Privacy Policy - Southlake Strength & Fitness

Southlake Strength & Fitness

Effective Date: 2025/05/30
Last Updated: 2025/05/30

Overview

Southlake Strength & Fitness ("we," "us," "our," or "Company") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, share, and protect your personal information when you visit our website at southlakestrength.com, use our services, visit our facility, or interact with us in any way.

Key Information:

• Business Name: Southlake Strength & Fitness
• Address: 280 Commerce Street, Suite 130, Southlake, Texas 76092
• Texas Registration Number: 605 004 337
• Data Controller: Southlake Strength & Fitness

This policy applies to all users of our services and website, regardless of location. For Texas residents, additional rights are available under the Texas Data Privacy and Security Act (TDPSA). For California residents, additional rights are available under the California Consumer Privacy Act (CCPA).

Information We Collect

Personal Information We Collect Directly

When you interact with our services, we may collect the following categories of personal information:

Contact Information:

• Full name
• Email address
• Phone number
• Mailing address
• Emergency contact information

Account and Membership Information:

• Username and password
• Membership type and status
• Payment and billing information
• Membership history and preferences

Health and Fitness Information:

• Health questionnaires and fitness assessments
• Medical conditions or limitations (if voluntarily provided)
• Fitness goals and preferences
• Workout history and progress (if using our services)
• Body measurements (if using our assessment services)
• Biometric data (if using equipment that collects such data)

Transaction Information:

• Payment method details
• Purchase history
• Billing address

Communication Records:

• Records of your communications with us
• Feedback and survey responses
• Support requests

Information We Collect Automatically

Website Usage Data:

• IP address
• Browser type and version
• Device information
• Pages visited and time spent
• Referring website
• Location data (general geographic area)

Facility Usage Data:

• Access times and frequency
• Equipment usage patterns (if applicable)
• Security camera footage (for safety and security purposes)

Cookies and Similar Technologies:We use cookies, web beacons, and similar technologies to enhance your experience and collect usage data

Information from Third Parties

We may receive information about you from:

• Payment processors
• Background check providers (for employment purposes)
• Social media platforms (if you choose to connect your accounts)
• Marketing partners
• Other gym management software providers

How We Use Your Information

We use your personal information for the following business purposes:

Primary Business Operations

• Membership Services: Manage your membership, process payments, and provide access to facilities
• Customer Service: Respond to inquiries, provide support, and resolve issues
• Facility Operations: Ensure safety, security, and proper facility management
• Communication: Send important notices about your membership, facility updates, and safety information

Secondary Business Purposes

• Marketing and Promotions: Send promotional emails, special offers, and newsletters (with your consent)
• Analytics and Improvement: Analyze usage patterns to improve our services and website
• Legal Compliance: Comply with applicable laws, regulations, and legal processes
• Business Operations: Manage our business, including accounting, auditing, and business planning

Health and Safety

• Health Screening: Assess fitness levels and health conditions to provide appropriate services
• Safety Monitoring: Monitor facility usage for safety and emergency response purposes
• Program Customization: Tailor fitness programs and recommendations to your needs

Legal Basis for Processing: We process your personal information based on:

• Your consent
• Performance of our membership contract with you
• Our legitimate business interests
• Compliance with legal obligations

How We Share Your Information

We Do Not Sell Personal InformationWe do not sell your personal information to third parties for monetary consideration.

When We Share Information

Service Providers and Business Partners:

• Payment processors for transaction processing
• Gym management software providers
• Email marketing platforms (with your consent)
• Security service providers
• Accounting and legal service providers
• Equipment maintenance providers

Legal Requirements:

• To comply with applicable laws and regulations
• In response to lawful requests from government authorities
• To protect our rights, privacy, safety, or property
• In connection with legal proceedings

Business Transfers:

• In connection with a merger, acquisition, or sale of our business

Emergency Situations:

• To protect the vital interests of you or another person
• In medical emergencies or safety situations

With Your Consent:

• Any other sharing with your explicit consent

Sensitive Data Disclosure IMPORTANT NOTICE FOR SENSITIVE DATA: If we sell sensitive personal data or biometric information, we will obtain your explicit consent prior to such sale. Sensitive data includes precise geolocation data, health information, and information about children under 13.

Your Privacy Rights

Rights for All Users

• Access: Request information about what personal data we have about you
• Correction: Request correction of inaccurate personal information
• Deletion: Request deletion of your personal information (subject to certain exceptions)
• Portability: Receive a copy of your personal information in a portable format

Additional Rights for Texas Residents (TDPSA)Under the Texas Data Privacy and Security Act, Texas residents have additional rights:

• Right to Confirm and Access: Confirm whether we process your personal data and access that data
• Right to Correct: Correct inaccuracies in your personal data
• Right to Delete: Request deletion of personal data we have about you
• Right to Portability: Obtain a copy of your personal data in a portable, readily usable format
• Right to Opt-Out: Opt out of: 
  • Targeted advertising
  • Sale of personal data
  • Profiling for decisions with legal or significant effects
• Right to Appeal: Appeal our refusal to take action on your request

Additional Rights for California Residents (CCPA)California residents have similar rights under the CCPA, including the right to opt-out of the sale of personal information.

How to Exercise Your RightsTo exercise your privacy rights:

• Email: info@southlakestrength.com
• Mail: Southlake Strength & Fitness, Attn: Privacy Officer, 280 Commerce Street, Suite 130, Southlake, Texas 76092

Verification Process: We may need to verify your identity before processing your request. We will only use the information provided for verification purposes.

Response Timeline: We will respond to your request within 45 days for Texas residents and within the timeframes required by applicable law for other residents.

Appeals Process: If you are a Texas resident and we deny your request, you may appeal our decision by contacting us using the methods above.

Authorized AgentsYou may designate an authorized agent to make privacy requests on your behalf. The agent must provide proof of authorization.

Universal Opt-Out MechanismsWe recognize universal opt-out mechanisms such as the Global Privacy Control (GPC) for users who have enabled such tools in their browsers.

Data Security

We implement appropriate technical, physical, and administrative safeguards to protect your personal information:

Technical Safeguards:

• Encryption of sensitive data in transit and at rest
• Secure servers and firewalls
• Regular security assessments and updates
• Access controls and authentication systems

Physical Safeguards:

• Secure facilities with controlled access
• Locked filing cabinets for physical documents
• Security cameras and alarm systems
• Secure disposal of documents containing personal information

Administrative Safeguards:

• Employee training on privacy and security
• Background checks for employees with access to personal information
• Privacy and security policies and procedures
• Incident response procedures

Breach Notification: In the event of a data breach that poses a risk to your privacy, we will notify affected individuals and relevant authorities as required by applicable law.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required or permitted by law.

• Membership Data: Retained during your active membership and for 7 years after termination for business and legal purposes
• Payment Information: Retained as required for accounting and tax purposes
• Health Information: Retained for 6 years or as required by applicable law
• Website Usage Data: Retained for 12 months for analytics purposes
• Security Camera Footage: Retained for 30 days unless needed for incident investigation

When we no longer need your personal information, we will securely delete or anonymize it.

Children's Privacy

Our services are not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn that we have collected personal information from a child under 13, we will delete such information promptly.

For children between 13 and 18, we require parental consent before collecting their personal information.

If you believe we have collected information from a child under 13, please contact us immediately.

International Users

Our services are based in the United States, and your personal information will be processed and stored in the United States. By using our services, you consent to the transfer of your information to the United States.

The United States may have different data protection laws than your country of residence. We implement appropriate safeguards to protect your personal information.

Cookies and Tracking Technologies

Types of Cookies We Use

• Essential Cookies: Required for basic website functionality
• Performance Cookies: Help us understand how visitors use our website
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Used to deliver relevant advertisements (with your consent)

Your Cookie ChoicesYou can control cookies through your browser settings. However, disabling certain cookies may affect website functionality.

Do Not Track SignalsWe honor Do Not Track signals and Global Privacy Control signals from your browser.

Third-Party Services

Our website and services may contain links to third-party websites or integrate with third-party services. This privacy policy does not apply to third-party services. We encourage you to read the privacy policies of any third-party services you use.

Third-Party Services We Use:

• Google Analytics (for website analytics)

Health Information Privacy

HIPAA ConsiderationsWhile we are generally not a covered entity under HIPAA, we treat health information with the highest level of care and protection. We implement security measures comparable to HIPAA requirements for any health information we collect.

Health Information UsageAny health information you provide will be used solely for:

• Fitness assessments and program recommendations
• Safety monitoring and emergency response
• Improving our services and programs

We will not share your health information with third parties without your explicit consent, except as required by law or in emergency situations.

Sensitive Health DataIf you have specific health conditions or limitations, you may choose to share this information with our staff to ensure your safety and receive appropriate assistance. This information will be kept strictly confidential.

Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices, services, or legal requirements. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending email notification to registered users
• Posting notices at our facility

The "Last Updated" date at the top of this policy indicates when it was last revised. Your continued use of our services after changes indicates your acceptance of the updated policy.

Contact Information

Privacy Questions and Requests Privacy Officer: Jason Wainwright
Email: info@southlakestrength.com
Mail: Southlake Strength & Fitness
Attn: Privacy Officer
280 Commerce Street, Suite 130
Southlake, Texas 76092

General Contact Information Email: info@southlakestrength.com
Website: https://southlakestrength.com

Business HoursMonday - Thursday: 5:00 AM - 9:00 PM
Friday: 5:00 AM - 8:00 PM
Saturday: 8:00 AM - 5:00 PM
Sunday: 10:00 AM - 5:00 PM

Regulatory AuthoritiesIf you have concerns about our privacy practices that we cannot resolve, you may contact:

Texas Attorney General
Consumer Protection Division
P.O. Box 12548
Austin, Texas 78711-2548
Phone: (800) 621-0508
Website: https://www.texasattorneygeneral.gov/

© 2025 Southlake Strength & Fitness. All rights reserved.

This privacy policy complies with the Texas Data Privacy and Security Act (TDPSA), California Consumer Privacy Act (CCPA), and incorporates privacy best practices for fitness businesses. It should be reviewed by legal counsel before implementation and updated as needed to reflect changes in law or business practices.