Privacy Policy

1. Who we are

ClassSlotter (“ClassSlotter”, “we”, “us”) provides class booking and member-management software to independent fitness studios. We operate the website at classslotter.com, the studio dashboard, and the member app.

For any privacy question or request, contact us at hello@classslotter.com.

2. Our role: studios vs. ClassSlotter

ClassSlotter is a business-to-business platform that fitness studios use to run their operations. This affects who is responsible for your data:

• Your studio is the data controller for the personal data it manages about its members — it decides who to invite, what memberships to sell, and how it runs its classes. ClassSlotter acts as a data processor, handling that data on the studio’s behalf and under its instructions.
• ClassSlotter is the data controller for a limited set of data we need to run and secure the platform itself — for example account sign-in and security records, website visitors, billing with our studio customers, and product analytics.

If you are a member and want to know exactly how your studio uses your data, or to exercise rights against the studio, contact your studio directly. We will help you reach them and will act on a studio’s instruction to assist.

3. Data we collect

Information you or your studio provide

• Account & identity: name, email address, phone number, password (stored only as a secure hash).
• Profile: profile photo, date of birth, gender, short bio, address, and language — where you or your studio choose to add them.
• Membership & billing records: your plan, subscription status, and invoices/payment records created by your studio (e.g. for memberships paid at the studio).
• Activity in the app: class bookings, waitlist entries, attendance/check-ins, workout results and personal records, optional result photos, and likes or comments you post.
• Communications: messages and notifications between you and your studio.

Information collected automatically

• Device & usage: device type, operating system, app version, and basic diagnostics used to keep the app working and secure.
• Authentication: sign-in tokens and timestamps used to keep you logged in and to detect misuse.

We do not sell your personal data, and we do not use it for third-party advertising or cross-app tracking.

4. How we use data

• Provide the service: sign-in, bookings, waitlists, attendance, results, memberships, and notifications.
• Operate your studio relationship on the studio’s behalf (e.g. enforcing booking and membership rules they configure).
• Keep accounts secure and prevent fraud or abuse.
• Provide support and respond to your requests.
• Improve and maintain the product using aggregated or diagnostic information.
• Meet legal, accounting, and tax obligations.

5. Legal bases (GDPR)

Where the GDPR applies, we and your studio rely on the following legal bases:

• Performance of a contract — to give you access to the app and the services your studio offers.
• Legitimate interests — to secure the platform, prevent abuse, and improve the product, balanced against your rights.
• Consent — for anything optional you choose to add (e.g. a profile photo or result photo). You can withdraw consent at any time.
• Legal obligation — to retain financial records such as invoices for the period required by law.

6. Who we share data with

We share personal data only as needed to run the service:

• Your studio (and its staff/coaches) — so it can manage your membership, classes, and results.
• Service providers (sub-processors) who help us operate, under contracts that require them to protect your data:

We may also disclose data if required by law, to protect our rights or users’ safety, or in connection with a business transfer (e.g. a merger), in which case we will notify you where required.

7. How long we keep data

We keep personal data for as long as your account is active and you belong to a studio. When you delete your account, we anonymise your personal data so it can no longer identify you.

Some records cannot simply be erased on request: invoices and financial records must be kept to meet legal, tax, and accounting obligations (which can require retention for several years). We retain those records but de-identifythem — your studio’s books stay complete, while the data no longer points to you by name. See Deleting your account for exactly what is removed and what is kept.

8. Your rights

Subject to applicable law, you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data (you can edit most of it in your profile).
• Delete your data (“right to erasure”), subject to the legal retention noted above.
• Restrict or object to certain processing.
• Receive a copy of your data in a portable format.
• Withdraw consent for optional processing at any time.
• Lodge a complaint with your local data protection authority.

To exercise any of these, email hello@classslotter.com or contact your studio. For member data your studio controls, we may direct your request to the studio or act on its instructions.

9. Deleting your account

You can delete your account at any time from the member app under Profile → Settings → Delete account, or by emailing us. Full details, including what is erased and what is retained, are on the Account deletion page.

10. International transfers

We host and process data in the European Union. If data is ever transferred outside the EU/EEA — for example by a service provider — we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses.

11. Security

We protect data with measures including encryption in transit (HTTPS), hashed passwords, scoped access tokens, access controls, and isolation between studios. No system is perfectly secure, but we work to safeguard your information and to respond promptly to any incident.

12. Children

The ClassSlotter app is intended for use by a studio’s adult members. It is not directed to children under 16. Where a studio works with younger members, it is responsible for obtaining any parental or guardian consent required by law before adding them.

13. Changes

We may update this policy as the product or the law evolves. We will revise the “Last updated” date above and, for material changes, provide a more prominent notice.

14. Contact

Questions or requests? Email hello@classslotter.com. If your question is about how your specific studio uses your data, please also contact your studio, which is the controller of that data.