Privacy Policy
Effective September 25, 2026
Our commitment
GymPilot Systems ("we," "us," or "our") operates the software used by High Alpine Training Center for member training, nutrition planning, progress tracking, scheduling, and communication. The gym provides its own coaching and membership services. This policy explains what information we collect, why we use it, when it may be shared, and the choices available to members.
Information we collect
- Account and contact information: name, staff email, optional member email, account role, password hash, membership status, and assigned trainer.
- Fitness and wellness information: age, sex used for programming, height, weight, target weight, body-fat percentage, waist measurement, goals, activity level, workout history, habits, check-ins, injuries or limitations supplied in notes, and dietary restrictions or preferences.
- Coaching content: workouts, nutrition plans, saved or repeated meals, serving adjustments, progress notes, messages, announcements, trainer replies, class reservations, and completion records.
- Photos: optional profile, baseline, progress, and milestone photos and their notes. When a member chooses Food Scanner, the app also processes a temporary camera image of that meal.
- Billing records: payment status and transaction records entered by staff. The app does not store full payment-card numbers.
- Security and technical information: sign-in attempts, IP address, timestamps, audit records, session cookies, and server logs used to protect and operate the service.
We receive information from members, parents or guardians when applicable, gym staff, and activity performed through the app.
How we use information
We use information to authenticate accounts; provide and personalize coaching; display gender-specific team programming; prepare coach-reviewed nutrition and workout plans; track progress; communicate with members; manage classes and membership records; secure, troubleshoot, and improve the service; maintain backups; and comply with legal obligations.
How information is shared
Member information is available only as needed to the member, the assigned trainer, and the gym owner. We may also disclose information:
- to hosting, storage, security, and other service providers acting for GymPilot Systems, including Render;
- to OpenAI when the gym enables an assisted coaching feature. Coach-requested drafts may include fitness intake and dietary preferences. A member-requested Food Scanner analysis includes the meal image, daily macro targets, and dietary preferences, but not the member's name, email, or account number. Food Scanner results remain estimates that the member must review before saving;
- to Open Food Facts when a member requests a packaged-food barcode lookup. GymPilot Systems sends the barcode digits, not the member's name or account information. Open Food Facts data is community-provided and must be compared with the product label;
- to an external payment provider when a member chooses a configured payment link;
- when required by law, to protect safety or rights, or in connection with a business transfer; or
- with the member's additional direction or consent.
GymPilot Systems does not sell personal information and does not use personal information for cross-context behavioral advertising. Progress photos are not used publicly, in advertising, or on social media without a separate written release.
Cookies and tracking choices
The app uses an essential, secure session cookie to keep users signed in and protect account requests. It does not include third-party advertising trackers. Because GymPilot Systems does not track users across unrelated services, browser “Do Not Track” signals do not change the app's operation.
Retention and deletion
We retain active account information while it is needed for coaching and business operations. A Food Scanner camera image is kept privately only while the member reviews the estimate and is deleted when the member confirms or discards it; unfinished scans expire after 24 hours. Confirmed food names and estimated nutrition totals remain in the member's coaching record. When an owner permanently deletes a member, the app deletes that member's active database records and private uploaded files. Limited copies may remain temporarily in security logs or hosted backups; current Render disk snapshots are retained for up to seven days. We may retain records longer when reasonably necessary for legal, safety, accounting, or dispute purposes.
Security
GymPilot Systems uses HTTPS, hashed passwords, role-based access controls, private photo storage, CSRF protection, login-rate controls, audit records, security headers, and hosted backups. No online system can guarantee absolute security. If a reportable breach occurs, GymPilot Systems will provide notices required by applicable law. The FTC explains that its Health Breach Notification Rule can apply to many health and fitness apps.
Your choices and requests
Members may review and correct profile information with their trainer or the owner, decline optional photos, change their password, and request access, correction, deletion, or a copy of their information. Contact GymPilot Systems using the email below. We will verify the request before acting and will not discriminate against a member for exercising an applicable privacy right.
Children and minors
The app is not directed to children under 13. A member under 18 must have authorization from a parent or legal guardian and must complete any separate gym participation and liability documents required by the gym.
Changes to this policy
We may update this policy when the app or our practices change. Material changes will be posted here with a new effective date and may also be announced in the app. California guidance recommends conspicuous access to an app privacy policy; this policy is linked from every member-app page.
Contact
Privacy requests and questions: peakphysiquetransformations@gmail.com