Security and data protection

A gym system holds personal data about every member: names, contact details, dates of birth, visits and payments. This page explains the controls FitManager gives you to protect that data and to answer your members' questions about it.

Signing in#

• Strong passwords. Staff passwords must be at least 12 characters with upper and lower case letters, numbers and symbols, and are checked against passwords known from data breaches.
• Two-factor authentication. Every staff member can turn on sign-in codes from an authenticator app, with recovery codes for a lost phone.
• Passkeys. Staff can sign in with a passkey stored on their device, such as a fingerprint or face unlock, instead of a password.
• Google and Apple sign-in are available for staff accounts.
• Limits on attempts. Repeated failed sign-ins are slowed down, on the dashboard and the member portal alike.

Who can see what#

• Separate accounts for every role. Owners, employees and members each have their own sign-in. Members only ever see their own data in the portal.
• Permissions per employee. Each employee permission is switched on or off individually, for example viewing members, selling at the POS, seeing finances or managing settings. See Permissions.
• Locations kept apart. Members, sales and visits belong to one location. Employees only work in the locations they are assigned to.
• IP allowlist. You can restrict the dashboard to the addresses of your gym and the owner's home, so staff accounts cannot be used from anywhere else. Included in every plan. See IP allowlist.

A record of every change#

FitManager keeps an activity log of changes to members, memberships, settings and other records, with who made the change and when. Owners can review it in the dashboard. See Activity log.

Card data#

Card payments go through Stripe, both for your FitManager subscription and for members paying online. Card numbers are entered into Stripe's own forms and never pass through FitManager's servers. At the desk, card payments run on your bank's terminal, and FitManager only receives the result.

The hardware at the gym#

FitManager Control, the program that drives your doors, printers and terminals, contacts FitManager over the internet and asks for work. Nothing at your gym has to be opened up to the internet. Each Control installation uses an API key that you can replace or revoke from the dashboard at any time.

Your data stays yours#

• Full export. Owners can email themselves a spreadsheet of every member, membership, payment, visit and sale of a location at any time, on Pro and Enterprise. See Export your data.
• List exports. Any filtered list, such as members or purchases, can be exported to CSV, Excel or PDF.
• API. On Enterprise, the API access add-on lets you read your data from your own systems.

Helping members with their data#

• Members can see their own data in the member portal: profile, memberships, visits and payments.
• Members can close their own account from the portal. See Delete your account.
• Staff can edit or delete a member on request. See Edit or delete a member.
• Emails from your own address. With your own Brevo account, member emails come from your gym's domain, and you can see each message's delivery in the email log.

Questions for your data protection paperwork#

For the legal terms and how FitManager handles personal data, read the privacy policy and the terms of service. For anything they do not answer, such as details for your own records of processing, contact the FitManager team.