Privacy Policy

Last updated: 5 July 2026 · Applies to scangym.com, the ScanGym mobile and desktop apps, and the ScanGym app for ChatGPT.

1. Who we are

ScanGym ("we", "us") operates a gym discovery and day-pass booking marketplace at scangym.com. For UK GDPR purposes, ScanGym is the data controller for the personal data described in this policy. Contact: hello@scangym.com.

2. What we collect and why

Data	When	Purpose
Phone number	Signing up or logging in with SMS code	Account creation, secure login (one-time codes via SMS verification provider)
Name and email address	Creating a booking (including guest bookings made in ChatGPT), signing in with Google/Apple	Booking confirmations, receipts, QR entry passes, account management
Booking details (gym, date, time, pass type, price, booking code)	Making a booking	Fulfilling your gym session, entry verification, cancellations and refunds
Payment information	Paying for a pass or topping up a wallet	Processed entirely by Stripe. We store the amount, currency and payment status; we never see or store your card number
Location (coordinates or a place you type)	Searching for nearby gyms, including via the ChatGPT app	Showing gyms near you. Used for the search; not tracked in the background
Usage data (pages viewed, IP address, browser type)	Using the website or apps	Analytics, funnel measurement, fraud and abuse prevention
Reviews, ratings, photos, chat messages, NPS feedback	When you submit them	Displaying reviews, improving the product, customer support
Workout and fitness details (goals, level, plans)	Using the AI coach or profile features	Personalised coaching and recommendations

3. The ScanGym app for ChatGPT

When you use ScanGym inside ChatGPT:

Inputs we receive: your gym search queries, coordinates if you share them, and, when you make a booking, the name, email address, date and time you provide.
Outputs we return: gym information (names, addresses, prices, hours, ratings), booking confirmations with a booking code, and a payment link.
Payments never happen inside ChatGPT. Payment is completed on scangym.com via Stripe.
We receive these inputs from OpenAI in order to answer your request; we do not receive your ChatGPT conversation history. Your use of ChatGPT itself is governed by OpenAI's privacy policy.
Data received via ChatGPT is used only to provide the search and booking service, it is retained and deletable exactly like data submitted on scangym.com (see sections 5 and 6).

4. Who we share data with

We never sell personal data. We share it only with processors needed to run the service:

Payment processor - payment processing and refunds
SMS verification provider - SMS login codes and booking notifications
Mapping/location data provider - gym search and map data
OpenAI - powering the AI chat and coach features (inputs to those features only)
Cloud database provider - our database hosting
Application hosting provider - application hosting
Content delivery network - content delivery and media storage
Gyms you book - the gym receives the booking details needed to admit you (name, booking code, date/time)

We may also disclose data where required by law.

5. How long we keep it

Account data: until you ask us to delete your account
Bookings and payment records: 6 years (UK financial record-keeping requirements)
Usage analytics: up to 24 months
Reviews: until you delete them or your account
NPS and support messages: up to 24 months

6. Your rights and controls

Under UK GDPR you can ask us to access, correct, delete, or export your personal data, and you can object to or restrict certain processing. Email hello@scangym.com and we will respond within one month. You can also complain to the UK Information Commissioner's Office (ico.org.uk). Guest bookings can be cancelled with your booking code; free cancellation applies up to 2 hours before your session and paid bookings are refunded automatically.

7. Cookies

We use a session cookie to keep you signed in and to remember guest bookings. We do not use third-party advertising cookies.

8. Children

ScanGym is for users aged 16 and over. We do not knowingly collect data from children.

9. Changes

We will post any changes to this policy on this page and update the date at the top. Significant changes will be announced in the app.

10. Contact

ScanGym · hello@scangym.com