Privacy Policy
3680 NE Akin Drive #122, Lee's Summit, MO 64064
Table of Contents
1. Introduction
Total Body Fitness ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website at totalbodyfitnesskc.com and when you become a member or use our fitness facility and services.
By using our website, facility, or services, you consent to the data practices described in this Privacy Policy. If you do not agree with this Privacy Policy, please do not use our website or services.
Our Commitment: We collect only the information necessary to provide you with excellent service, maintain facility security, process payments, and communicate with you about your membership. We do not sell your personal information to third parties.
2. Information We Collect
2.1 Member Information
When you sign up for a membership, we collect:
- Personal Identification: Full name, date of birth, physical address, email address, phone number, and government-issued ID (for verification purposes)
- Emergency Contact Information: Name and phone number of your emergency contact
- Membership Details: Membership type, start date, billing information, and membership status
- Health Information (Optional): Medical conditions, physical limitations, or health concerns you choose to disclose to ensure safe facility use
- Profile Photo: Identification photo for member verification and facility access
2.2 Payment Information
We collect payment information including credit/debit card details and bank account information for recurring membership billing. This information is processed securely through our third-party payment processor and is not stored on our servers.
2.3 Facility Access Data
We collect information about your facility usage, including:
- Date and time of facility entry and exit
- Access method (key fob, access code, biometric data if applicable)
- Facility areas accessed
- Equipment usage logs (if applicable)
2.4 Communications
We collect information from your communications with us, including emails, phone calls, text messages, and in-person conversations with staff.
2.5 Video Surveillance
Our facility is equipped with 24-hour video surveillance for safety and security purposes. Video recordings capture your image and activities within the facility. See Section 6 for more details.
2.6 Website Usage Information
When you visit our website, we automatically collect certain information, including:
- IP address and browser type
- Pages visited and time spent on pages
- Referring website addresses
- Device information and operating system
- Cookies and similar tracking technologies (see Section 12.2)
3. How We Use Your Information
We use the information we collect for the following purposes:
Membership Management
- Processing membership applications and renewals
- Managing your member account and access privileges
- Providing customer service and responding to inquiries
- Sending important account notifications and policy updates
Payment Processing
- Processing recurring membership payments
- Sending payment reminders and receipts
- Managing failed payments and account collections
- Detecting and preventing payment fraud
Facility Operations & Safety
- Controlling facility access and preventing unauthorized entry
- Monitoring facility usage to maintain equipment and cleanliness
- Ensuring member and staff safety through video surveillance
- Responding to emergencies and contacting emergency contacts when necessary
- Investigating incidents, accidents, or policy violations
Communications
- Sending important facility notifications (closures, schedule changes)
- Providing access codes and entry instructions
- Responding to your questions and support requests
- Sending promotional offers and updates (with your consent)
Legal Compliance
- Complying with legal obligations and regulations
- Enforcing our membership agreements and facility policies
- Protecting our rights and property
- Responding to legal processes and government requests
4. SMS Text Messaging
Important: Consent to receive SMS text messages is completely optional and is not required as a condition of membership.
4.1 SMS Program Overview
We offer an optional SMS text messaging service to help you stay informed about your membership. If you opt in to receive text messages, we will send you:
- Payment reminders and confirmations
- Failed payment alerts
- Account status updates
- Facility access codes and entry instructions
- Emergency facility closures
- Important policy updates
- Promotional offers and special events (if you consent to marketing messages)
4.2 Message Frequency and Costs
Message Frequency: Approximately 2-12 messages per month, depending on your account activity and consent preferences.
Costs: We do not charge for text messages. However, message and data rates may apply from your mobile carrier.
4.3 How to Opt-Out
You can stop receiving text messages at any time by:
- Replying STOP to any text message from us
- Calling us at (816) 403-4910
- Emailing us at [email protected]
- Managing your preferences in your member portal
4.4 SMS Data Collection
When you opt in to SMS messaging, we collect and store:
- Your mobile phone number
- Consent timestamp and method
- Message delivery status
- Opt-out requests and dates
Third-Party SMS Provider: We use Twilio Inc. to deliver text messages. Twilio's privacy policy is available at https://www.twilio.com/legal/privacy. Twilio processes your phone number solely to deliver messages on our behalf and does not use your information for their own purposes.
For complete SMS terms and conditions, visit: totalbodyfitnesskc.com/sms-terms
5. Payment Information
We collect payment information to process your membership fees and any additional services you purchase. This includes credit card numbers, debit card numbers, bank account information, and billing addresses.
Payment Security
We do not store complete credit card or bank account numbers on our servers. Payment information is processed and securely stored by our PCI-DSS compliant payment processor. We retain only the last four digits of your payment card for identification purposes and to send you payment confirmations.
Payment Processor: We use third-party payment processors to handle all payment transactions. These processors are certified as compliant with Payment Card Industry Data Security Standards (PCI-DSS) and are required to maintain the security of your payment information.
Authorization for Recurring Payments: By providing payment information, you authorize us to charge your payment method on a recurring basis according to your membership agreement terms. You can update or cancel your payment method at any time through your member portal or by contacting us.
6. Video Surveillance
Notice: Our facility is under 24-hour video surveillance for the safety and security of our members and staff.
6.1 Purpose of Surveillance
We use video surveillance cameras for the following purposes:
- Deterring crime, theft, and vandalism
- Protecting the safety of members and staff
- Investigating accidents, injuries, or disputes
- Enforcing facility rules and membership policies
- Monitoring facility operations and maintenance needs
6.2 Camera Locations
Cameras are located throughout the facility including entrances, exits, workout areas, and common spaces. Cameras are not placed in private areas such as restrooms, locker rooms, or changing areas.
6.3 Video Retention and Access
Video recordings are retained for approximately 30-90 days and then automatically deleted unless needed for investigation, legal proceedings, or insurance claims. Access to video recordings is limited to authorized personnel only.
Video footage may be shared with law enforcement in response to a valid legal request or when we believe disclosure is necessary to protect the rights, property, or safety of our members, staff, or others.
7. Third-Party Service Providers
We share your information with trusted third-party service providers who assist us in operating our business and providing services to you. These providers are contractually obligated to protect your information and use it only for the purposes we specify.
7.1 Membership Management Platform
GymMaster: We use GymMaster as our membership management system. GymMaster processes and stores your member information, including personal details, payment information, access logs, and membership status. GymMaster's privacy policy is available at their website.
7.2 Payment Processors
We use PCI-DSS compliant payment processors to handle all credit card, debit card, and ACH transactions. These processors encrypt and securely store your payment information.
7.3 SMS Messaging Provider
Twilio Inc.: We use Twilio to deliver SMS text messages to members who opt in to receive them. Twilio processes your mobile phone number and message content solely to deliver messages on our behalf.
7.4 Email Communications
We may use email service providers (such as Mailchimp, Constant Contact, or similar) to send marketing emails, newsletters, and promotional offers to members who have consented to receive them.
7.5 Analytics and Website Services
We use website analytics tools (such as Google Analytics) to understand how visitors use our website and improve user experience. These tools may collect information about your browsing behavior using cookies and similar technologies.
7.6 Other Disclosures
We may also disclose your information:
- To comply with legal obligations, court orders, or government requests
- To enforce our membership agreements and facility policies
- To protect the rights, property, or safety of Total Body Fitness, our members, or others
- In connection with a merger, sale, or transfer of our business assets
- With your consent or at your direction
We do not sell your personal information to third parties for their marketing purposes.
8. Data Security
We implement reasonable administrative, technical, and physical security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction.
8.1 Security Measures
- Secure SSL/TLS encryption for data transmission
- Encrypted storage of sensitive information
- Restricted access to personal information (need-to-know basis)
- Regular security audits and updates
- Employee training on data privacy and security
- Secure facility access controls and video surveillance
8.2 Limitations
While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information. You are responsible for maintaining the confidentiality of your account login credentials and for all activities that occur under your account.
If you suspect unauthorized access to your account or personal information, please contact us immediately at (816) 403-4910 or [email protected].
9. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.
Retention Periods
- Active Member Data: Retained for the duration of your membership plus 7 years for legal and tax purposes
- Payment Records: Retained for 7 years to comply with financial recordkeeping requirements
- Video Surveillance: Retained for 30-90 days unless needed for investigation or legal purposes
- Access Logs: Retained for 2 years for security and operational purposes
- Marketing Consent Records: Retained until you withdraw consent, plus 3 years to document compliance
- Legal Documents: Membership agreements, waivers, and signed documents retained for 7 years after membership ends
After the retention period expires, we will securely delete or anonymize your information so that it can no longer be associated with you.
10. Your Rights and Choices
You have the following rights regarding your personal information:
10.1 Access and Correction
You have the right to access and update your personal information. You can view and edit most of your information through your member portal or by contacting us at (816) 403-4910.
10.2 Data Portability
You can request a copy of your personal information in a structured, machine-readable format. Contact us at [email protected] to request your data.
10.3 Deletion
You can request deletion of your personal information. However, we may retain certain information as required by law or for legitimate business purposes (e.g., financial records, legal agreements, or to defend legal claims). To request deletion, contact us at [email protected].
10.4 Marketing Communications
You can opt out of receiving marketing communications from us at any time:
- Email: Click the "unsubscribe" link in any marketing email
- SMS: Reply STOP to any marketing text message
- Phone: Call us at (816) 403-4910 to update your preferences
Note: Even if you opt out of marketing communications, we will still send you transactional messages related to your membership (e.g., payment confirmations, account alerts).
10.5 Cookie Preferences
You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our website.
11. Children's Privacy
Our services are not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16 without parental consent.
Members Ages 16-17: Individuals between the ages of 16 and 17 may join with parental or legal guardian consent. The parent or guardian must sign the membership agreement and liability waiver on behalf of the minor and is responsible for the minor's account.
If you believe we have inadvertently collected information from a child under 16 without proper parental consent, please contact us immediately at [email protected] so we can delete the information.
12. Website-Specific Information
12.1 Comments
When visitors leave comments on our website, we collect the data shown in the comments form, as well as the visitor's IP address and browser user agent string to help with spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to display your profile picture. The Gravatar service privacy policy is available at https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public.
12.2 Cookies
Our website uses cookies to enhance your browsing experience. Cookies are small text files stored on your device that help us remember your preferences and understand how you use our website.
Types of Cookies We Use:
- Essential Cookies: Required for website functionality (e.g., login sessions)
- Preference Cookies: Remember your settings and preferences
- Analytics Cookies: Help us understand how visitors use our website
- Marketing Cookies: Track visitors across websites for advertising purposes
Cookie Details:
- If you leave a comment, cookies may store your name, email, and website for convenience (last 1 year)
- Login cookies save your authentication information (last 2 days)
- Screen options cookies remember your display preferences (last 1 year)
- If you select "Remember Me," your login persists for 2 weeks
- Editing cookies track recent post edits (expires after 1 day)
You can control and delete cookies through your browser settings. Visit www.aboutcookies.org for instructions on managing cookies in different browsers.
12.3 Embedded Content
Our website may include embedded content from other websites (e.g., YouTube videos, social media posts, or maps). This embedded content behaves as if you visited those websites directly.
These third-party websites may collect data about you, use cookies, embed additional tracking, and monitor your interaction with embedded content, especially if you have an account and are logged in to those websites.
12.4 Media Uploads
If you upload images to our website, avoid uploading images with embedded location data (EXIF GPS). Visitors may be able to download and extract location data from images on the website.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by:
- Posting the updated Privacy Policy on our website with a new "Last Updated" date
- Sending an email notification to your registered email address
- Posting a notice on our website or in our facility
Your continued use of our services after the effective date of the revised Privacy Policy constitutes your acceptance of the changes. We encourage you to review this Privacy Policy periodically.
You can always access the current version of this Privacy Policy at: totalbodyfitnesskc.com/privacy-policy
14. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Total Body Fitness
3680 NE Akin Drive #122
Lee's Summit, MO 64064
Phone: (816) 403-4910
Email: [email protected]
Website: totalbodyfitnesskc.com
Hours: 24/7 Facility Access (Staff available during business hours)
We will respond to your inquiry within 30 days.
Acknowledgment
By using our website, facility, or services, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.
© 2024 Total Body Fitness. All rights reserved.