Privacy Policy

1. Information Collected and Processed

Onyx Gym may collect personal identification information including full name, preferred name, username, gender where voluntarily supplied, date of birth, age range, national identification details where required for verification or safety purposes, email address, phone number, physical address, billing address, emergency contact details, guardian or parent information for minors where applicable, occupation, company, membership category, membership start date, membership renewal date, plan duration, selected branch, class preferences, trainer preferences, attendance history, check-in records, booking history, cancellation history, purchase history, account notes, service requests, feedback, complaints, photographs, profile images, waiver acknowledgements, marketing preferences, survey responses, device identifiers, browser type, approximate location derived from network information, IP address, referral source, pages visited, timestamps, session activity, form submissions, cookies, similar tracking technologies, and any information provided by the member or visitor while creating an account, subscribing, booking, paying, entering the facility, communicating with staff, or using any Onyx Gym service.

Payment-related information may include selected payment method, transaction reference, payment status, payment amount, payment date, partial card descriptors supplied by payment processors, M-Pesa confirmation details, billing confirmations, refunds, failed payment notices, chargeback indicators, tax or receipt information, and related transaction metadata. Onyx Gym does not intentionally store full card numbers, card security codes, or sensitive card authentication credentials in the application when those details are processed by third-party payment providers. Where a payment provider, bank, telecommunications provider, card network, or other regulated processor handles payment data, its own privacy notice, security controls, and contractual terms may also apply.

2. Purposes of Use

Information may be used to create, verify, administer, maintain, renew, suspend, cancel, reactivate, or support memberships; process payments; issue receipts; confirm subscriptions; manage class bookings; record facility access; communicate service updates; answer questions; handle support requests; provide customer care; personalize member experiences; coordinate trainer sessions; monitor attendance; maintain safety and security; enforce house rules; investigate misconduct, payment disputes, fraud, abuse, unauthorized access, or misuse; manage refunds, extensions, freezes, upgrades, downgrades, promotions, trials, referrals, corporate memberships, and family memberships; improve website performance; test and improve services; produce internal reports; comply with law; respond to lawful requests; protect the rights, safety, property, or legitimate interests of Onyx Gym, members, staff, visitors, and third parties; and perform any related operational activity reasonably necessary to provide gym, wellness, fitness, retail, event, digital, and customer support services.

Onyx Gym may also use contact details to send administrative messages, reminders, confirmations, receipts, renewal notices, payment notices, booking notices, schedule changes, facility updates, policy updates, safety information, service announcements, and marketing communications where allowed by law or where consent has been provided. A person may opt out of promotional communication through the relevant unsubscribe, preference, or contact channel, although administrative and transactional communications may still be sent where necessary for membership management, payment, booking, safety, or legal reasons.

3. Disclosure, Storage, Retention, and Security

Information may be shared with payment processors, telecommunications providers, booking platforms, email providers, SMS providers, hosting providers, analytics providers, fraud prevention providers, customer support tools, trainers, instructors, operational staff, professional advisers, insurers, auditors, legal representatives, regulators, public authorities, and other parties where such disclosure is necessary for the purposes described in this Policy, required by law, requested through valid legal process, needed to enforce terms, or reasonably required to protect safety, property, rights, operations, or service integrity. Onyx Gym does not sell member personal information as a standalone product, but service providers may process information on behalf of Onyx Gym under their own applicable controls and contractual obligations.

Information may be stored in Kenya or in other jurisdictions where service providers maintain infrastructure. By using Onyx Gym services, the user acknowledges that data may be transferred, hosted, accessed, backed up, or processed in locations that may have different data protection rules from the user's place of residence. Onyx Gym applies reasonable administrative, technical, and organizational safeguards designed to reduce risks of unauthorized access, disclosure, alteration, loss, misuse, or destruction. No website, network, payment system, database, or storage method can be guaranteed to be completely secure, and users are responsible for maintaining accurate account information, protecting their devices, and promptly notifying Onyx Gym of suspected unauthorized activity.

Personal information may be retained for as long as reasonably necessary to provide services, maintain accounts, document transactions, resolve disputes, comply with accounting, tax, legal, regulatory, insurance, audit, fraud prevention, safety, and operational obligations, enforce agreements, preserve records of consent or policy acceptance, and support legitimate business purposes. When information is no longer required, Onyx Gym may delete, anonymize, aggregate, archive, or otherwise handle it in accordance with internal retention practices and applicable law.

4. User Rights, Cookies, Children, Updates, and Contact

Subject to applicable law, a person may request access to personal information, correction of inaccurate information, deletion, restriction, objection, withdrawal of consent where processing is based on consent, or information about how data is used. These rights may be limited where Onyx Gym must retain information for legal, accounting, security, dispute resolution, safety, fraud prevention, contractual, or legitimate business reasons. Requests should include enough detail to verify the requester and locate the relevant records. Onyx Gym may decline or limit requests that are unlawful, unverifiable, repetitive, excessive, technically impractical, harmful to others, or inconsistent with legal obligations.

The website may use cookies, local storage, analytics scripts, pixels, logs, and similar technologies to operate forms, remember preferences, understand website usage, prevent abuse, improve performance, measure campaigns, and support core service functionality. Browser settings may allow users to block or delete cookies, but some features may not work correctly if these technologies are disabled. Onyx Gym services are not intended for unsupervised use by children below the age permitted by applicable law or facility policy. Where a minor uses services, a parent, guardian, or responsible adult may be required to provide consent, sign waivers, make payments, manage account information, and accept responsibility for the minor's participation.

This Policy may be revised from time to time to reflect changes in services, law, technology, payment processes, operating practices, or business needs. Updated versions may be posted on the website and may apply from the date of posting unless otherwise stated. Continued use of Onyx Gym services after a revision means the user accepts the updated Policy. For privacy questions, requests, corrections, complaints, or support, contact Onyx Gym through the feedback, support, reception, or official contact channels shown on the website or at the facility.