications

To exercise these rights, contact us using the information provided below.

We will respond to reasonable requests within a reasonable timeframe.

15. Third-Party Platforms and Services

We use third-party software and services to operate our business, including membership management, scheduling, communication, and payment processing systems.

These third parties maintain their own privacy policies and security practices.

We encourage you to review those policies when using their services.

16. Sale of Merchandise and Supplements

We sell fitness-related merchandise and dietary supplements within our facility and through our digital platforms.

When purchasing products, we may collect:

  • Purchase history

  • Payment information

  • Shipping or delivery information

This information is used to fulfill transactions, maintain inventory records, and provide customer service.

17. Business Transfers

In the event of a merger, sale, acquisition, restructuring, or transfer of assets, your information may be transferred as part of the business transaction, subject to applicable privacy protections.

18. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, services, or legal requirements.

When changes are made:

  • The "Effective Date" will be updated

  • The revised policy will be posted on our website and made available at our facility

Continued use of our services after updates constitutes acceptance of the revised policy.

19. Contact Information

If you have questions about this Privacy Policy or how your information is handled, please contact:

[Gym Name, LLC]
Address: [Gym Address]
Email: [Contact Email]
Phone: [Phone Number]

20. Waiver and Liability Agreement Privacy Alignment

Members and participants are required to sign a waiver, release of liability, and/or participation agreement prior to engaging in services at our facility. Information collected through these documents is subject to the same privacy, security, and retention standards described in this Privacy Policy.

Information contained in waivers and related documents may include:

  • Personal identification information

  • Emergency contact information

  • Health and medical disclosures

  • Acknowledgment of risks and consent to participate

  • Parental or guardian consent for minors

  • Electronic signatures and timestamps

This information is used for:

  • Risk management and safety

  • Insurance and legal compliance

  • Incident and injury documentation

  • Defense of legal claims

  • Enforcement of contractual agreements

Waivers and related records may be shared with insurance carriers, legal counsel, medical providers, or regulatory authorities when reasonably necessary to protect the safety of participants or the legal interests of the business.

Waiver records are retained for a minimum period consistent with applicable law, insurance requirements, and risk management best practices, which is typically at least seven (7) years after the last date of participation, and longer when the participant is a minor.