Privacy Policy

Overview

torq+ (“torq+,” “we,” “us” or “our”) provides free management software for gyms and fitness studios: members and plans, scheduling and check-ins, billing, documents and waivers, loyalty and marketing tools, and reports. This includes the staff app at app.torqplus.com, the member portal each studio runs at portal.torqplus.com/{studio}, and the torqplus.com website (together, the “Service”).

This policy explains what information we collect, how we use it and the choices you have. By using the Service, you agree to the collection and use of information described here. If you don't agree, please don't use the Service.

Who this policy covers

torq+ serves three groups of people:

• Studios and their staff, who hold accounts to run a gym or studio: owners, admins, managers, front desk staff and instructors.
• Members, prospects and guests of those studios, who join, book, pay, sign documents and check in through a studio's member portal or at its front desk.
• Visitors to torqplus.com, including people who contact us about setting up a studio.

For a studio's records about its members, prospects and guests, the studio is the controller of that data (it decides what is collected and why) and torq+ is its processor (we handle it on the studio's behalf and under its instructions). For studio and staff accounts, visitors to torqplus.com and the operation of the Service itself, torq+ is responsible for the data.

Information we collect

We collect information you give us, information created when you use the Service, and limited technical data from your device or browser.

Studio and staff accounts

• Names and email addresses of studio owners and the staff they invite, with each person's access level and job role
• Studio details such as name, locations, programs, plans, schedules, policies and settings
• Sign-in records. torq+ has no passwords: you sign in with a one-time code we email you
• The PaidYET account details a studio connects so it can take card and ACH payments
• Messages you send us, including setup requests and support questions

Member, prospect and guest records

• Names, email addresses, phone numbers, home location, how a person heard about the studio, and any custom profile fields the studio chooses to collect
• Memberships, contracts, credits, freezes and cancellations
• Bookings, waitlist places, favorite classes, spot alerts, attendance and check-ins, including door check-ins by QR code
• Billing records: charges, payments, refunds, comps, credits, balances and failed-payment retries
• Signed documents and waivers (see Documents and e-signatures)
• Loyalty points and rewards, guest passes and guest visits, and promo codes used
• Email and text-message consent, with the date it was given or withdrawn, and portal alert preferences
• Prospect records and the member timeline that ties bookings, payments, signatures and check-ins together
• Records a studio imports from its previous software

Usage and technical data

• Log data such as IP address, browser type, pages requested and timestamps
• Device and operating system information
• An audit log of sensitive staff actions, such as refunds, access changes, imports and overrides, with who did them and when

How we use it

We use the information we collect to provide, maintain and improve the Service. Specifically, we use it to:

• Create and secure accounts for studios, staff and members
• Run the schedule, bookings, waitlists, check-ins and the member portal
• Run the studio's billing: recurring charges, autopay, failed-payment retries, refunds and reconciliation
• Send service emails, such as sign-in codes, spot alerts when a full class opens, and requests to sign or re-sign a document
• Send email campaigns and automations on a studio's behalf to members who have agreed to receive them
• Show staff live notifications and reports built from the studio's own records
• Import a studio's records from other software and export them on request
• Answer support and setup requests
• Detect and prevent fraud, abuse and misuse of the Service
• Meet our legal, tax and regulatory obligations

We don't sell personal information, we don't use member data to advertise, and we don't market to a studio's members on our own behalf.

Member data we hold for studios

When a studio uses torq+, the studio owns the member, prospect, guest, booking, billing and document records it keeps in the Service. We process that data only to provide the Service to the studio and as the studio instructs. Studios are responsible for having a lawful basis to collect their members' information, for telling members how they use it, and for answering privacy requests members make to them.

Inside a studio, staff see only what their access level allows, and sensitive actions are recorded in the studio's audit log. A studio can export its records at any time.

If you're a member, prospect or guest and want your information accessed, corrected or deleted, contact your studio first. You can also contact us, and we'll pass your request to your studio and help where we can.

Documents and e-signatures

Studios use torq+ to publish waivers, agreements and policies and to collect signatures on them, at signup in the member portal or at the front desk. The studio writes its documents and decides which ones members must sign.

When you sign, we record the name you type, the document and the version you signed, the date and time, whether you signed in the portal or at the desk, and, for portal signatures, your IP address and browser. That record is how the studio shows who agreed to what and when.

When a studio publishes a new version of a document, earlier signatures stay on file and the members who signed an older version are asked to sign the new one. Signed versions and signatures are kept as part of the studio's records, even if the studio later retires the document.

Email and marketing consent

Service emails, such as sign-in codes, spot alerts and requests to sign a document, are part of how the Service works and are sent whether or not you've opted in to marketing.

Studios can also send campaigns and automated emails, such as a welcome or a win-back message. Those go only to members who have agreed to receive marketing email from that studio. Every marketing email includes a one-click unsubscribe link, and you can change your consent at any time in your member portal or by asking your studio. We don't track whether you open marketing emails.

torq+ also records whether a member has agreed to receive text messages, so a studio has that consent on file. torq+ doesn't send marketing text messages today. If that changes, we'll update this policy first, and texts will go only to members who have agreed to them.

Payments

torq+ software is free, with no tiers. Cash payments cost nothing. Card and ACH payments run through our payment partner, PaidYET, for a flat five cents per transaction, whether the studio uses one of the merchant account options available through us or brings its own.

Card and bank account numbers go straight to PaidYET, which replaces them with a token. torq+ never stores full card numbers or bank account numbers. We keep only the token, the card brand or account holder name, the last four digits, and the details of each transaction (amount, date and status), so the studio can charge a card or bank account on file, issue refunds and reconcile its books. Exports from torq+ never include payment tokens.

The studio, not torq+, sets its members' plans, prices and recurring charges, and authorizing those charges is between the studio and the member. PaidYET handles payment information under its own privacy policy as well as this one.

Sharing and disclosure

We don't sell, rent or trade personal information, and we don't share it for cross-context behavioral advertising. We share it only in these limited ways:

• Service providers that help us run torq+, including PaidYET for payments, our email delivery provider and our hosting provider in the United States. They may use the information only to provide their services to us.
• Between studios and members: what a member does in a studio's portal (joining, booking, paying, signing) goes to that studio.
• Legal requirements, when we must comply with a law, regulation or valid legal process, or to protect the rights, property or safety of torq+, our users or the public.
• Business transfers, in connection with a merger, acquisition or sale of assets, with notice to affected users before a different privacy policy applies.
• With your consent, for anything else.

Cookies and browser storage

The torq+ app and member portal don't use advertising or cross-site tracking cookies. To keep you signed in and remember a few preferences, they save small items in your browser's local storage. If you install the app to your home screen, your browser also stores the app's files so it opens quickly.

The torqplus.com website doesn't set cookies or run analytics. It loads its fonts from Google Fonts, so your browser connects to Google when you visit. The contact form doesn't send anything to us: it opens an email in your own email app, and we receive only what you choose to send. If we add analytics to the website, we'll update this page first.

You can clear browser storage in your browser settings at any time. If you do, you'll need to sign in again.

Data retention

We keep studio and member data while the studio's account is active or as needed to provide the Service. If a studio closes its account, we delete or anonymize its personal information within 90 days, except where the law requires us to keep it longer. Transaction records, for example, are kept for the period tax law requires.

Copies in backups are kept for up to 12 months and then permanently deleted. Studios can export their full records, including members, history, documents and signatures, at any time before closing an account.

Security

We protect data with encryption in transit (TLS), passwordless sign-in with one-time email codes, access levels that limit what each staff member can see and do, and an append-only audit log of sensitive actions. Card and bank details are tokenized by PaidYET, so full card and account numbers never touch our systems.

No method of sending or storing data is completely secure, so we can't guarantee absolute security. If you think your account has been compromised, contact us right away at [email protected].

Your privacy rights

Depending on where you live, you may have the right to:

• Know what personal information we hold about you and get a copy of it
• Correct information that's inaccurate
• Delete your personal information, subject to legal exceptions
• Get your data in a portable format
• Opt out of the sale of personal information, sharing for targeted advertising, and profiling. We don't do any of these, for anyone.
• Withdraw consent where we rely on it
• Not be treated differently for exercising these rights

Residents of California and of other states with consumer privacy laws, such as Colorado, Connecticut, Virginia, Utah, Texas and Oregon, have these rights under their state's law. We honor them for every user, wherever you live.

To make a request, email [email protected]. We may need to confirm your identity first, and an authorized agent may make a request for you with your written permission. We'll respond within the time your state's law allows, usually 45 days. If we deny your request, you can appeal by replying to our answer with “Appeal” in the subject line, and we'll review it and tell you the result. If your request is about data a studio controls, we'll refer you to that studio or act on its instructions.

Minors

torq+ is built for studios and adults, and staff accounts are for people 18 and older. The Service isn't directed to children under 13, and we don't knowingly collect personal information directly from them.

Studios may enroll minors as members with a parent's or guardian's permission, for example for youth classes or family memberships. That information is entered by the studio or by the parent or guardian, and we process it on the studio's behalf. Studios are responsible for getting a parent's or guardian's consent, including on any waiver, where the law requires it. If you believe a child's information was provided without that consent, contact us and we'll work with the studio to delete it.

Changes to this policy

We may update this policy from time to time. If we make material changes, we'll let account holders know by email or in the Service at least 14 days before they take effect, and we'll update the dates at the top of this page. Continuing to use the Service after that means you accept the updated policy.

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