Client Privacy Policy - Freebird Fitness

Privacy Policy

Freebird Client App
Last Updated: August 6, 2025

Welcome to Freebird Client ("we", "our", "us"), operated by Freebird Gym. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application Freebird Client (the "App"), available on Android and iOS platforms (Package ID: com.freebird.client). Please read this privacy policy carefully. By using the App, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Personal Information (Provided by You)

When you register, create your account, or use the App, you may provide us with the following personal information:

Account & Registration: First name, last name, email address, phone number (with country code), password, date of birth, gender, and address.
Authentication: Mobile phone number, country code, and OTP (One-Time Password) for login and verification.
Profile Information: Profile picture/photo (captured via camera or uploaded from gallery), and editable personal details.
Health & Fitness Data:
- Body Metrics: Height, weight, BMI (Body Mass Index), BFI (Body Fat Index), and their historical trends.
- Body Measurements: Chest, waist, neck, hips, thighs, arms, belly, and knees measurements.
- Health Conditions: Self-reported health conditions including asthma, diabetes, high blood pressure, heart-related issues, and other conditions.
- Fitness Goals: Selected goals such as weight loss, fat loss, improve stamina, body toning, and build strength.
- Progress Photos: Before-and-after body progress photos uploaded for tracking fitness transformation.
- Medical Reports: Health care reports and annual physical exam records you choose to store within the App.
Dietary Preferences: Weekly dietary preferences (per day of the week) selected from available options during account setup and managed via profile settings.
Workout Data: Workout assignments, exercise sets completed/toggled, workout levels, equipment preferences, body part targeting, workout history, and workout change requests.
Diet Data: Diet plan assignments, diet categories, diet toggling/completion, diet search queries, diet export (Excel/PDF), and diet change requests.
Water Intake Logs: Daily and weekly water consumption data and hydration goals.
Step Count Data: Daily step count tracked via the device's built-in pedometer/motion sensors, automatically synced to the server.
Chat & Communication Data: Text messages, audio recordings (voice messages), images, and files shared through the in-app messaging system with trainers, admins, and other users.
Community Posts: Content, images, comments, likes, and shares you post in the community section.
AI Chatbot Conversations: Text messages, fitness-related queries, and prompts you submit to the AI-powered fitness assistant (FreeBird AI).
Session & Appointment Data: Scheduled training sessions, session status updates, appointment bookings, appointment history, and cancellations.
Session Feedback: Ratings and review text you provide for completed training sessions with your trainer.
Subscription & Membership Data: Selected subscription plans, subscription history, payment logs, personal training (PT) quota, upgrade requests, and cancellation requests.
Delivery Address: Full name, phone number, street address, city, state, pincode, and address type (home/office/other) for shop orders.
Attendance Records: QR code-based attendance data and attendance dashboard records.
Favorites & Wishlist: Diet items and shop products you mark as favorites or add to your wishlist.

1.2 Automatically Collected Information

Device Tokens: Firebase Cloud Messaging (FCM) tokens for push notification delivery, automatically updated on token refresh.
Authentication Tokens: Access tokens and refresh tokens stored securely on your device for session management.
App Usage Data: Locally cached preferences, login timestamps, client identifiers, and selected categories stored using SharedPreferences.
Cached Media: Images and media files cached locally on your device for performance optimization.
Step Sensor Data: Pedometer data from your device's motion sensors, including baseline step counts and daily step calculations, with automatic server sync every 200 steps.

1.3 Location Data

The App requests access to your device's location (GPS) to:

Find nearby gym centers and branches.
Support class check-ins and attendance verification.

Location permission may be requested both "when in use" and "always" depending on feature requirements. You can disable location access through your device settings at any time.

1.4 Camera, Media & Sensors

The App requests access to your device's:

Camera: To capture profile photos, progress photos, and images for community posts and chat. Images may be cropped using the in-app image cropper.
Photo Library/Gallery: To select and upload profile photos, progress photos, chat attachments, and community post images.
Microphone: To record audio/voice messages within the in-app chat feature and to support speech-to-text input.
Speech Recognition: To convert spoken audio into text for searches, chat input, and AI assistant interactions.
Motion Sensors / Activity Recognition: To track your daily step count using the device's built-in pedometer.
File Storage: To pick, share, and download documents and files through the chat system and to export diet plans.

2. How We Use Your Information

We use the collected information for the following purposes:

Account Registration & Authentication: To create your account, verify your identity via OTP-based login, manage your session, and maintain account security.
Personalized Fitness Experience: To display and manage your workout assignments, diet plans, fitness goals, and health conditions tailored to your profile.
Health & Body Tracking: To track and visualize your body metrics (weight, BMI, BFI), body measurements, step count, water intake, and progress photos over time.
Profile Management: To display and allow editing of your personal profile, dietary preferences, health conditions, fitness goals, and medical reports.
Communication: To facilitate real-time messaging (text, audio, images, files) between you, your trainers, gym admins, and other members via the in-app chat system powered by Pusher Channels.
Push Notifications: To send you important alerts about sessions, messages, workout updates, and other app activities via Firebase Cloud Messaging.
AI Fitness Assistant: To provide AI-powered fitness guidance, exercise recommendations, image generation, and workout video suggestions through our FreeBird AI chatbot.
Session & Appointment Management: To schedule, view, and manage your training sessions and appointments with trainers, including status updates and cancellations.
Session Feedback: To collect your ratings and reviews for completed sessions to help improve trainer quality.
Subscription & Membership Management: To manage your gym subscription plans, process upgrades, track payment history, and handle cancellation requests.
E-Commerce (Shop): To enable browsing, purchasing fitness accessories, managing cart/wishlist, processing orders, managing delivery addresses, and handling payments.
Wallet & Payments: To manage your in-app wallet balance, process transactions, and facilitate online payments through Stripe for shop orders and subscription payments.
Community Engagement: To allow you to create posts, share content, comment, like, and interact with the fitness community.
Attendance Tracking: To display QR codes for attendance check-in and track your gym attendance records.
Contracts & Documents: To display and manage your membership agreements, contracts, and related documents.
App Updates: To check for and facilitate in-app updates to ensure you have the latest version (Android only).
App Improvement: To maintain, improve, and optimize the App's performance and user experience.

3. Third-Party Services

The App integrates with the following third-party services, each governed by their own privacy policies:

Service	Provider	Purpose	Data Shared
Firebase Cloud Messaging (FCM)	Google LLC	Push notifications	Device token (FCM token)
Firebase Core & Analytics	Google LLC	App infrastructure & usage analytics	App instance identifiers, usage events
Stripe	Stripe, Inc.	Payment processing for shop orders, subscriptions, and bundles	Payment card details (processed directly by Stripe; we do not store card numbers). Stripe customer ID and ephemeral keys for saved card management.
OpenAI API	OpenAI, Inc.	AI chatbot (GPT-3.5 Turbo) & image generation (DALL·E 3)	Chat messages/prompts sent to the AI assistant
Pusher Channels	MessageBird (Pusher)	Real-time messaging & presence for chat	Chat events, online/presence status
YouTube	Google LLC	Embedded exercise tutorial videos in AI chat	Video view interactions
Google Play In-App Updates	Google LLC	App update checks and installations (Android only)	App version information

We encourage you to review the privacy policies of these third-party services:

Google Privacy Policy: https://policies.google.com/privacy
Stripe Privacy Policy: https://stripe.com/privacy
OpenAI Privacy Policy: https://openai.com/privacy
Pusher Privacy Policy: https://pusher.com/legal/privacy-policy

4. Sensitive Health & Fitness Data

The App collects and processes sensitive health and fitness-related data, including but not limited to:

Body weight, height, BMI, and body fat index
Detailed body measurements (chest, waist, hips, thighs, arms, belly, neck, knees)
Health conditions (asthma, diabetes, blood pressure, heart conditions)
Progress/transformation photos
Medical reports
Daily step count and physical activity data
Dietary preferences and water intake logs

This data is collected solely for the purpose of providing personalized fitness and health tracking services. We treat this data with heightened security and do not share it with third-party advertisers or data brokers. Your health data is only accessible to you, your assigned trainer(s), and authorized gym administrators.

5. Data Storage & Security

Server-Side Storage: Your personal information, profile data, health metrics, chat messages, workout assignments, and other app data are stored on our secure servers hosted at api.freebirdgym.com. All API communication is conducted over HTTPS with TLS encryption.
Local Device Storage: Authentication tokens (access token, refresh token), client information (ID, name, phone, email), login timestamps, step tracking baselines, and cached preferences are stored locally on your device using SharedPreferences. Cached images are stored using Flutter Cache Manager.
Token-Based Authentication: We use Bearer token authentication with automatic token refresh mechanisms. Tokens are securely stored on-device and transmitted via encrypted HTTPS connections.
Payment Security: We do not store, process, or have access to your full payment card details. All payment processing is handled directly by Stripe's PCI-DSS compliant infrastructure. Stripe manages customer IDs, ephemeral keys, and saved payment methods on their secure servers.
Encryption: The App does not use non-exempt encryption (as declared in the iOS App Store configuration). All data transmission uses standard HTTPS/TLS encryption.

6. Device Permissions

The App may request the following device permissions:

Permission	Platform	Purpose
Internet & Network State	Android / iOS	Required for all API communications, chat, payments, and AI features
Camera	Android / iOS	Capture profile photos, progress photos, chat media, and community post images
Photo Library	Android / iOS	Select images/videos from gallery for profile, progress photos, chat, and community posts
Microphone / Record Audio	Android / iOS	Record voice messages in chat and enable speech-to-text input
Speech Recognition	iOS	Convert spoken audio into text for searches and chat input
Activity Recognition	Android	Track daily step count using the device's pedometer
Motion Sensors	iOS	Track daily step count using the device's built-in motion sensors
Location (When In Use & Always)	Android / iOS	Find nearby gym centers and support class check-ins
Read/Write Media & Storage	Android	Access images, videos, audio, and files for chat attachments and document sharing
Push Notifications	Android / iOS	Receive alerts for messages, sessions, workout updates, and app notifications
Boot Completed	Android	Ensure notification services restart after device reboot
Background Remote Notifications	iOS	Receive push notifications when the app is in the background

You can manage these permissions at any time through your device's Settings. Denying certain permissions may limit the functionality of specific features.

7. Data Sharing & Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your data in the following circumstances:

With Your Assigned Trainer(s): Your profile information, health metrics, body measurements, workout progress, diet data, progress photos, and session history are shared with your assigned trainer(s) to enable personalized coaching.
With Gym Administration: Your profile information, attendance records, subscription data, and membership details are accessible to authorized gym administrators for operational purposes.
With Other Members: Your basic profile information (name, profile photo) may be visible to other members within the community feature and chat system.
Third-Party Service Providers: As described in Section 3, we share limited data with our technology partners (Firebase, Stripe, OpenAI, Pusher) solely for the purposes of providing app functionality.
Legal Requirements: We may disclose your information if required by law, regulation, legal process, or governmental request.
Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.

8. Data Retention

Account Data: We retain your personal information for as long as your client account is active or as needed to provide you services.
Health & Fitness Data: Body metrics, measurements, progress photos, and workout history are retained for the duration of your account to enable long-term fitness tracking and comparison features.
Chat Messages: Chat messages are retained on our servers and can be deleted by users through the in-app "Clear Chat" and "Delete Message" features.
AI Chat Conversations: Conversations with the FreeBird AI chatbot are stored locally on your device during the app session and are not permanently stored on our servers.
Step Tracking Data: Daily step counts are synced to the server and retained as part of your fitness metrics history. Local baseline data resets daily.
Payment Data: Subscription payment logs and order history are retained for the duration required by financial regulations and your account lifespan.
Cached Data: Locally cached images and media are managed by Flutter Cache Manager with automatic expiry.
Authentication Tokens: Tokens and client information are cleared from your device upon logout.
Post Account Deletion: Upon account deletion or deactivation, we will delete or anonymize your personal data within a reasonable timeframe, except where retention is required by law.

9. Your Rights & Choices

Depending on your jurisdiction, you may have the following rights:

Access: Request access to the personal data we hold about you.
Correction: Request correction of inaccurate or incomplete personal data. Note: Certain profile fields are locked and require admin approval to edit (via the "Profile Unlock Request" feature).
Deletion: Request deletion of your personal data, subject to legal and contractual obligations.
Data Export: Export your diet plan data in Excel or PDF format via the in-app export features.
Withdraw Consent: Withdraw consent for data processing at any time by adjusting app settings or contacting us.
Opt-Out of Notifications: Disable push notifications through your device settings.
Location Opt-Out: Disable location services through your device settings.
Step Tracking Opt-Out: Deny Activity Recognition/Motion Sensor permissions to disable automatic step tracking.
Block Users: Block and unblock users within the chat system to control your communication preferences.
Subscription Cancellation: Request cancellation of your subscription through the in-app cancellation feature.

10. Children's Privacy

The Freebird Client App is designed for gym members and fitness enthusiasts and is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we discover that a child under 18 has provided us with personal information, we will take steps to delete such information promptly.

11. Updates to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new Privacy Policy within the App and updating the "Last Updated" date. Your continued use of the App after any modifications constitutes your acknowledgment of the modified policy.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Freebird Gym
📧 Email: support@freebirdgym.com
🌐 Website: www.freebirdgym.com