Privacy Policy

Last updated: September 1, 2026 · Applies to: Renewal Desk by Revorax

This Privacy Policy describes how Revorax ("we", "us", "our") collects, uses, stores, and protects information when you use Renewal Desk — our gym membership renewal tracking and WhatsApp reminder platform — including the web application, Android application (package: online.revorax.renewaldesk), and related services.

By using Renewal Desk, you agree to the practices described in this policy. If you do not agree, please discontinue use of the service.

1. Information We Collect

1.1 Account Information

When you create a Renewal Desk account, we collect:

  • Name
  • Email address
  • Phone number
  • Password (stored in hashed form)
  • Role (owner or staff)

1.2 Gym Information

Gym owners provide:

  • Gym name and location
  • UPI payment QR code image
  • WhatsApp Business account details
  • Subscription plan and billing information

1.3 Member Information

Gym owners and staff enter information about their gym members, including:

  • Member name
  • Phone number
  • Email address (if provided)
  • Membership plan type and dates (start, expiry)
  • Payment records and renewal history
  • Biometric device user ID (a numeric identifier used by eSSL/ZKTeco devices — we do not store fingerprint or face data)

1.4 CSV Import Data

When gym owners import member lists via CSV upload, we process the data contained in the uploaded file (typically names, phone numbers, plan details, and dates). The CSV file is processed to create member records and is not retained separately after import.

1.5 WhatsApp and Messaging Data

When Renewal Desk sends WhatsApp renewal reminders on behalf of a gym:

  • We process the recipient's phone number to send messages via the Meta WhatsApp Business Cloud API
  • Message delivery status (sent, delivered, read) is recorded
  • If the AI receptionist feature is enabled, incoming messages and automated responses are processed and may be temporarily stored to maintain conversation context

1.6 Device and Notification Data

  • Device tokens for push notifications (Android)
  • Basic device information (operating system, app version)

1.7 Authentication and Session Data

  • Authentication tokens
  • Session identifiers
  • Login timestamps

2. How We Use Your Information

We use collected information to:

  • Provide and operate the Renewal Desk service
  • Send automated WhatsApp renewal reminders to gym members on behalf of gym owners
  • Enable biometric door access control by syncing membership status with eSSL/ZKTeco devices
  • Process and verify membership payments
  • Support the AI receptionist feature for automated WhatsApp responses
  • Send service-related notifications (e.g., subscription reminders, system alerts)
  • Provide customer support
  • Maintain and improve the service

3. AI Processing

Renewal Desk may use third-party AI service providers to power features such as the AI receptionist. When this feature is active:

  • Relevant conversation content and gym business information may be sent to third-party AI providers to generate automated responses
  • We send only the minimum information necessary to generate a contextually appropriate response
  • AI providers process this data according to their own privacy policies and data handling practices
  • We do not use your data to train AI models

The specific AI service providers used may change over time as we optimize the service. We will update this policy if there are material changes to how AI processing is handled.

4. Third-Party Services

Renewal Desk integrates with the following third-party services:

ServicePurpose
Meta (WhatsApp Business Cloud API)Sending renewal reminder messages, receiving and responding to member messages
Google PlayApp distribution, subscription billing and management
Third-party AI providersAI receptionist automated response generation
Cloud hosting infrastructureApplication hosting and data storage

Each third-party service processes data according to their own privacy policies. We encourage you to review the privacy policies of Meta/WhatsApp and Google.

5. Data Storage and Security

  • All data is transmitted over HTTPS (encrypted in transit)
  • Passwords are stored using secure hashing algorithms
  • Gym data is isolated per tenant — each gym's data is scoped by gym ID, and one gym owner cannot access another gym's member data
  • Access to production systems is restricted to authorized personnel
  • Authentication tokens are used to control access to the application

While we implement reasonable security measures to protect your data, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

6. Data Sharing

We do not sell your personal information. We may share data only in the following circumstances:

  • With service providers: Third-party services listed above, solely to operate the Renewal Desk platform
  • With gym owners/staff: Member data is accessible to the gym owner and authorized staff accounts for the specific gym where the member is registered
  • Legal requirements: If required by law, legal process, or government request
  • Safety: To protect the rights, safety, or property of Revorax, our users, or the public

7. Data Retention

  • Account and gym data is retained as long as your account is active
  • Member data is retained as long as the gym owner's account is active
  • Message delivery logs may be retained for up to 90 days for troubleshooting purposes
  • Upon account deletion, we will delete your data within 30 days, except where retention is required for legal, billing, or fraud prevention purposes

8. Your Rights

You have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate or incomplete data
  • Delete your account and associated data (see our Account Deletion page)
  • Export your data upon request
  • Withdraw consent for optional data processing

To exercise any of these rights, contact us at support@revorax.online.

9. WhatsApp / Meta Disclosure

Renewal Desk uses the official Meta WhatsApp Business Cloud API to send messages on behalf of gym businesses. Important points:

  • Messages are sent from the gym's own WhatsApp Business number, not from Revorax
  • Message templates are approved by Meta before use
  • Renewal Desk is not endorsed by or affiliated with Meta or WhatsApp
  • WhatsApp and the WhatsApp logo are trademarks of Meta Platforms, Inc.
  • Gym owners are responsible for ensuring their use of WhatsApp Business complies with Meta's terms of service and applicable laws

10. Children's Privacy

Renewal Desk is designed for use by gym owners and their staff (business users). We do not knowingly collect personal information from children under the age of 18. If you believe we have inadvertently collected such information, please contact us so we can promptly delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. For material changes, we will make reasonable efforts to notify affected users (e.g., via email or in-app notification).

12. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us: