Privacy Policy

The WESTCA Hub (“the Hub”) is an internal business tool operated by WESTCA, a personal training and fitness studio in San Jose, California, for its own staff. It is available as a website and as an iPhone and iPad app. This policy explains what information the Hub handles, why, and who is responsible for it.

WESTCA is the controller of all information in the Hub. The app may be published through a developer account held by a WESTCA team member; that does not change who owns or is responsible for the data.

Who can use the Hub

WESTCA team members sign in with their company @westcasj.com Google account. People outside the company, such as an agency WESTCA works with, can sign in only when a WESTCA administrator invites them by email address; they use that email and a password they create. The Hub is not open to the public or to clients. A separate demonstration mode, with fictitious clients only, exists for app review; it never shows real data.

Information about staff

• Account details. When you sign in with Google we receive your name and @westcasj.com email address to create your Hub profile. An invited guest gives us their email address and a password, which we keep only as a one-way hash. Your role (admin, trainer, front desk) is set by a WESTCA admin.
• Activity. What you create or change in the Hub (notes, tasks, comments, photos) is stored with your name and the time, so the team can see authorship and history.
• Devices. If you turn on notifications, the Hub stores the notification address of that device so it can reach it. Nothing else about the device is collected.

Information about clients

The Hub helps trainers look after WESTCA clients. To do that it holds information about clients, collected and used under WESTCA's personal training agreement with each client:

• From WESTCA's own systems. Name, contact details, membership and contract status, scheduled and completed sessions, and the trainer responsible, read from WESTCA's Mindbody account and its CRM (GoHighLevel).
• Written by trainers. Training goals, current program, injuries and limitations that affect training, notes from sessions, milestones, and dates the client shared (such as a birthday or a trip) so the trainer can remember them.
• Photos. Photos taken by a trainer with the client, stored on WESTCA's own server. A photo is only ever used outside the Hub if the client has given consent, and that consent is recorded on the client's profile.
• “Never mention”. Anything a client has asked the team not to bring up is recorded as such, so that no message or conversation touches it.
• Cancellation policy signatures. When a client signs WESTCA's cancellation policy on the front-desk tablet, the signed document is stored and a copy is emailed to the client.

How we use it

• To run WESTCA's personal training service: who trains whom, what each client is working on, and what to remember about them.
• To remind trainers of client dates they chose to be reminded of.
• To coordinate the team: tasks, comments and notifications between staff.
• To show WESTCA's own business reports to admins.
• To reach out to former clients. Any such message is prepared from material the trainer marked as shareable, is reviewed and sent by a person, and respects the client's “never mention” and contact preferences. Nothing is sent automatically.

We do not sell information, do not use it for advertising, and do not use it to track anyone across other apps or websites.

Where it lives and who sees it

Hub data (profiles, notes, photos, tasks, dates) is stored on a server operated by WESTCA, encrypted in transit, with daily backups. Client membership and scheduling data remains in WESTCA's Mindbody and GoHighLevel accounts and is read on demand. Within WESTCA, trainers see the clients they train; front desk staff see client names, plans and trainers but not trainers' notes; admins see everything.

We share information only with the providers that run the Hub, each acting on WESTCA's instructions: Google (sign-in), Mindbody and GoHighLevel (WESTCA's own accounts), Resend (email delivery), Apple (app notifications), and Hostinger (server hosting). None of them may use the information for their own purposes.

How long we keep it

Client information is kept while the person is a WESTCA client and for a limited time afterwards, so the team can welcome them back; it is then deleted. One-off dates (a trip, a surgery) are removed after they pass. Staff accounts and their activity are kept while the person works at WESTCA.

Your rights

Clients may ask WESTCA what the Hub holds about them, ask for corrections, ask for a photo or note to be removed, or ask for everything to be deleted. California residents have these rights under the CCPA/CPRA; WESTCA honors them for every client. Write to info@westcasj.com or ask at the front desk.

Staff can update their name in their profile. To have a Hub account removed, ask a WESTCA admin or write to filipe@westcasj.com.

Children

The Hub is for WESTCA staff only and is not directed at anyone under 18.

Changes

If this policy changes, the new version is published here with a new date. Material changes are also announced to the team inside the Hub.

Contact

WESTCA · San Jose, California · info@westcasj.com. For the app itself: filipe@westcasj.com.