Privacy Policy
This Privacy Policy explains how Cloud Studio Manager (“CSM”, “we”, “us”, or “our”) collects, uses, and shares information when you use our gym and studio management platform (the “Service”). It applies to gym owners and staff who use CSM to operate their business (“Customers”), to the members and clients of those gyms (“Members”), and to anyone who visits our marketing website.
Roles: Controller and Processor
When you sign up for a CSM account to run your business, you are the controller of the Member data you upload, collect, and process through the Service, and we act as your processor (or service provider) with respect to that data. When we collect data directly from you to operate, secure, and improve the Service itself, we act as the controller of that data.
Information We Collect
Account information
When you create a Customer account, we collect your name, email, phone number, business name, business address, and billing information. When you sign up as a Member of a gym that uses CSM, the gym may collect contact information, emergency contacts, waivers, intake forms, payment information, attendance, membership status, and workout-related information on your behalf.
Payment information
Payment card details are submitted directly to our payment processors and tokenized; we do not store full card numbers on our systems.
Usage and device data
We automatically collect information about how you use the Service, including IP address, browser type, device identifiers, pages and features accessed, timestamps, and referring URLs. We use cookies and similar technologies for authentication, security, preferences, and analytics.
Health and fitness information
If your gym uses our workout tracking, AI workout planner, or related features, we may process information about your workouts, performance, scoring, and goals. This information is processed on behalf of the gym you are a member of.
Communications
If you contact us for support, we collect the contents of your messages and any attachments you include.
How We Use Information
We use information to: provide, operate, and maintain the Service; authenticate users and protect against fraud and abuse; process payments and send invoices; respond to support requests; send service-related communications and, with consent where required, marketing messages; generate aggregated analytics and improve the Service; and comply with legal obligations.
AI Features
Some features of the Service rely on third-party large language model providers to generate workouts, summaries, or other content. When you or your staff use these features, the prompts and relevant context (which may include limited Customer Data) are sent to those providers solely to produce the requested output. We do not permit those providers to use Customer Data to train their models.
How We Share Information
With your gym
If you are a Member, the gym you belong to has access to the data they collect about you through CSM.
Service providers
We share information with vendors who perform services on our behalf, including hosting (Vercel, MongoDB Atlas), payment processing, email and SMS delivery, analytics, error monitoring, customer support tooling, and AI providers. These vendors are contractually required to use information only to provide their services to us.
Legal and safety
We may disclose information if we believe in good faith that disclosure is required by law, legal process, or to protect the rights, property, or safety of CSM, our users, or others.
Business transfers
If we are involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction; we will notify affected users where required by law.
We do not sell personal information, and we do not share it for cross-context behavioral advertising.
Cookies
We use cookies and similar technologies to keep you logged in, remember preferences, maintain security, and understand aggregate usage. You can control cookies through your browser settings; disabling some cookies may limit functionality of the Service.
Data Retention
We retain Customer Data for as long as the related Customer account is active and as needed to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements. When a Customer account is terminated, we make Customer Data available for export for a limited period and then delete or de-identify it, except where retention is required by law.
Security
We use administrative, technical, and physical safeguards designed to protect information against unauthorized access, alteration, disclosure, and destruction. These include encryption in transit, role-based access controls, multi-tenant data isolation, and ongoing monitoring. No method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.
Your Rights
Depending on where you live, you may have rights under applicable law to access, correct, delete, or restrict processing of your personal information, to data portability, and to object to certain processing. If you are a Member of a gym that uses CSM, please direct these requests to your gym, since they are the controller of your information; we will support them in fulfilling your request. If you are a Customer, you can exercise these rights by contacting us at the email address below.
We will not discriminate against you for exercising these rights.
International Users
CSM is operated from the United States. If you access the Service from outside the United States, you understand that your information may be transferred to, stored, and processed in the United States and other countries where our service providers operate, which may have data protection laws different from those in your country.
Children
The Service is not directed to children under 13, and we do not knowingly collect personal information directly from children under 13. Gyms that allow minors to participate in programs are responsible for obtaining any required parental consent before adding minors as Members in CSM.
Third-Party Sites and Integrations
The Service may link to or integrate with third-party sites and services that we do not control. This Policy does not apply to those services; we encourage you to review their privacy policies before sharing information with them.
Changes to This Policy
We may update this Policy from time to time. If we make material changes, we will notify you by email or through the Service. The “Last updated” date at the top reflects the most recent revision.
Contact Us
For privacy questions or to exercise your rights, contact us at [email protected].