Privacy Policy — Gympillar

If you are a parent, start here

Gympillar is the software your club uses. Your child's registration, medical notes and payments were given to the club, and the club decides what it collects and how long it keeps it. We hold that information on their behalf and act on their instructions.

So if you want to see, correct or delete what is held about your family, ask your club first — they can act on it immediately, and we would have to refer the request back to them anyway. If they do not respond, tell us through our contact form and we will help you reach them.

The two roles we play

This matters because it decides who you ask for what.

For a club's own account — the staff who sign in, the club's billing, and anyone who contacts us through this website — we decide what is collected and why. That part of this policy is ours.
For families and athletes registered with a club — we are a service provider. The club decides; we process on its instructions in order to run the service for it.

What we collect

From club staff

Name, email address, the role you hold, and your two-factor secret and recovery codes, which are stored encrypted. Passwords are stored as one-way hashes and cannot be read by us or recovered for you.

If you use Spot, the assistant built into the admin, we keep what you typed to it, along with how many requests it took and what they cost. A question is kept for 90 days, or 7 days for a coach, and then deleted. People put family names into that box without thinking about it, so type what you would be comfortable having kept. The Generate buttons beside form fields keep only a count of requests and what they cost.

From families, on behalf of the club

Guardian names, email addresses and phone numbers; athlete names, dates of birth and emergency contacts; and — where the club asks for it — medical and allergy information about a child, which is sensitive and is treated accordingly. Also registrations, attendance, invoices, payments and any waivers agreed to, including the exact version agreed and when.

We do not collect any of this from children directly. It comes from a parent or guardian registering, or from club staff entering it.

Payments

We never see or store card numbers. Card details go straight to Stripe. We keep what Stripe tells us about a payment: an amount, a status, the last four digits and an identifier. Where a club uses Interac e-Transfer reconciliation, we store the deposit notification emails it forwards to us — including the raw message — so a failed match can be investigated and corrected later.

Automatically

Server logs containing IP address, browser and the pages requested, kept for security and troubleshooting. Records of messages we send on a club's behalf — recipient, subject, the address it left as, and whether it was sent, skipped or failed.

Two tags, on this website only. The marketing pages at gympillar.com carry Google Analytics, which tells us which pages are read and where visitors came from, and the Meta pixel, which tells us whether people who saw our ads on Facebook or Instagram went on to visit, look at our prices, request or book a demo, or open a studio. The tags do not read what is typed into our forms: they report that one of those things happened, never the name, email or phone number in the request. The one page of the application that carries them is the page where a club owner creates a studio, and only once the studio exists — to count that a signup happened. Neither is loaded anywhere else in the application: not in the rest of the admin, not on any club's site, and not on the pages where a family signs in, pays or signs a document. The only cookies the service itself sets are the ones that keep you signed in and protect forms from cross-site request forgery; Google's and Meta's tags set their own on these marketing pages. There is no cookie banner; if you would rather not be counted, a content blocker stops both tags and nothing on the site depends on them.

Your rough location, on this website only. When you open a page at gympillar.com, our own server looks up the approximate town and country of your IP address, so the page can be worded for where you are: prices in US dollars and US payment methods for a visitor in the United States, or your town in an example. Your browser is never asked for your location. The lookup runs on our server against a database we hold; your address is not sent to anyone else for it, and neither the address nor the answer is stored. It can be wrong (a phone network or a VPN often places people a town or a country away), and choosing a currency on the pricing page overrides it. IP geolocation by DB-IP, used under CC BY 4.0.

Why we use it

To run the service a club is paying for — its classes, registers, invoices and website
To send the messages a club asks us to send its families, under that club's name
To answer a question or draft some wording when a club's staff ask the assistant or press a Generate button
To take payment for a club's own subscription
To keep accounts secure, investigate abuse and meet legal obligations
To support you when you write to us

We do not sell personal information, we do not share it for advertising, and we do not use it to train machine-learning models.

Who else processes it

These are the providers who handle personal information for us in order to make the service work. Each is bound to use it only for that purpose.

Hetzner Online GmbH — hosting for the application and its database (United States)
Stripe — card payments and club subscriptions (United States, Ireland)
Resend — sending email (United States)
Twilio — sending text messages, where a club has switched them on (United States)
JagCall — telephony for clubs provisioned with their own number (Canada)
Google — address lookup while an address is being typed, and Google Analytics on the marketing pages at gympillar.com (United States)
Meta Platforms — the Meta pixel on the marketing pages at gympillar.com, measuring our own advertising (United States, Ireland)
Google (Gemini API) — an AI service that answers or drafts when a club's staff use the assistant or a Generate button, and draws the picture for a program's cover photo (United States)
Anthropic (Claude API) — the other AI service that can answer or draft in the same way; it does not draw pictures (United States)
Cloudflare — DNS and certificate issuance for custom domains (United States)
FolioSign — electronic signature, where a club uploads documents to be signed (Canada)

The two AI services work differently from the rest, so here is exactly what they receive. Nothing is sent to them unless a member of a club's staff asks the assistant a question or presses a Generate button, and what is sent is only what is needed to produce the answer or the draft they asked for. That is the words they typed and, where the question is about the club's records, the club's own records they are allowed to open: classes and programs, invoices and payments, and the names, parent email addresses and phone numbers, children's names and dates of birth, the places they hold and what they were charged for the families they can see. A child's medical and allergy information, emergency contacts and health-card number are never sent, and a coach's assistant is not given money or other coaches' classes at all. The picture button sends a program's name, discipline, ages and the notes typed on the form.

We use these services only to answer the person who asked, and we do not send anything to them for any other purpose. Nothing a family does causes their information to be sent to either of them, and a club's staff can use the whole product without ever using the assistant.

We may also disclose information where the law requires it, or to establish or defend a legal claim.

Where it is stored, and what that means

Gympillar is built and run in Canada, and the servers it runs on are in the United States. Your club's data and your families' data are stored and processed there, and some of the providers above are located there too.

We are telling you plainly because it has a consequence: while information is in another country, it is subject to that country's laws, and may be accessible to its courts and law enforcement under their legal processes, regardless of the protections that apply in Canada. Canadian privacy law permits this and requires that you be told about it, which is what this section is for.

How long we keep it

For as long as the club's account is open, because that is what the club is using it for. After an account ends, we keep the club's records for 90 days so they can be exported, then delete them.

Two things outlive that. Financial records are retained for as long as tax law requires. Records showing that somebody asked us to stop texting them are kept indefinitely, because the only way to honour an opt-out permanently is to remember it.

How it is protected

Everything travels over HTTPS, and the database is on a private network
Two-factor authentication is mandatory for every club owner and administrator
Access tokens, integration secrets and two-factor secrets are encrypted at rest
Every query is scoped to a single club, so one club cannot read another's families
A staff member sees only what their role allows — a coach sees only the classes they teach, not the whole club's children

No system is perfect. If a breach affects you and creates a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada as the law requires.

Your rights

You may ask us for a copy of what we hold about you, ask us to correct it, ask us to delete it, or withdraw a consent you gave. Ask through our contact form. We will respond within 30 days.

If your request is about a family registered with a club, see the first section — the club holds that decision, and we will pass you to them.

If you are not satisfied with how we have handled a privacy question, you may complain to the Office of the Privacy Commissioner of Canada, or to your province's commissioner.

Changes

If we change this policy materially, we will email the address on each club's account and update the date at the top of this page.

Reaching us

Clickwebstudio Technologies Inc. Privacy questions go through our contact form.