Privacy Policy

This Privacy Policy describes how Panta ("Panta", "we", "us", or "our") collects, uses, discloses, and protects information when you use our gym management software and related websites, applications, and services (collectively, the "Service"). By using the Service, you agree to the collection and use of information in accordance with this policy.

Panta acts as a data controller for information we collect about our customers (gym and studio operators who subscribe to the Service) and as a data processor for personal information that those customers upload about their own members and staff. Where Panta acts as a processor, the customer is the controller and their own privacy notice governs how that data is handled.

1. Information we collect

We collect the following categories of information:

• Account information. When you register for the Service we collect your name, email address, password (stored in hashed form), business name, phone number, and billing details.
• Customer content. Information you upload or generate while using the Service, including member profiles, class schedules, attendance records, notes, and communications.
• Payment information. When you or your members make payments, our payment processor collects card details and related billing information on our behalf. Panta does not store full card numbers; we retain only tokenized identifiers and transaction metadata.
• Usage data. Information about how you interact with the Service, such as pages viewed, features used, referring URLs, timestamps, device type, browser type, operating system, and IP address.
• Cookies and similar technologies. We use cookies, local storage, and similar technologies to maintain sessions, remember preferences, and understand usage patterns. See Section 4 for details.
• Communications. Records of messages you send to us, including support requests, feedback, and sales inquiries.

2. How we use information

We use the information we collect to:

• Provide, operate, maintain, and improve the Service;
• Create and manage your account and authenticate your access;
• Process payments, subscriptions, and renewals;
• Send transactional communications such as receipts, security alerts, and service notifications;
• Provide customer support, diagnose technical issues, and respond to your inquiries;
• Monitor and analyze usage, trends, and activity to understand and improve the Service;
• Detect, prevent, and address fraud, abuse, and security incidents;
• Comply with legal obligations, enforce our agreements, and protect the rights, property, or safety of Panta, our customers, and others;
• With your consent, send marketing communications about new features and offerings. You can opt out at any time via the unsubscribe link in those messages.

3. Legal bases for processing

If you are located in the European Economic Area, United Kingdom, or another jurisdiction with a similar framework, we process your personal information on the following legal bases: performance of a contract with you; our legitimate interests in operating and improving the Service (where not overridden by your rights); compliance with legal obligations; and your consent, where applicable.

4. Cookies and tracking

We use strictly necessary cookies to operate the Service (for example, to keep you logged in), and analytics cookies to understand how the Service is used so we can improve it. Most browsers let you control cookies through their settings. Disabling strictly necessary cookies may prevent parts of the Service from functioning correctly.

5. Sharing and third parties

We share personal information only in the following circumstances:

• Service providers and sub-processors. We work with trusted third parties that help us operate the Service, including cloud infrastructure providers, payment processors, email delivery providers, analytics providers, and customer support tools. These providers are contractually bound to process personal information only on our instructions and to appropriate security standards.
• Business transfers. If Panta is involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.
• Legal requirements. We may disclose information if required to do so by law, legal process, or a valid government request, or if we believe disclosure is necessary to protect the rights, property, or safety of Panta, our customers, or others.
• With your consent. We may share your information for other purposes with your consent or at your direction.

We do not sell personal information, and we do not share it with third parties for their own marketing purposes without your consent.

6. International data transfers

Panta operates globally, which means personal information may be transferred to, stored in, and processed in countries other than the one in which you reside. When we transfer personal information from the European Economic Area, United Kingdom, or Switzerland to a country that has not been deemed to provide an adequate level of protection, we rely on appropriate safeguards, such as the European Commission's Standard Contractual Clauses.

7. Data retention

We retain personal information for as long as necessary to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements. Retention periods vary based on the type of data and the purpose for which it is processed. When your account is closed, we will delete or anonymize personal information within a reasonable period, except where we are required to retain it for legal, tax, or accounting reasons.

8. Security

We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, and destruction. These include encryption in transit and at rest, access controls, least-privilege practices, monitoring, and regular reviews. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your rights and choices

Depending on your location, you may have the following rights with respect to your personal information:

• Access to the personal information we hold about you;
• Correction of inaccurate or incomplete information;
• Deletion of personal information, subject to certain exceptions;
• Restriction of or objection to certain processing activities;
• Portability of information you have provided to us, in a machine-readable format;
• Withdrawal of consent, where processing is based on consent.

To exercise these rights, contact us using the details in Section 12. If you are a member or staff member of a gym that uses Panta, please direct requests to that gym, which is the controller of your information. We will assist our customer in responding to your request.

You also have the right to lodge a complaint with a supervisory authority in your jurisdiction.

10. Children's privacy

The Service is not directed to children under the age of 16, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will take steps to delete such information.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by posting a notice on the Service before the changes take effect. The "Last updated" date at the top of this policy indicates when it was most recently revised.

12. Contact us

If you have questions about this Privacy Policy or our privacy practices, please contact us at privacy@panta.app.