Privacy Policy

GymBooks is operated by Apex Signature Solutions, LLC.

This Privacy Policy explains how information is collected, used, stored, and disclosed when you use GymBooks. Apex Signature Solutions, LLC acts as the data controller for the personal information described below.

1. Information We Collect

Depending on how you use GymBooks, we may collect:

Account Information

• name
• email address
• authentication information
• role and membership information
• business or location affiliation

Business and Accounting Information

GymBooks may process information provided by you or connected services, including:

• transactions
• sales and revenue information
• settlement information
• taxes
• fees
• account mappings
• deposit information
• reconciliation information
• audit and approval history

Integration Information

When you connect supported services such as QuickBooks Online, GymBooks may process identifiers and authorization information required to maintain the connection.

Sensitive authentication credentials and tokens are handled through protected server-side systems and are not intended to be exposed through client-facing interfaces.

Billing Information

Payment and subscription information may be processed by our billing provider.

GymBooks may receive information such as:

• customer identifiers
• subscription identifiers
• plan
• payment status
• renewal dates
• billing email
• transaction identifiers

GymBooks does not need to store full payment-card details.

Technical Information

We may collect technical information such as:

• device/browser information
• application logs
• IP address
• authentication activity
• security events
• error information

2. How We Use Information

We use information to:

• provide GymBooks;
• authenticate users;
• enforce role and location access;
• process transactions and settlements;
• support QuickBooks integrations;
• provide billing and subscription functionality;
• maintain audit history;
• detect fraud or security issues;
• troubleshoot and improve the service;
• communicate service-related information;
• comply with legal obligations.

We process this information to perform our contract with you, to pursue our legitimate interests in securing and improving the service, to comply with legal obligations, and, where required, with your consent.

3. Sharing of Information

We may share information with service providers necessary to operate GymBooks, including providers supporting:

• hosting and application infrastructure;
• authentication;
• payment and subscription processing, including Paddle.com as Merchant of Record for sales, subscription management, payments, tax compliance and invoicing;
• transactional email;
• accounting integrations;
• security and monitoring;
• professional advisers, such as legal and accounting advisers.

We do not sell customer business information to advertisers.

We may disclose information if required by law or reasonably necessary to protect rights, security, or prevent fraud.

4. QuickBooks and Other Integrations

If you connect QuickBooks Online or another third-party service, information may be exchanged as necessary to provide the requested integration.

Third-party services are governed by their own terms and privacy policies.

5. Data Security

We use administrative, technical, and organizational safeguards intended to protect customer information.

These include role-based access controls, server-side authorization, protected credentials, secure authentication, and audit controls.

No electronic system can guarantee absolute security.

6. Data Retention

We retain information for as long as reasonably necessary to provide the service, comply with legal or accounting obligations, maintain legitimate business records, resolve disputes, and enforce agreements. Information that is no longer needed for those purposes is deleted or anonymized.

7. User Choices and Rights

Depending on your location, you may have rights concerning access, correction, deletion, restriction, or portability of certain personal information, as well as the right to object to processing, withdraw consent, and complain to a supervisory authority.

Requests may be submitted through the GymBooks Contact page.

Certain records may need to be retained for legal, security, fraud-prevention, financial, or audit purposes.

8. Cookies and Similar Technologies

GymBooks may use cookies or local storage necessary for authentication, security, session management, preferences, and application functionality. You can manage or clear cookies through your browser settings, though essential cookies are required for sign-in to work.

9. Children's Privacy

GymBooks is intended for business users and is not directed to children.

10. International Processing

Service providers may process data in jurisdictions different from your own. Where required, appropriate safeguards may be used.

11. Changes to this Policy

We may update this Privacy Policy periodically. The effective date will be updated when material changes are made.

12. Contact

Privacy questions or requests may be submitted through the GymBooks Contact page.