Privacy Policy

1. Who we are

Fitbase is WhatsApp automation software for personal trainers and training studios, built and operated by Joiin Flow (Pty) Ltd, a company registered in South Africa.

When we say “Fitbase”, “we”, “us”, or “our” in this policy, we mean Joiin Flow (Pty) Ltd.

When we say “you”, we mean a trainer or training studio using Fitbase (a “Customer”), or a client messaging a Customer’s WhatsApp number (a “Client”).

2. Our commitment to your privacy

This policy explains what personal information we collect, why we collect it, how we use it, and your rights in relation to it.

We comply with the Protection of Personal Information Act 4 of 2013 (POPIA) and, where applicable, the General Data Protection Regulation (GDPR).

3. Information we collect

3.1 Customers using Fitbase Agent

If you run Fitbase Agent (our WhatsApp automation for personal trainers), we process:

• Your WhatsApp Business number and trainer contact details
• Conversations between your WhatsApp number and clients who message you, which may be reviewed and used to improve our AI models
• Session, package, pricing, and calendar information you provide so Fitbase Agent can reply and schedule on your behalf

3.2 Clients messaging a Customer's number

If you message a trainer's WhatsApp number that runs Fitbase Agent, we process:

• Your phone number and the content of your conversation
• Any session bookings, cancellations, or reschedules you make through the chat

3.3 Information we collect automatically

• Log data (IP addresses, access times, pages visited)
• Cookies and similar technologies to keep you signed in and understand how Fitbase is used

4. How we use your information

4.1 To provide the service

• Operating Fitbase Agent so it can reply to clients and manage bookings
• Storing your session types, packages, pricing, and calendar availability
• Notifying you of new messages and bookings

4.2 To improve Fitbase

• Reviewing Fitbase Agent conversations to improve reply quality and accuracy
• Diagnosing technical issues

4.3 To comply with legal obligations

Meeting our obligations under POPIA and other applicable legislation, and responding to lawful requests from authorities.

5. How we share your information

We do not sell your personal information. Ever.

We share information only in the following circumstances:

5.1 Service providers

We use trusted third-party providers to help us deliver Fitbase, including:

• Supabase: database, authentication, and storage
• Vercel: platform hosting
• Anthropic (Claude): natural-language conversation handling
• Meta / WhatsApp Business API: messaging infrastructure for Fitbase Agent

All service providers are bound by data processing agreements and may only use your information to provide services to us.

5.2 With the Customer whose number you messaged

If you message a trainer’s WhatsApp number through Fitbase, your message and conversation are shared with that trainer, which is the same as messaging them directly.

5.3 Legal requirements

We may disclose information if required to do so by law or in response to a valid legal process.

5.4 Business transfers

If Joiin Flow is acquired or merges with another company, your information may be transferred as part of that transaction. We will notify you before this happens.

6. Data retention

We retain your information for as long as your account is active or as needed to provide the service.

If you delete your account:

• Your account data is deleted within 30 days
• Fitbase Agent conversation logs are deleted within 90 days

You may request early deletion of your data by contacting us at privacy@joiinflow.com.

7. Data security

We implement appropriate technical and organisational measures to protect your information, including:

• Encryption of data in transit (TLS) and at rest
• Access controls limiting who can access your data within our team
• Secure third-party infrastructure providers

No method of transmission over the internet is 100% secure. We cannot guarantee absolute security but we take reasonable steps to protect your information.

8. Your rights

Under POPIA, you have the right to:

• Access: request a copy of the personal information we hold about you
• Correction: request that we correct inaccurate information
• Deletion: request that we delete your information (subject to legal retention requirements)
• Objection: object to the processing of your information for direct marketing
• Complaint: lodge a complaint with the Information Regulator of South Africa

To exercise any of these rights, contact us at privacy@joiinflow.com. We will respond within 30 days.

Information Regulator of South Africa
Website: www.inforegulator.org.za
Email: inforeg@justice.gov.za

9. Cookies

We use cookies on Fitbase for:

• Essential functionality (keeping you signed in)
• Analytics (understanding how people use Fitbase)
• Performance (improving load times)

You can control cookies through your browser settings. Disabling essential cookies may affect your ability to use Fitbase.

10. Children

Fitbase is not directed at children under 18. We do not knowingly collect personal information from children. If you believe a child has provided us with their information, please contact us immediately.

11. Changes to this policy

We may update this policy from time to time. When we make significant changes, we will notify you by email or through a notice on Fitbase. The date at the top of this policy shows when it was last updated.

12. Contact us

If you have any questions about this privacy policy or how we handle your information:

Joiin Flow (Pty) Ltd
Email: privacy@joiinflow.com
Website: www.fitbase.co.za