Privacy Policy

1. About QodeNexus

QodeNexus ("we," "our," "us") is a premier technology solutions provider specializing in custom software development, digital transformation services, and our flagship QodeNexus Gym Management Software. As a data-conscious organization, we recognize the importance of privacy and are committed to processing personal data in accordance with applicable data protection regulations, including GDPR, CCPA, and other global privacy standards.

2. Comprehensive Information Collection

We employ a principle of data minimization, collecting only information necessary to provide and enhance our services. The categories of data we process include:

• Personal Identification Information: Full name, contact details (email, phone number), physical address, date of birth, and profile photographs to establish and maintain your account.
• Gym Management Data: Comprehensive member profiles, trainer credentials, fitness assessments, body measurement metrics, certification documents, and operational data required for effective gym management functionality.
• Financial Transaction Data: Subscription history, billing information, payment records, and transaction details. All financial data is processed through PCI-DSS compliant payment gateways with end-to-end encryption.
• Technical and Usage Data: IP addresses, device identifiers, browser specifications, usage patterns, system logs, and analytics data to optimize service performance and user experience.

3. Purpose and Legal Basis for Data Processing

We process your personal data based on several legal grounds, including contract performance, legitimate business interests, legal compliance, and where applicable, your explicit consent. Specifically, we utilize your information to:

• Deliver, maintain, and enhance our Gym Management Software and related services
• Process subscription payments and manage billing operations
• Provide comprehensive customer support and technical assistance
• Develop new features and improve existing functionality based on user feedback
• Ensure network and information security across all our platforms
• Comply with legal obligations and regulatory requirements
• Communicate important service updates and security notifications

4. Subscription Terms and Financial Policies

The QodeNexus Gym Management Software operates on a subscription-based model. All subscription fees are clearly communicated during the sign-up process. Please note that once your subscription becomes active and you gain access to our services, all payments are considered strictly non-refundable, except where required by applicable consumer protection legislation. We encourage users to thoroughly evaluate our service during any available trial periods before committing to a paid subscription.

5. Data Sharing and Third-Party Disclosures

QodeNexus maintains a strict policy against selling, trading, or commercially exploiting your personal data. We may share information only under the following circumstances:

• With authorized gym administrators and staff for operational purposes
• With trusted payment processors and financial institutions for transaction processing
• With professional service providers (hosting, analytics, customer support) under strict confidentiality agreements
• When required by law, regulatory authorities, or legal processes
• In connection with business transfers, mergers, or acquisitions, with appropriate privacy safeguards

6. Comprehensive Data Protection Measures

We implement a multi-layered security framework to protect your data against unauthorized access, alteration, disclosure, or destruction. Our security measures include:

• End-to-end encryption for data in transit and at rest
• Secure server infrastructure with regular security updates
• Strict access controls and authentication protocols
• Regular security audits and vulnerability assessments
• Employee training on data protection and privacy best practices
• Incident response procedures and business continuity planning

7. Your Data Protection Rights

Under various data protection laws, you possess specific rights regarding your personal information. These include:

• Right of Access: Obtain confirmation and copies of your personal data
• Right to Rectification: Correct inaccurate or incomplete information
• Right to Erasure: Request deletion of your personal data under certain conditions
• Right to Restriction: Limit processing of your data in specific circumstances
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to certain types of processing activities
• Right to Withdraw Consent: Revoke previously given consent at any time

To exercise any of these rights, please contact us using the details provided below.

8. International Data Transfers

As a global technology provider, we may transfer and process your personal data in various locations worldwide. When transferring data across borders, we implement appropriate safeguards, including standard contractual clauses and adequacy decisions, to ensure your information receives adequate protection regardless of where it is processed.

9. Policy Updates and Revisions

We regularly review and update this Privacy Policy to reflect changes in our services, legal requirements, and industry best practices. Material changes will be communicated through prominent notices on our website or direct notifications to users. The continued use of our services after such changes constitutes acceptance of the revised policy.

10. Contact Information and Data Protection Officer