TimetableOS: studio and wellness management software

This policy explains what personal information TimetableOS ("we", "us", "our") collects when you use TimetableOS, including our website, our mobile apps and the studio pages and member portals we host, why we collect it, who we share it with, and the choices and rights you have. TimetableOS is software that studios, gyms and wellness businesses ("studios") use to run their business and to serve their members.

We operate from the United States and this policy is written for people in the United States. By using the service you acknowledge this policy. If you do not agree with it, please do not use the service.

Who is responsible for your information

Which role we play depends on who you are.

If you are a member or customer of a studio (you book classes, buy a membership, sign a waiver, or use a studio's app), the studio decides what to collect and why. The studio is the "business" (or "controller") for that information, and we act as its "service provider" (or "processor"): we handle the information only on the studio's instructions, to provide the service. Questions about your membership information, and requests to see, correct or delete it, are best sent to the studio first. We will help the studio answer you, and you can also write to us (see "Your rights and choices").
If you run a studio or work for one (you hold a TimetableOS account), and for visitors to this website, we are the "business" (or "controller") for the information described under "Account holders and visitors".

What we collect

On behalf of studios (members and customers)

Identifiers and contact details: name, email address, phone number, mailing address, date of birth, profile photo, and an account ID.
Membership, booking and attendance records: plans, passes, bookings, waitlists, check-ins, course enrollments, appointments, and notes a studio's team writes about a member.
Purchase and payment records: what was bought, charged, refunded or is owed, the brand and last four digits of a card, receipts and invoices. Full card numbers are handled by our payment processor and are never stored by us.
Forms and waivers a member has completed or signed, including any health or emergency information a studio chooses to ask for, and the typed name and time of signature.
Health and fitness information, only if a member chooses to share it through the mobile app: body measurements and goals the member enters, and, if the member allows it, readings from Apple Health or Health Connect such as weight, body fat, steps, resting heart rate, heart rate, distance, active calories and workouts. See "Health information" below.
Precise location, only when a member asks for it: if a member taps "near me" in the mobile app, the phone's location is sent to our servers to sort and label studios by distance. See "Location" below.
Messages and activity: campaign and notification emails, texts and push notifications sent to a member, and whether they were delivered or opened; feedback, ratings and reviews; referral and gift card activity.
Device information: device type, operating system, and a push notification token, so that we can deliver notifications to the member's phone.

Account holders and visitors

Account details: name, email address, phone number, password (stored only as a one-way hash), role and permissions, and the studio or business you belong to.
Billing details for a studio's own use of TimetableOS.
Security and usage records: sign-in times, IP address, browser and device type, pages and features used, and an audit log of important actions in the product.
What you send us when you contact us or submit an enquiry or sign-up form.

Where it comes from: directly from you; from the studio you deal with; from your phone or watch, only if you allow it; and automatically from your browser or app when you use the service.

Categories of personal information (California and other states)

In the last twelve months we have collected the following categories, as the law defines them. The "sensitive" categories are marked.

Category	Examples	Disclosed for a business purpose to
Identifiers	Name, email, phone, address, account ID, IP address, device and push tokens	The studio; our service providers
Customer records	Contact and billing details, signed forms and waivers	The studio; our service providers
Commercial information	Memberships, passes, purchases, gift cards, payment history	The studio; our payment processor
Internet and device activity	Sign-in times, pages and features used, browser and device type	Our hosting and error-monitoring providers
Geolocation (sensitive: precise)	Phone location when a member taps "near me"	Our hosting providers
Health and fitness information (sensitive)	Measurements and goals; Apple Health or Health Connect readings the member chooses to share	The studio the member chose; our hosting providers
Account log-in credentials (sensitive)	Email and hashed password	Our hosting providers
Inferences	None that we create about individuals	Not applicable

Why we use it

To provide the service: taking bookings, billing, checking people in, showing a member their pass, sending the messages a studio asks us to send, and providing support.
To keep the service secure, to prevent fraud and abuse, to debug and fix problems, and to improve performance.
To meet tax, accounting and other legal obligations, and to enforce our terms.
To send marketing emails or texts on a studio's behalf where the member has agreed or the law allows it. Every marketing email has an unsubscribe link, and you can reply STOP to a text.

We do not use sensitive personal information, including health and precise location information, for anything beyond providing the service you asked for. We do not use members' information to advertise to them, and we do not build advertising profiles.

Health information

The mobile app can read certain measurements from Apple Health (HealthKit) or Health Connect, but only if you switch it on and approve each type of data on your phone's own permission screen. Access is read only: the app never writes to Health, and you can stop sharing, or revoke access, at any time in the app or in your phone's settings. Information you choose to share is sent to the studio you share it with, typically so that your coach can see your progress, and is stored with that studio's records.

We do not sell this information, use it for advertising or marketing, share it with data brokers or information resellers, or share it with anyone other than the studio you chose and the service providers that host it for us. Some states, including Washington, Nevada and Connecticut, give extra rights over "consumer health data": you may withdraw consent, ask us to delete your consumer health data, and ask for the list of third parties that have received it. You can do any of these by writing to us, or from the app (see below). We will not collect or share consumer health data except with your consent or as needed to provide the service you asked for. This information is not protected by HIPAA, because we are not a healthcare provider or health plan.

Location

We ask for your phone's location only when you tap "near me" in the mobile app, and only while the app is in use. We use it to sort and label studios by distance. We do not track your location in the background, and we do not use it for advertising. If you decline the permission, the app works without it. You can turn location off at any time in your phone's settings.

Who we share it with

The studio you deal with, and the people it gives access to.
Service providers that help us run the product, under contracts that limit them to doing so: a payment processor, email, text message and push notification providers, cloud hosting and file storage, error monitoring, and a CAPTCHA service that protects sign-up forms from automated abuse.
Authorities and advisers where the law requires it, to respond to valid legal process, or to protect rights, safety and property.
A buyer if our business is sold or merged, with this policy continuing to apply to the information transferred.

We do not sell personal information, and we do not share it for cross-context behavioral advertising, as those terms are defined by California and other state laws. We have not done so in the last twelve months. We do not knowingly sell or share the personal information of anyone under 16. We do not disclose personal information to third parties for their own direct marketing. Phone numbers and text-message opt-in data are never shared with third parties or affiliates for their marketing or promotional purposes.

Cookies, tracking and Global Privacy Control

We use only the cookies and similar storage needed to run the service: a session cookie that keeps you signed in and protects forms, and a sign-in cookie for the studio's pages and portal. We do not use advertising cookies or third-party analytics trackers. Fonts are loaded from a font provider, which may see your IP address, and sign-up forms load a CAPTCHA that may set its own cookies. Because we do not sell or share personal information or use it for targeted advertising, there is nothing to opt out of, and we treat a browser's Global Privacy Control or "Do Not Track" signal as a request not to, which is how we already operate.

How long we keep it

We keep studio and member information while the studio's account is active, and for a limited time afterwards so it can be recovered or exported. Studios can set shorter retention for leads, feedback and inactive members, and can delete or anonymize a member's record. Payment and invoice records are kept for the period tax and accounting law requires, even when a person's other details are anonymized. Security logs are kept for a limited time. When information is no longer needed it is deleted or de-identified.

Your rights and choices

Depending on where you live, including California, Colorado, Connecticut, Virginia, Texas, Oregon and other states with privacy laws, you may have the right to:

know and access the personal information we hold about you, and receive a copy in a portable format;
correct inaccurate information;
delete your information, subject to legal exceptions such as tax records;
opt out of the sale or sharing of your information, targeted advertising, and profiling (we do none of these);
limit the use of sensitive personal information (we use it only to provide the service);
withdraw consent you have given, such as access to health data; and
not be discriminated against for using any of these rights.

How to use them. Write to [email protected] and tell us what you want and which studio you deal with, if any. Members of the mobile app can also delete their account from Account, then "Delete my account". We will confirm your identity by matching details you give us to our records, and we may ask for more if we cannot. If you are a studio's member we may pass your request to that studio, and tell you we have. An authorized agent may make a request for you with your written permission.

We respond within 45 days, and tell you if we need up to 45 more. If we decline a request, you can appeal by replying to our answer with the word "appeal". If you are still not satisfied, you may contact your state attorney general. You may make a request twice a year free of charge.

Security

We protect information with encryption in transit, hashed passwords, access controls by role, two-factor sign-in, and audit logging. No system is perfectly secure. If a breach affects your information we will tell the studio and, where the law requires, the authorities and you, without unreasonable delay.

Children

TimetableOS is not directed to children under 13, and we do not knowingly collect personal information from them without a parent's or guardian's verifiable consent. Studios may register children as members, for example for kids' classes, through a parent or guardian's account; we process that information on the studio's behalf and expect the studio to have the guardian's permission. If you believe a child has given us personal information without permission, contact us and we will delete it.

Other places we operate

We operate from, and store information in, the United States. If you use the service from elsewhere, you understand your information will be transferred to and processed in the United States.

Changes

We will update this page when our practices change and change the date above. For significant changes we will tell account holders by email or in the product.

Contact

Write to us at [email protected]. This policy is issued by TimetableOS.