Privacy policy

1. Who we are

KAYAN FITNESS APP (“KAYAN”, “we”) provides the KAYAN member app, gym dashboard, website and APIs. KAYAN is responsible for platform-level processing. A gym may be a separate or joint controller when it manages memberships, plans, payments, coaching or member records. Contact info@kayanfitnessapp.com for privacy questions and rights requests.

2. Account, membership and security data

We process name, email, handle, profile and images, member and gym ID, role, account state, memberships, bookings, visits, plans, invoices, transaction records, preferences, support requests, verification state, login time, IP address, approximate login location, sessions, trusted devices and security or audit events. Passwords and PINs are stored as hashes; two-factor secrets and tokens are handled as security credentials.

3. Nutrition

We process food searches, custom foods, meal logs, quantities, calories, macros, hydration, preferences, goals, plans, assignments, notes and adherence. A food-search query may be sent to a food-catalog provider without your KAYAN account identity. Nutrition data may reveal health information and is treated as sensitive where applicable.

4. Workouts, courses and location

We process workout and course selections, plans, exercises, sets, repetitions, load, duration, perceived effort, calories, history, favourites, challenges, achievements and attendance. If you start a walk or run and grant location access, we process precise route, distance, pace, laps and timestamps. Location is optional, permission-controlled and must not be used for advertising.

5. Health, statistics and progress

With your choice and any required explicit consent, we may process age or birth date, gender, height, weight, body measurements, body-fat estimate, progress photos, steps, sleep, distance, active calories, hydration, heart rate, oxygen saturation, respiratory rate, medical conditions, medication, allergies, mobility details, emergency contacts, medical notes and fitness certificates. Apple Health and Health Connect access is limited to the data types and permissions shown by the device; write-back is a separate option.

6. AI coach

We process AI prompts, conversation history, responses and a limited member context used to answer a request or generate a draft plan. The context may include age, gender, height, goals, experience, recent body measurements, recent health summaries and recent workout and nutrition summaries. Prompt and context are sent to the configured AI provider. Do not enter information you do not want that provider to process. AI output is not medical advice.

7. Chat, calls and community

Chat data can include members, text, reactions, shared posts, images, voice messages, story replies, read state and message requests. Call metadata can include participants, type, state and time; live audio or video is routed through a communications provider. Calls are not represented as end-to-end encrypted and are not recorded unless a separate notice and valid consent are provided. Community data includes posts, media, optional location labels, comments, stories, views, likes, saves, follows, blocks, reports and moderation records. Content is visible to its selected audience and other people can copy it.

Website chat. If you write in the chat on kayanfitnessapp.com, we process your messages, the name, email and centre name you choose to give us, your language, the page you write from and message times, only to answer you (pre-contractual steps you ask for and legitimate interest). The chat does not store your IP address. Your browser keeps a conversation code so it can show you the history when you come back. If you are not on the site when we reply, the reply reaches you by email through Resend. Chats are deleted 12 months after the last message, or earlier on request at info@kayanfitnessapp.com.

Demo requests. If you fill in the “Request a demo” form on kayanfitnessapp.com, we process your name, phone, email, gym name if you give it, the reason for your request, your language and the site page, only to contact you and arrange the demo (pre-contractual steps you ask for). We send you a confirmation email through Resend. Requests are deleted 24 months after they are sent, or earlier on request at info@kayanfitnessapp.com.

8. Device, diagnostics and permissions

We process device and app identifiers, push token, operating system, language, network and request metadata, IP address, crashes, performance traces and security telemetry. The app may request camera, photos, microphone, Bluetooth, notifications, biometrics, music, location, Apple Health or Health Connect access when you choose a related feature. Permission settings remain under your control. The dashboard uses browser storage for sign-in sessions, security and preferences such as language and appearance; clearing it may sign you out or reset those choices.

9. Purposes and legal bases

We use information to create and secure accounts; provide memberships, bookings, workouts, nutrition, health statistics, communications, community and requested integrations; personalise plans; process transactions; prevent abuse; meet legal duties; and improve reliability. Depending on the purpose, the basis is contract, legal obligation, legitimate interests that do not override your rights, consent, or legal claims. Sensitive health processing requires a valid condition under applicable law, normally explicit consent for optional wellness features. You may withdraw consent without affecting earlier lawful processing.

10. Sharing

We disclose only what is reasonably needed to your gym and authorised staff; people you choose to communicate with; contracted infrastructure, storage, email, push, diagnostics, communications, support and security providers; and authorities or advisers where legally required. Requested features may involve Groq or Anthropic for AI, Apple or Google for health, Firebase for push, LiveKit-compatible services for calls, Sentry for diagnostics, Resend for email, USDA food data, maps or music providers. KAYAN does not sell personal data. We do not use health, medical, nutrition, precise-location or chat data for targeted advertising or sell it to data brokers. Apple Health and Health Connect data is used only for the fitness and wellness features you choose, not for advertising, marketing or unrelated data mining.

11. International transfers

KAYAN and its providers may process information outside your country. Where required, KAYAN uses an adequacy decision, approved contractual clauses, a transfer assessment or another recognised safeguard. Egyptian cross-border requirements also apply.

12. Retention and deletion

We retain information only while needed for the feature, account, legal duty, security, dispute or valid request. Account and feature data generally remain while the account is active. Limited financial, audit, fraud-prevention, moderation and legal records may remain after deletion where lawful. Deleted data can remain temporarily in secure, restricted backups. We delete or de-identify data when the purpose ends. To request account deletion, open Settings → Privacy & Security → Delete account and complete the confirmation. If you cannot access the app, email info@kayanfitnessapp.com from your registered email with the subject “Kayan account deletion”. You can also request deletion of particular data without closing your account. We may verify your identity; never send your password. Uninstalling the app does not delete your account. Revoking health permissions stops future access but does not erase previously synced records; include those records in your deletion request.

13. Security

KAYAN uses access controls, role and gym checks, transport encryption, hashed credentials, optional two-factor authentication and biometric app lock, rate limits, audit records and telemetry redaction. No system is completely secure. Protect your sign-in details and contact us if you suspect unauthorised access.

14. Your rights and choices

Subject to law, you may request access, a copy, correction, deletion, restriction, portability or objection; withdraw consent; opt out of marketing; and complain to a regulator. You can manage available profile, device-permission, health-sync, export and deletion controls in Settings. An in-app export may not contain every category; request complete access at info@kayanfitnessapp.com. EEA users may complain to their local supervisory authority; Egyptian users may contact the Personal Data Protection Center.

15. Children, changes and contact

Production access for a person under 18 requires the parental or guardian authority and safeguards required in that market. Contact us if information was submitted without valid authority. We will update the version and date for policy changes and provide appropriate notice of material changes. Contact info@kayanfitnessapp.com.