PT Organizer | Privacy Policy

1 | Introduction

PT Organizer (“we”, “our”, or “us”) respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you use the PT Organizer mobile application (“App”).
PT Organizer is a trademark owned by Osirix FZE. The PT Organizer application and user data are managed by PayPTPro LLC (“PayPTPro”). Osirix FZE maintains access to systems for support and development purposes, but all user data is managed by PayPTPro LLC and will not be migrated outside of the established systems without explicit notification to users.
This Privacy Policy should be read in conjunction with our Terms of Service.

2 | Information We Collect

2.1 Personal Information
• Name, email address, and phone number
• Date of birth and gender
• Profile photos
• Training address and location data
• Payment information (processed securely through Stripe)
• Instagram username (optional)
2.2 Workout and Health Data
• Exercise records and workout history
• Body measurements and fitness goals
• Progress photos
• Personal training session history
2.3 Usage Data
• App usage statistics and patterns
• Device information including unique device identifiers (Device ID)
• Login records and session information
• Calendar preferences and settings
• Transaction records including which device was used for session requests, purchases, payments, reschedules, and cancellations
Device IDs are collected for several security and operational purposes:
1. To prevent the creation of multiple user accounts
2. To maintain a secure record of which device was used for important transactions and account activities
3. To provide evidence in payment dispute cases, including chargebacks processed through Stripe
4. To enforce our single-device policy (signing in on a new device will automatically sign you out from any other device)
This device tracking helps protect both personal trainers and clients by providing an audit trail for all significant actions taken within the app and helps maintain the security of user accounts.

3 | How We Use Your Information

3.1 Essential Services
• Facilitating personal training sessions
• Processing payments through Stripe
• Matching clients with personal trainers
• Managing workout scheduling and tracking
• Recording exercise progress and measurements
3.2 App Improvement
• Analyzing usage patterns to improve features
• Troubleshooting technical issues
• Enhancing user experience
3.3 Communication
• Sending session notifications
• Processing booking requests
• Payment confirmations
• Important service updates

4 | Data Sharing and Third Parties

4.1 Service Providers
• Stripe for payment processing
• AWS for cloud hosting and storage
• Other technology providers for app functionality
4.2 Marketing and Analytics
• Current Practice: We do not currently sell your personal data to third-party marketing companies or advertisers.
• Future Marketing: We may in the future use anonymized, aggregated data for marketing analytics, advertising, or similar commercial purposes. This would only include de-identified information that cannot be reasonably linked back to individual users.
• Opt-Out Rights: Should our practices change to include sharing anonymized data for marketing purposes, we will update this policy and provide appropriate opt-out mechanisms where required by applicable law.
4.3 Personal Trainers and Clients
• Workout data shared after session completion only
• Session scheduling information
• Progress tracking and measurements
• Profile information necessary for training services
• Transaction records with Stripe payment details
• PTs can view all client payments and refunds
• Clients can view their own payments and refunds
4.4 Legal Requirements
• Compliance with applicable laws
• Response to legal requests
• Protection of legal rights

5 | Data Security

We implement industry-standard security measures to protect your personal information:
5.1 AWS Security Infrastructure
• All data is hosted on Amazon Web Services (AWS) secure cloud infrastructure
• AWS provides multiple layers of operational and physical security
• We utilize AWS encryption services for data in transit and at rest
• AWS Shield protection against DDoS attacks
• Regular security updates and patches
• Restricted access controls and VPC (Virtual Private Cloud) isolation
• Compliance with multiple security standards and certifications
5.2 Personnel Security Measures
• All Osirix FZE and PayPTPro LLC personnel with system access have signed comprehensive Non-Disclosure Agreements (NDAs)
• Staff receive regular security awareness training
• Strict access control policies limit data access to authorized personnel only
• Role-based permissions ensure staff can only access data necessary for their job functions
• Regular security audits of personnel access
5.3 Encryption of Sensitive Data
• Secure payment processing through Stripe
• Regular security audits
• Access controls and authentication measures
5.4 Data Retention
All data in PT Organizer is retained indefinitely, including:
• Account information
• Session and workout history
• Payment records (also maintained as required by law)
• Measurement data and progress tracking
• User content and settings
Data is not deleted when accounts are deactivated. If you reactivate your account, all your previous data will remain accessible.

6 | Your Rights

You have the right to:
• Access your personal data
• Correct inaccurate data
• Deactivate your account
• Withdraw consent
• File a complaint with regulatory authorities

6.1 California Residents’ Rights
If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), including:
• The right to know what personal information we collect about you
• The right to know whether your personal information is sold or disclosed and to whom
• The right to opt out of the sale of personal information (note that we do not currently sell personal information)
• The right to non-discrimination for exercising your CCPA rights
To exercise your California privacy rights, please contact us using the information provided in the “Contact Us” section.
Note: Due to financial record-keeping requirements, account data cannot be permanently deleted or exported.
6.2 Children’s Privacy
We do not knowingly collect data from children under 16. If we learn we have collected such data, we will delete it promptly.
6.3 International Data Transfers
Your data is stored and processed on AWS servers in the United States. By using the App, you consent to this storage location. While your data remains on US-based systems and is not transferred outside these systems, it may be accessed remotely by authorized Osirix FZE personnel for support and development purposes. We ensure appropriate safeguards are in place for such access in accordance with applicable law.
6.4 Changes to This Policy
We may update this policy periodically. We will notify you of significant changes through the App or email.
6.5 Contact Us
For privacy-related inquiries:
• Email: privacy@pt-organizer.com
• Address: PayPTPro LLC, 30 N Gould St Ste R, Sheridan, WY 82801, United States

7 | Specific Features and Privacy

7.1 Calendar Visibility
• PTs control calendar visibility to clients
• Clients can only view available time slots when enabled by PT
7.2 QR Code Matching and Trial Sessions
• QR codes used only for secure trainer-client matching
• Trial session data is temporary and unassigned to any client
• Trial data is deleted if client chooses not to match
• Personal information only collected after successful matching
7.3 Progress Photos
• Both personal trainers and clients can add progress photos to a client’s profile
• All photos are encrypted and stored securely
• Photos are only visible to the matched personal trainer and the client themselves
• No other users can access these photos
• Progress photos will never be used for marketing purposes
• Photos remain in the system until manually deleted by either party
• If client and PT unmatch, the photos remain accessible to the client but are no longer visible to the PT
• Subject to the terms outlined in the Progress Photo Feature section of our Terms of Service
7.4 Location Data
• Location data is collected using Mapbox services to complete address and training address fields
• This information is used only for training location services and session management
• Location data is not actively tracked during workouts
• Training address information can be updated or modified at any time through the settings
• Mapbox’s privacy practices are governed by their own privacy policy

8 | Additional Privacy Information

8.1 Authentication and Session Management
• The app uses secure authentication tokens stored on your device to keep you logged in
• No cookies are used, but session tokens are required for app functionality
• Tokens are encrypted and securely stored on your device
• Logging out will remove these tokens from your device
8.2 Notifications
• In-app notifications are an essential part of the service and cannot be disabled
• Notifications are limited to service-related communications such as session bookings, changes, cancellations, and payment information
• We do not send marketing or advertising notifications
• Push notifications settings can be managed through your device settings
8.3 Third-Party Links
• The app may contain links to external websites or services, including:
o Links to NASM online certification validation for personal trainers
o Links to the PT Organizer website and hosted privacy policy
• We are not responsible for the content or privacy practices of these external sites
• These third-party services are governed by their own terms and privacy policies
8.4 Data Breach Notification
• In the event of a data breach that compromises your personal information, we will notify you via email and/or in-app notification within 72 hours of discovery
• This notification will include details about what information was affected, steps we are taking to mitigate the breach, and recommended actions for you to protect yourself
• We maintain a data breach response plan that includes immediate containment measures, investigation procedures, and remediation steps
8.5 Account Deactivation and Retention
• Accounts cannot be fully deleted due to financial compliance requirements and connection to Stripe payment data
• You may deactivate your account at any time through the app settings
• Deactivated account data is retained indefinitely
• If you wish to move your data to a new account, please contact customer service at support@pt-organizer.com

8.6 Data Portability
• The app does not currently offer data export functionality
• If you need your data transferred to a new account, please contact our customer service team at support@pt-organizer.com

9 | Additional Policy Information

9.1 App Updates and Policy Changes
• When app updates include changes to our privacy practices, you will be prompted to review and accept the updated privacy policy
• Significant privacy changes will be highlighted for your convenience
• You may need to accept updated terms to continue using the app after such updates
9.2 Dispute Resolution
• Disputes between personal trainers and clients regarding services, payments, refunds, or chargebacks are governed by our Terms of Service
• Such disputes should be resolved directly between the personal trainer and client
• PayPTPro LLC serves as a platform provider and will not mediate service quality disputes
• All privacy policy-related disputes will be handled according to Wyoming law as specified in our Terms of Service
9.3 Payment Processing Information
• All payments are processed by Stripe according to their own privacy and security policies
• Personal trainers provide identification, bank account information, and payment card details directly to Stripe during onboarding
• Clients provide payment card information directly to Stripe for processing payments
• PT Organizer systems never see, access, or store any of this sensitive financial information
• We only receive confirmation of payment completion and necessary transaction identifiers from Stripe
• All payment information is managed exclusively within Stripe’s secure systems
• For information about how Stripe handles your financial data, please refer to Stripe’s Privacy Policy
9.4 Offline Functionality
• When using the app offline, certain workout and active session data is securely cached on your device
• This cached data is encrypted and uploaded to our servers once an internet connection becomes available
• No other app features are available in offline mode
• The app automatically syncs data when connection is restored
9.5 Fitness and Measurement Data
• While we collect fitness progress, measurements, and workout data, we do not collect or store medical or health records
• The app should not be used to store medical information or health records
• Sharing of any sensitive health information between personal trainers and clients should occur outside the app
• We treat fitness measurements as personal data and protect them accordingly

9.6 Age Verification
• Personal trainers’ ages are verified through the Stripe onboarding process, which includes ID verification, bank account validation, and payment card verification
• Client accounts require date of birth information and valid payment cards, which serves as an age verification mechanism
• The app is not intended for use by individuals under 18 years of age
9.7 Data Protection Contact
• For privacy-related inquiries or concerns, please contact: privacy@pt-organizer.com