Privacy Policy

This Privacy Policy explains how Fitfinder Limited (“FitFinder”, “we”, “us” or “our”) collects, uses, shares and protects personal data.

Fitfinder Limited is registered in Ireland under company number 788814.

Privacy enquiries:

cian@fitfinder.ie or james@fitfinder.ie

This Policy applies to people who:

• visit FitFinder;
• create an account;
• search for Studios or activities;
• make Bookings;
• contact FitFinder;
• submit reviews;
• use FitFinder search or AI features;
• operate or work for a Studio;
• use FitFinder Studio software; or
• otherwise interact with FitFinder.

We process personal data in accordance with applicable Irish and European data-protection laws, including the General Data Protection Regulation (“GDPR”) and the Data Protection Act 2018.

FitFinder

Fitfinder Limited acts as data controller where FitFinder determines why and how personal data is processed.

This includes processing connected with:

• Member accounts;
• marketplace searches;
• FitFinder Bookings;
• payments;
• platform security;
• customer support;
• FitFinder communications;
• fraud prevention;
• platform analytics; and
• operating and improving FitFinder.

Studios

Studios are independent businesses.

When you make a Booking, the relevant Studio will normally act as an independent data controller for information it needs to:

• provide the service;
• communicate about the Booking;
• manage attendance;
• comply with legal obligations; and
• operate its business.

Studios may provide their own privacy information.

Studio Software

Where a Studio uploads its own member database or other personal information and FitFinder processes that information solely according to the Studio’s instructions, the Studio may act as controller and FitFinder may act as processor.

Where required, this processing will be governed by a Data Processing Addendum.

Depending on how you use FitFinder, we may process the following information.

Account information

Including:

• name;
• email;
• telephone number;
• account ID;
• profile information;
• authentication data; and
• preferences.

Booking information

Including:

• Studio;
• class or service;
• Booking date;
• class date and time;
• attendance;
• cancellation;
• no-show status;
• refund status;
• memberships;
• class packs; and
• Booking communications.

Payment information

Payments are facilitated by third parties including Stripe.

FitFinder may receive:

• Stripe customer IDs;
• transaction IDs;
• payment status;
• payment amount;
• currency;
• refund information;
• Chargebacks;
• payout information; and
• limited card information such as brand and last four digits where supplied by Stripe.

FitFinder does not ordinarily receive or store complete payment-card numbers.

Search information

Including:

• searches;
• activity categories;
• location searches;
• filters;
• dates;
• Studios viewed;
• recommendation interactions; and
• natural-language or AI search queries.

Location information

We may process:

• locations you manually enter;
• approximate location inferred from IP address; or
• device location where you choose to grant permission.

You may control device-location permission through your device or browser.

Reviews and submitted content

Including:

• reviews;
• ratings;
• comments;
• photographs; and
• other information you voluntarily submit.

Communications

Including:

• emails;
• support messages;
• complaints;
• refund requests;
• dispute correspondence; and
• communications involving FitFinder support.

Technical information

Including:

• IP address;
• device;
• browser;
• operating system;
• session data;
• authentication events;
• timestamps;
• error information;
• security logs; and
• suspicious-activity signals.

Studio information

For Studio owners, staff and representatives, this may include:

• name;
• work email;
• telephone number;
• role;
• Studio information;
• company information;
• verification information;
• Stripe Connect information;
• billing information;
• subscription plan;
• support history; and
• account permissions.

FitFinder is not intended to be a medical-record platform.

Please avoid entering medical, health or other sensitive information into:

• public reviews;
• ordinary support messages unless necessary; or
• FitFinder’s AI search.

A Studio may independently request health or safety information necessary for participation.

Where the Studio determines why that information is required, the Studio is responsible for ensuring it has an appropriate legal basis for processing it.

Accounts

We process account information to:

• create accounts;
• authenticate users;
• secure accounts;
• save preferences; and
• provide FitFinder services.

Legal basis: Performance of a contract or steps requested before entering into a contract.

Bookings

We process Booking information to:

• make and manage Bookings;
• send confirmations;
• communicate with Studios;
• handle cancellations;
• process refunds;
• manage waitlists; and
• maintain Booking history.

Legal basis: Contract and our legitimate interests in operating FitFinder.

Payments

We process payment-related information to:

• facilitate payments;
• process refunds;
• calculate FitFinder fees;
• calculate Studio payouts;
• manage Chargebacks;
• prevent fraud; and
• reconcile transactions.

Legal basis: Contract, legal obligations and legitimate interests in preventing fraud and operating a secure payment system.

Studio Software

We process information to provide:

• scheduling;
• CRM;
• attendance;
• membership management;
• class packs;
• waitlists;
• analytics; and
• other Studio functionality.

Our legal role and basis depend on the particular processing.

Where FitFinder acts solely on Studio instructions, FitFinder may act as processor.

Search and Recommendations

We process searches and preferences to provide relevant activities and Studios.

Legal basis: providing the requested service and our legitimate interest in making FitFinder useful.

AI-Assisted Search

FitFinder may allow users to enter natural-language searches describing the type of class or activity they want.

The query may be processed using an artificial-intelligence service to identify relevant FitFinder categories or recommendations.

AI search does not:

• determine whether you may use FitFinder;
• determine whether you receive a service;
• make a medical diagnosis;
• make a credit decision; or
• make another legally significant decision about you.

Please do not enter sensitive health information into AI search.

Legal basis: providing the search functionality requested by the user and FitFinder’s legitimate interests in improving marketplace discovery.

Support

We process information to:

• answer questions;
• resolve problems;
• investigate complaints;
• process refunds;
• investigate disputes; and
• provide technical assistance.

Legal basis: Contract, legitimate interests and legal obligations where applicable.

Security and Fraud Prevention

We process technical and payment information to:

• protect accounts;
• prevent fraud;
• detect abuse;
• investigate suspicious behaviour;
• enforce FitFinder Terms; and
• maintain platform security.

Legal basis: Legitimate interests and applicable legal obligations.

Legal and Accounting Obligations

We may process data to:

• maintain financial records;
• comply with tax requirements;
• respond to lawful requests;
• comply with court orders;
• establish legal claims; and
• defend legal claims.

Legal basis: Legal obligation and legitimate interests.

Marketing

We may send promotional communications where:

• you have given consent where required; or
• applicable law permits marketing to an existing customer.

You may unsubscribe at any time.

Where FitFinder relies on legitimate interests, these may include:

• operating FitFinder;
• preventing fraud;
• keeping the platform secure;
• understanding use of the service;
• improving FitFinder;
• supporting Members and Studios;
• maintaining business records; and
• protecting legal rights.

We consider the impact on individuals before relying on legitimate interests.

Studios

When you make a Booking, we share information necessary for the Studio to provide the service.

This may include:

• your name;
• Booking;
• date and time;
• relevant contact details;
• attendance information; and
• cancellation information.

The Studio may process that information independently.

Stripe

Stripe may process information for:

• payments;
• fraud prevention;
• identity verification;
• Chargebacks;
• refunds;
• payouts; and
• legal compliance.

Stripe’s own terms and privacy information may also apply.

Hosting and Technology Providers

FitFinder may use technology providers to operate:

• hosting;
• databases;
• authentication;
• email;
• security;
• analytics; and
• infrastructure.

Our current infrastructure may include providers such as Supabase and Vercel where these services are used in production.

Email Providers

FitFinder may use third-party email delivery providers to send:

• account messages;
• Booking confirmations;
• security messages;
• password or authentication emails;
• waitlist notifications; and
• permitted marketing.

AI Providers

Where AI search is used, search text may be sent to an AI technology provider used by FitFinder to interpret the query.

FitFinder will not intentionally send more personal information than reasonably necessary for the feature.

Professional Advisers

Information may be disclosed where reasonably required to:

• accountants;
• auditors;
• insurers;
• solicitors; and
• professional advisers.

Authorities

Information may be disclosed where required or permitted by law to:

• courts;
• regulators;
• law-enforcement agencies;
• tax authorities; and
• other competent authorities.

Corporate Transactions

Information may be disclosed in connection with:

• investment;
• financing;
• restructuring;
• acquisition;
• merger; or
• sale of FitFinder,

subject to appropriate confidentiality and data-protection safeguards.

FitFinder does not sell personal data to advertisers or data brokers.

FitFinder does not provide unrelated businesses with Member lists for their independent marketing.

Some service providers may process personal data outside Ireland or the European Economic Area.

Where required, FitFinder will use an appropriate lawful transfer mechanism.

This may include:

• European Commission Standard Contractual Clauses;
• an applicable adequacy decision;
• the EU-US Data Privacy Framework where applicable; or
• another legally recognised safeguard.

FitFinder does not intend to retain personal data longer than reasonably necessary.

Account data

Generally retained while the account remains active.

Following account closure, unnecessary information may be deleted or anonymised within a reasonable period.

Some information may remain temporarily within secure backups.

Financial and transaction records

Information required for Irish accounting, taxation or legal purposes may generally be retained for at least six years, or longer where legally required or reasonably necessary because of a dispute or legal claim.

Booking information

Booking information may be retained for:

• account history;
• refunds;
• disputes;
• financial reconciliation;
• legal claims; and
• legitimate business record keeping.

Chargebacks and disputes

Retained for as long as reasonably necessary to manage the dispute and establish, exercise or defend legal rights.

Marketing information

Marketing preferences may be retained while relevant.

If you unsubscribe, FitFinder may retain a suppression record so that it knows not to send further marketing.

Security information

Security and technical logs are retained for a period reasonably appropriate for:

• fraud prevention;
• security;
• troubleshooting; and
• incident investigation.

Studio-controlled information

Where FitFinder acts as processor, retention is governed by the Studio’s instructions, applicable law and any Data Processing Addendum.

Depending on the circumstances, you may have rights including:

Access

You can request information about personal data FitFinder holds about you.

Correction

You can ask FitFinder to correct inaccurate or incomplete information.

Deletion

You can ask FitFinder to delete personal information where GDPR gives you that right.

Deletion is not absolute.

FitFinder may need to retain certain information because of:

• taxation;
• accounting;
• fraud prevention;
• Chargebacks;
• legal obligations; or
• legal claims.

Restriction

You may ask FitFinder to restrict certain processing.

Objection

You may object to certain processing carried out on the basis of legitimate interests.

You can object to direct marketing at any time.

Portability

Where applicable, you may request certain data in a structured, commonly used and machine-readable format.

Withdraw Consent

Where processing relies on consent, you may withdraw consent at any time.

Withdrawal does not make earlier processing unlawful.

Automated Decision-Making

GDPR provides rights relating to certain decisions made solely through automated processing that have legal or similarly significant effects.

FitFinder’s ordinary marketplace recommendations and AI-assisted search are not intended to make those types of decisions.

To make a privacy request, contact:

cian@fitfinder.ie or james@fitfinder.ie

FitFinder may ask for reasonable information to verify your identity.

We will respond without undue delay and ordinarily within one month.

Where GDPR permits, the response period may be extended by up to a further two months because of the complexity or number of requests.

If an extension applies, FitFinder will inform you.

If you have a privacy concern, please contact:

cian@fitfinder.ie or james@fitfinder.ie

You also have the right to make a complaint to the Irish Data Protection Commission.

You are not required to complain to FitFinder before contacting the Data Protection Commission.

FitFinder may use strictly necessary cookies and similar technologies for:

• authentication;
• security;
• sessions;
• preferences; and
• functionality requested by the user.

Where non-essential analytics, marketing or behavioural-tracking technologies require consent, FitFinder will obtain that consent before using them.

Users will be able to change relevant cookie choices through the available controls.

FitFinder will only send electronic promotional marketing where it has an appropriate legal basis.

Marketing messages will provide an appropriate way to unsubscribe.

Operational messages such as:

• Booking confirmations;
• refunds;
• payment notifications;
• cancellation notices;
• security messages; and
• account information

are not treated as marketing merely because they are sent electronically.

FitFinder may use artificial intelligence to improve search and recommendations.

For example, a user may describe what they are looking for in natural language and an AI service may map that request to relevant FitFinder activities.

AI recommendations do not make medical assessments or legally significant decisions.

Users remain free to ignore recommendations.

Users should not enter:

• medical records;
• diagnoses;
• financial details;
• passwords; or
• other highly sensitive information

into an AI search field.

Where you publicly post a review, rating or other content, it may be visible to:

• Studios;
• Members;
• website visitors; and
• search engines where relevant pages are publicly indexed.

Do not post another person’s personal information without a lawful reason.

Studios may import information concerning their own existing customers or members into FitFinder Studio software.

Where FitFinder processes that information solely on the Studio’s instructions, the Studio may act as controller and FitFinder as processor.

The Studio is responsible for ensuring that it has an appropriate lawful basis to upload and use the data.

FitFinder uses technical and organisational measures designed to protect personal information.

These may include:

• encryption in transit;
• authentication controls;
• permissions;
• access restrictions;
• security logging;
• backups; and
• infrastructure security.

No online system can be guaranteed to be completely secure.

Where FitFinder becomes aware of a personal-data breach, it will assess the incident and make any notifications required by applicable law.

FitFinder accounts and paid Bookings are intended primarily for people aged 18 or over.

A Studio may permit a person under 18 to participate where appropriate parent or guardian involvement and Studio conditions are satisfied.

If you believe information relating to a child has been improperly provided to FitFinder, contact:

cian@fitfinder.ie or james@fitfinder.ie

FitFinder may update this Privacy Policy where:

• FitFinder changes;
• its technology changes;
• service providers change;
• data-processing practices change; or
• applicable law changes.

The effective or Last Updated date will be updated.

Where required, FitFinder will provide additional notice of material changes.

Privacy questions and requests may be sent to:

cian@fitfinder.ie or james@fitfinder.ie

Fitfinder Limited
Registered in Ireland
Company No. 788814