Privacy Policy
Last updated: January 20, 2026
1. Introduction
BodyOpia (Pty) Ltd ("we," "our," or "us") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our gym management platform ("Service").
We comply with South African data protection laws, including the Protection of Personal Information Act (POPIA), and international privacy standards.
2. Information We Collect
2.1 Information You Provide
- Account Information: Name, email address, phone number, business details
- Gym Information: Gym name, address, operating hours, staff details
- Member Data: Member profiles, contact details, membership information
- Payment Information: Billing address, payment method details (processed securely)
- Health Information: Fitness goals, workout plans, body measurements (with consent)
2.2 Information We Collect Automatically
- Usage Data: How you interact with our Service, features used, time spent
- Device Information: IP address, browser type, device type, operating system
- Log Data: Access times, pages viewed, errors encountered
- Cookies: Session cookies, preference cookies, analytics cookies
3. How We Use Your Information
We use the information we collect for the following purposes:
- Service Provision: To provide, operate, and maintain our gym management platform
- Account Management: To create and manage your account, authenticate users
- Customer Support: To respond to inquiries, provide technical support
- Communication: To send service updates, newsletters, promotional materials (with consent)
- Analytics: To understand usage patterns and improve our Service
- Legal Compliance: To comply with applicable laws and regulations
- Security: To detect, prevent, and address security issues
4. Information Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share information in the following circumstances:
4.1 Service Providers
We may share information with trusted third-party service providers who assist in operating our Service, including:
- Cloud hosting providers (Microsoft Azure)
- Payment processors (Stripe, PayFast)
- Email service providers (SendGrid)
- Analytics providers (Google Analytics)
4.2 Legal Requirements
We may disclose information if required by law or in response to valid requests by public authorities.
4.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of that transaction.
5. Data Security
We implement appropriate security measures to protect your information:
- Encryption: All data transmission uses SSL/TLS encryption
- Access Controls: Restricted access to personal information on a need-to-know basis
- Regular Backups: Automated daily backups with secure storage
- Security Monitoring: Continuous monitoring for security threats
- Staff Training: Regular privacy and security training for all staff
6. Data Retention
We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law.
- Active Accounts: Data retained while account is active
- Cancelled Accounts: Data retained for 30 days to allow reactivation
- Financial Records: Retained for 7 years as required by South African tax law
- Marketing Data: Retained until you unsubscribe or object
7. Your Privacy Rights
Under South African data protection laws, you have the following rights:
- Access: Request access to your personal information
- Correction: Request correction of inaccurate information
- Deletion: Request deletion of your personal information
- Objection: Object to processing of your personal information
- Data Portability: Request transfer of your data to another service
- Withdrawal of Consent: Withdraw consent for processing
To exercise these rights, contact us at admin@bodyopia.com or use the data management tools in your account settings.
8. Cookies and Tracking
We use cookies and similar technologies to enhance your experience:
- Essential Cookies: Required for the Service to function properly
- Preference Cookies: Remember your settings and preferences
- Analytics Cookies: Help us understand how the Service is used
- Marketing Cookies: Used for targeted advertising (with consent)
You can manage cookie preferences through your browser settings or our cookie consent tool.
9. International Data Transfers
Your information may be transferred to and processed in countries other than South Africa. We ensure appropriate safeguards are in place, including:
- Standard Contractual Clauses with service providers
- Adequacy decisions by relevant authorities
- Certification schemes and codes of conduct
10. Children's Privacy
Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us to have the information removed.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by:
- Posting the new Privacy Policy on this page
- Sending email notification to registered users
- Displaying a prominent notice in our Service
Your continued use of the Service after changes become effective constitutes acceptance of the new Privacy Policy.