REPIVO privacy policy

1. Who we are

REPIVO is operated by Novogroup Systems S.R.L., registered with the Trade Register under J31/66/2023, tax identification number (CUI) 39736070. For the data described here, we are the data controller. You can write to us at [email protected].

2. The website and the demo form

On repivo.fit we do not use analytics tools, session recordings, pixels or ads. Cloudflare, which hosts the site, processes technical network data, such as the IP address, to deliver the pages and protect them from abuse.

The demo form. We use your name, role, gym, city and email address, plus your phone number and message if you choose to write them. The request is sent through Cloudflare, as an email, to the REPIVO team at [email protected] and is not saved in a website database. Before sending, Cloudflare Turnstile checks that the form is filled in by a person and processes technical data about your browser and network for that.

Cookies. The site uses a single cookie, repivo_language, which remembers the language you chose for 12 months. It is not used for tracking.

3. The REPIVO member app

The REPIVO app (fit.repivo.app) works on Android and iPhone. Partner gyms do not receive your individual history.

3.1. The account

• Without an account. You can use the app without signing in. As soon as you have data in the app, it creates an anonymous profile on the server, tied to a key generated randomly on your phone, to sync your workouts. We do not ask for your name or email address for this.
• With Google or Apple. We receive only the account identifier, the email address and whether the address is verified. We do not receive your password and we do not keep the name or photo from your profile. Sign in with Apple is available on iPhone.
• With an email link. We keep the email address and a sign-in request that is valid for 5 minutes.
• On your phone, the app data is kept in an encrypted database and the sign-in keys in the phone's secure storage.

3.2. Workouts

Routines, your own exercises and workouts, with sets, repetitions, weights, durations and the machine used. We sync them with the server so you do not lose them. Your notes about machines and your opinion on how hard a set was stay on your phone only.

When you start an exercise on a scanned machine, we record which exercise you chose for that machine model. We use these choices only as statistics, from a minimum number of members, to order the exercise suggestions at the machine for everyone. Nobody sees your individual choices.

3.3. Body profile

Only for signed-in accounts and only if you choose to fill it in: the goal you describe, your height and your weight measurements. This data can be considered health data, so we use it only with your explicit consent, which you can withdraw by deleting it. Your choice of body illustration stays on your phone.

3.4. Scanning tags

REPIVO tags, with a QR code and NFC, are placed on the gym's machines. A tag contains only a web address. The app uses the camera only to read the QR code and does not keep images; through NFC it reads only the address written on the tag.

For every scan we record the gym, the machine, the time, the kind of scan (QR, NFC or code) and your account, including the anonymous profile if you are not signed in. We do not keep the IP address, the phone model or other device data in the scan record. We use the scan to show you the machine and your last session, to let you see the gym's other machines for a few hours, for the gym's statistics and so we can send you its announcements (section 3.6).

If you scan without the app, the page in your browser (scan.repivo.fit) may record the scan without any link to a person. The scan pages do not use cookies.

3.5. Reports, suggestions and error reports

• Report on a machine. The category you choose and, if you want, a note of at most 280 characters. The gym team sees the report but does not see who sent it. We keep the link to your account so we can tell you when the problem is fixed. Please do not write personal data in the note.
• “Suggest your gym”. The gym name, the city, an address landmark and your note. The suggestion goes to REPIVO, not to the gym.
• Error report. The text you write and, if you leave the option on, diagnostic data: the app version, the operating system, the phone model, the language, the time zone, the theme, and the text and screen size.

3.6. Followed gyms, announcements and notifications

You can follow a gym to receive its announcements. The gym does not see who follows it. A gym's announcements reach the members who follow it or who scanned there in the last 90 days, and the gym does not see their list.

If you allow notifications, we keep your phone's notification token and platform, so we can send you gym announcements, the answer to your reports and your coach's messages. We do not send ads. You can turn notifications off at any time in your phone settings. The rest timer and the workout in progress can appear in notifications or, on iPhone, on the lock screen; these are created on your phone.

3.7. Group workouts and shared routines

In a group workout, the other participants, at most 8, see the name you choose and the exercises you are on. Your sets and weights stay on your phone. When you share a routine through a link, anyone with the link sees the routine name, the exercises and your display name, if you have one. You can revoke the link at any time.

3.8. Health Connect and Apple Health

The connection to Health Connect (Android) and Apple Health (iPhone) is optional. It starts only if you turn it on and give the app permission, and you can turn it off at any time. In the current public version of the app the connection is not active yet. When we activate it, it works like this:

• What we write: for each confirmed workout, one strength training session, with its start and end time. We do not write the exercises, sets, weights or the gym name.
• What we read: only body weight, at most the last 30 days on the first read. We do not read height, heart rate, sleep or other categories.
• Where it goes: the weights we read stay on your phone. If you have a signed-in account and choose to add them to your body profile, we send them to the server, with the date and the app they come from. Health data does not reach the gym and is not used for ads.

3.9. No ads and no tracking

The app contains no ads, does not use your phone's advertising identifier and does not ask for access to location, contacts, photos or the microphone. We do not use behaviour analytics tools or screen recordings.

The app and the servers include an automatic error reporting module (Sentry), which is currently switched off, so it sends nothing. If we switch it on, the reports will be cleaned before sending and will contain only an error code, the screen, the app version and the platform, with no email, name or workout content. We will update this policy before we switch it on.

4. Coaches

A coach can work with a gym or independently. To connect with a coach you need a signed-in account. When you accept the invitation, the app shows you what the coach will see. By accepting, you agree to this sharing, which starts automatically. The coach sees:

• your display name and email address;
• the sessions they send you and your results on them, after you finish them, not your whole history;
• your goal and height;
• your weight: the most recent measurement and those added after you connected.

You can stop or adjust sharing for each coach at any time, from Account → Profile and progress → Sharing with your coaches, and you can end the relationship from My coaches. Your history stays in your account. If the coach works with a gym, the gym's owner and administrators see the coach's relationships, with your display name and email address.

A coach can keep their own record of their clients' packages and payments in REPIVO. This record is visible only to the coach.

5. What the gym sees

• statistics for the last 7, 30 or 90 days: the number of scans, how many different members scanned, the scans on each machine and the busy hours;
• the reports sent for its machines, without the name of the person who sent them;
• the relationships with the coaches who work with the gym, visible to the owner and the administrators (section 4).

The gym does not see your workouts, weights, body profile, Health data, the list of your scans or who follows it.

6. The gym portal

The REPIVO portal (portal.repivo.fit) is used by gym owners, administrators and staff, and by coaches.

• Sign-in is with Google or an email link, with no password. We keep the verified email address, the display name, the role (owner, administrator or staff) and the gym.
• The owner receives from REPIVO an invitation link valid for 7 days, sometimes by email as well. The owner and the administrators can invite colleagues by email address; the invitation appears in the portal after the colleague signs in with that address.
• We keep a log of important actions in the portal, so we know who changed what.
• The gym can upload its logo, a cover photo, photos of its machines, installation photos and its floor plan. Machine photos become public only if the gym chooses so.
• The portal uses only the cookies needed for sign-in and for the chosen gym, valid for at most 12 hours, and does not use analytics tools.

7. Payments

Members pay nothing in the app. Gyms pay, for the initial package and the REPIVO subscription, and so do independent coaches, for their subscription.

• Card payments are processed by Stripe. You enter your card details directly with Stripe; we do not see or keep them.
• We keep the billing details (the name or company name, tax ID or VAT code, billing address, billing email and, for gyms, the tag delivery address), the Stripe payment identifiers and the payment status.
• Invoices for gyms are issued through Oblio, an invoicing service from Romania. For coach subscriptions, the invoice is generated by Stripe.

8. The emails we send

We send only service emails, through Resend:

• the sign-in link;
• the invitation for a gym owner;
• the confirmation that a coach space is active;
• report alerts and the daily summary, for gym team members who turned them on;
• payment reminders and notices, for gym owners and administrators.

We answer demo form requests personally. We do not send newsletters or marketing emails.

9. Why we may use the data

• To provide you the service (Article 6(1)(b) GDPR): the account, workout sync, machine scanning, the relationship with the coach, group workouts, followed gyms, reports, the portal, payments and answering a demo request.
• With your explicit consent (Article 9(2)(a) GDPR): the body profile, the weights brought from Health and sharing them with the coach. You can withdraw your consent at any time, without affecting what happened before.
• With your consent (Article 6(1)(a) GDPR): push notifications, through the permission given on your phone.
• Our legitimate interest (Article 6(1)(f) GDPR): account security and abuse prevention, the statistics offered to gyms, the exercise suggestions calculated from choice statistics, error reports and the portal action log.
• Legal obligations (Article 6(1)(c) GDPR): invoices and accounting records.

10. Providers and where the data is

• Hetzner Online hosts the app and portal servers, the database and the images uploaded by gyms, in a data centre in Germany.
• Cloudflare hosts the website, protects the form, delivers the form requests and stores the encrypted database backups, in a location in the European Union.
• Resend sends the emails, from its infrastructure in the European Union (Ireland).
• Google provides Google sign-in and notification delivery on Android (Firebase Cloud Messaging).
• Apple provides Sign in with Apple and notification delivery on iPhone.
• Expo (650 Industries) passes notifications on to Google and Apple.
• Stripe processes payments from gyms and coaches.
• Oblio issues the invoices for gyms.

We do not sell data and we do not give it to others for their own marketing. Authorised REPIVO staff have access to data only as far as needed for operation, security and support.

11. Transfers outside the European Union

The database and its backups stay in the European Union. Some providers, such as Google, Apple, Expo, Resend, Stripe and Cloudflare, may also process certain data outside the European Economic Area, mainly in the United States. In that case the EU-U.S. Data Privacy Framework applies, where the provider is certified, or the European Commission's standard contractual clauses.

12. How long we keep the data

• Account data, workouts, the body profile, coach relationships, exercise choices, notification tokens and error reports: as long as the account exists.
• The anonymous profile of an app used without an account: until you delete it in the app or until 24 months pass with no activity, when we delete it automatically. Data on your phone is not affected. Signed-in accounts are not deleted for inactivity.
• Sign-in requests by email: they expire after 5 minutes and are then removed.
• Scans: after 12 months we anonymise them, meaning we delete the link to your account. Only the counts used for the gym's statistics remain.
• Revoked routine links: deleted after 90 days.
• Machine reports and the portal action log: as long as the gym uses REPIVO and for 36 more months after the gym ends the collaboration, then we delete them. Invoices follow the rule below.
• Demo form requests: at most 12 months, if no contract follows.
• Billing data and invoices: for the duration of the contract and then as long as financial and accounting law requires.
• After the collaboration ends, a gym's portal stays accessible as a historical archive for 12 months, with export and with a 30-day notice before it closes.
• Backups: we make a daily encrypted copy of the database, and old copies are replaced automatically. The extra copies made before updates are also encrypted and deleted after at most 35 days. So deleted data can remain in backups for at most 35 days. Backups are used only to recover from incidents.
• Technical logs: we do not save the IP address in the database. The server keeps access logs, with the IP address, the browser, the requested page and the time, for security and troubleshooting, and deletes them automatically after at most 30 days.

13. Your rights

You can ask for access to your data, for its correction, erasure or restriction, you can object to processing based on our legitimate interest and you can ask for data portability, where it applies. You can withdraw any consent you gave at any time. Write to us at [email protected]; we answer within one month at most, a period that can be extended under the GDPR. If you are not satisfied, you can lodge a complaint with ANSPDCP, the Romanian data protection authority.

14. Deleting your account and exporting your data

If you are signed in: Account → Data and privacy → Account and sync → Delete account. You confirm twice, and deletion happens immediately and cannot be undone. If you use the app without an account: Account → Data and privacy → Delete my data. History saved on your phone stays there until you uninstall the app or clear its data.

From Account → Data and privacy → Your data you can create, on your phone, a JSON file with the data in the app. The file is not sent to REPIVO. For a copy of the data kept on the server, write to us at [email protected]. What is deleted and what is kept is on the Delete your REPIVO account page.

15. Children

REPIVO is not intended for people under 13. If you learn that a child under this age has given us data without a parent's consent, write to us at [email protected] and we will delete the data.

16. Security

We use encrypted connections, an encrypted local database in the app and encrypted backups, and access to data is limited to those who need it. If an incident occurs that may affect your data, we notify you as the law requires.

17. Changes to this policy

When we change something important, we update the date above and, if the change concerns you, we tell you in the app or by email.