Privacy Policy
Effective Date: December 1, 2024
This Privacy Policy outlines how Formula HQ LLC ("we," "our," or "us") collects, uses, maintains, and discloses information collected from users ("you" or "your") of our website formula.training ("Site").
INFORMATION WE COLLECT
Personal Identification Information
We may collect personal identification information from users in various ways, including, but not limited to, when users visit our Site, register on the Site, purchase gym memberships, schedule classes, subscribe to communications, respond to surveys, fill out forms, and in connection with other activities, services, features, or resources we make available on our Site.
Users may be asked for, as appropriate, the following information:
• Full name
• Email address
• Phone number
• Billing address
• Date of birth (for age verification - must be 18 or older)
• Emergency contact information (name and phone number)
• Payment card information (processed securely through Stripe)
• Health and medical information (through waivers and intake forms)
• Fitness goals and preferences
• Membership type and status
• Class attendance and gym visit history (through key fob tracking)
• Photos or video footage (from security cameras on premises)
Users may, however, visit our Site anonymously. We will collect personal identification information from users only if they voluntarily submit such information to us. Users can always refuse to supply personal identification information, except that it may prevent them from purchasing memberships or engaging in certain Site-related activities.
Automatically Collected Information
We may automatically collect non-personal identification information about users whenever they visit or interact with our Site. Non-personal identification information may include:
• Browser type and version
• Operating system
• IP address
• Pages visited and time spent on pages
• Referring website addresses
• Date and time of visit
• Device information
HOW WE USE YOUR INFORMATION
We use your personal information for the following purposes:
• To process gym membership payments and manage billing
• To create and manage your membership account
• To verify your identity and age for facility access
• To contact emergency contacts when necessary for safety
• To communicate about membership status, billing, class schedules, and gym updates
• To track facility usage and class attendance
• To ensure safety and security of our facilities and members
• To customize training programs based on health information and fitness goals
• To connect you with personal trainers or coaches upon request
• To send periodic emails regarding your membership, services, and promotional offers (if opted-in)
• To improve our services based on feedback and usage patterns
• To comply with legal obligations, including financial record-keeping requirements
• To enforce our membership terms and conditions
INFORMATION SHARING AND DISCLOSURE
We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:
• With Arketa (our membership management platform) to process memberships, manage accounts, and schedule classes. View their privacy policy at: https://www.arketa.co/privacy
• With Stripe (our payment processor) to securely process credit card transactions. View their privacy policy at: https://stripe.com/privacy
• With Google Analytics to understand website usage and improve our services
• With Facebook/Meta (through Facebook Pixel) for marketing analytics and advertising purposes
• With personal trainers or coaches when you specifically request to be connected with them
• With emergency services or emergency contacts in case of medical emergencies
• With law enforcement or government agencies when required by law or legal process
• With professional advisors (lawyers, accountants) as necessary for business operations
• In connection with a merger, acquisition, or sale of all or a portion of our assets
• With your explicit consent for any other purpose
DATA SECURITY
We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:
• SSL encryption for all data transmission on our website
• PCI DSS compliance for payment card data processing through Stripe
• Secure, access-controlled servers for data storage
• Regular security audits and updates
• Limited access to personal information (only authorized staff with legitimate business needs)
• Physical security measures at our facility, including surveillance cameras and controlled access
• Secure disposal of physical documents containing personal information
• Employee training on data protection and privacy practices
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.
YOUR RIGHTS AND CHOICES
You have the following rights regarding your personal information:
• Access: Request a copy of the personal information we have about you
• Correction: Request corrections to inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Opt-out: Unsubscribe from marketing communications at any time
• Update: Modify your account information and preferences through your member portal
• Portability: Request your data in a commonly used electronic format
• Restriction: Request that we limit how we use your information
• Withdrawal: Withdraw consent for specific uses of your information
Please note that we are required to retain certain financial and transaction records for 7 years for tax and legal compliance purposes, which may limit deletion requests.
To exercise these rights, please contact us at info@formula.training
COOKIES AND TRACKING TECHNOLOGIES
Our Site may use "cookies" to enhance user experience. Users' web browsers place cookies on their hard drive for record-keeping purposes and sometimes to track information about them. Users may control cookies through their browser settings. If they do so, note that some parts of the Site may not function properly.
Types of cookies we may use include:
• Essential Cookies: Required for website functionality and membership portal access
• Analytics Cookies: Google Analytics to understand how visitors interact with our website
• Marketing Cookies: Facebook Pixel for advertising and remarketing purposes
• Session Cookies: To maintain your login status while browsing
CHILDREN'S PRIVACY
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18 for membership purposes. All members must be 18 years or older to purchase memberships. If you believe we have collected information from a child under 18, please contact us immediately at info@formula.training so we can delete such information.
THIRD-PARTY LINKS
Our website may contain links to third-party websites or services (such as social media pages, Arketa's booking platform, or Stripe's payment pages). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.
CALIFORNIA PRIVACY RIGHTS
California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to delete personal information, and the right to opt-out of the sale of personal information. We do not sell personal information.
INTERNATIONAL DATA TRANSFERS
If you are accessing our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers and facility are located. By using our services, you consent to such transfer.
DATA RETENTION
We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce our agreements. Specifically:
• Financial and transaction records: 7 years from the date of transaction (for tax and legal compliance)
• Membership account information: Duration of active membership plus 7 years after cancellation
• Health and medical waivers: 7 years from date of signature
• Security camera footage: 30-90 days unless required for incident investigation
• Marketing preferences: Until you opt-out or request deletion
• Website analytics data: 26 months
HEALTH INFORMATION SPECIAL NOTICE
We collect health and medical information through waivers and intake forms to ensure your safety while using our facilities. This information is treated with extra care and is only accessed by authorized staff when necessary for:
• Emergency response situations
• Customizing training programs (with your consent)
• Liability and insurance purposes
You have the right to request restrictions on how we use your health information, though we may not be able to accommodate all requests if the information is essential for safety purposes.
CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time. The updated version will be indicated by an updated "Effective Date" at the top of this page. We will notify active members via email of any material changes. We encourage you to review this Privacy Policy periodically for any changes. Continued use of our services after any modifications constitutes acceptance of the updated Privacy Policy.
CONTACT INFORMATION
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:
Formula HQ LLC
600 Palisade Avenue, Unit 408
Union City, NJ 07087
Email: info@formula.training
By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site or purchase memberships. Your continued use of the Site or services following the posting of changes to this policy will be deemed your acceptance of those changes.