← Back to Home

Privacy Policy

Last Updated: March 30, 2026

Introduction

GymReply ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

Information We Collect

Account Information

  • Email address
  • Gym name and location
  • Instagram Business account credentials (encrypted)
  • Payment information (processed securely via Stripe)

Usage Data

  • Instagram DM conversations with your customers
  • Response templates and AI-generated messages
  • Analytics and performance metrics
  • Log data (IP address, browser type, device information)

Instagram Data

  • Access tokens for Instagram Business accounts
  • Customer Instagram usernames and profile information
  • Message content for automation purposes

How We Use Your Information

  • Provide and maintain the GymReply service
  • Process Instagram DM automation
  • Generate AI responses to customer messages
  • Analyze usage patterns and improve our service
  • Process payments and prevent fraud
  • Send service-related notifications
  • Comply with legal obligations

Data Storage and Security

  • All data is encrypted in transit (TLS/SSL)
  • Instagram tokens are encrypted at rest using AES-256-GCM
  • Data is stored on secure servers (Neon PostgreSQL)
  • We implement industry-standard security measures
  • Regular security audits and monitoring

Third-Party Services

We use the following third-party services:

  • Stripe: Payment processing (PCI-DSS compliant)
  • OpenAI: AI message generation
  • Meta/Instagram: Social media integration
  • Vercel/Render: Application hosting
  • Neon: Database hosting

Data Retention

  • Account data: Retained while your account is active
  • Message data: Retained for service provision and analytics
  • Deleted account data: Permanently deleted within 30 days

Data Deletion Instructions

How to Request Data Deletion:

If you wish to delete your data from GymReply:

1. Delete Your Account:

  • Log in to your GymReply dashboard
  • Navigate to Settings → Account
  • Click "Delete Account"
  • Confirm deletion

2. Email Request:

  • Send an email to: support@gymreply.com
  • Subject: "Data Deletion Request"
  • Include: Your registered email address
  • We will process your request within 30 days

3. Instagram Data:

  • Disconnect your Instagram account via GymReply Settings
  • This revokes our access to your Instagram data
  • You can also revoke access directly through the Instagram mobile app:
  1. Open the Instagram mobile app
  2. Go to Settings → Security → Apps and Websites
  3. Find GymReply in the Active list
  4. Tap Remove and confirm

Instagram data deletion is processed within 30 days per Meta Platform Policy. You can also use Meta's Data Deletion Request tool to request deletion of data associated with your Facebook/Instagram account.

What Gets Deleted:

  • Your account information
  • All conversation data
  • Response templates
  • Analytics data
  • Instagram access tokens

Data Retention After Deletion:

  • Financial records retained for 7 years (legal requirement)
  • Aggregated, anonymized analytics (cannot identify you)

Meta/Instagram Specific:

Per Meta's Platform Policy, you can delete data we've collected from Instagram by:

  • Revoking GymReply's access in Instagram Settings → Security → Apps and Websites
  • Contacting us at support@gymreply.com

Confirmation

After processing your deletion request, we will send a confirmation email to the address on file within 30 days.

If you do not receive confirmation within 30 days, please contact us at support@gymreply.com.

Your Rights

Under GDPR and UK data protection laws, you have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Request deletion of your data
  • Object to processing
  • Data portability
  • Withdraw consent

Cookies

We use essential cookies for:

  • Authentication
  • Security
  • Service functionality

Children's Privacy

GymReply is not intended for users under 18. We do not knowingly collect data from children.

Changes to This Policy

We may update this Privacy Policy. Changes will be posted on this page with an updated "Last Updated" date.

Contact Us

For privacy questions or data requests: