Privacy Policy

Effective Date: 1st October 2025

Charis Athletics values your privacy. This Privacy Policy outlines how we, Charis Athletics, a gym located at Island Plaza, Tanjong Tokong, Penang, Malaysia, collect, use, and protect your personal information when you interact with us via WhatsApp, when you use and interact with us through our website (www.charisathletics.com), and when you use our services at our gym (located at the abovementioned location).

This policy is designed to be transparent about our data practices and empower you with control over your personal information.

1. Information We Collect

We collect different types of information depending on your interaction with us. The categories of personal information we may collect include:

Personal Identifiers: Name, email address, phone number, age and date of birth.
Health and Fitness Data: Information related to your health and fitness goals, medical conditions, and physical assessments, which you voluntarily provide to us. This is considered a special category of personal data and is handled with extra care.
Transaction and Financial Data: Details related to your purchases of memberships, classes, and products, including credit card and banking information.
Technical and Usage Data: Information automatically collected when you use our website, such as your IP address, browser type, operating system, and data about your interaction with our services (e.g., pages visited, time spent).
Communications Data: Records of your direct communications with us, including emails, phone calls, and in-person conversations.
Miscellaneous: Any other information that you choose to provide when contacting us or when registering for our services.

2. How We Collect Your Information

We collect personal information through the following methods:

Directly from You: When you sign up for a membership, register for a class, or purchase a personal training package, fill out forms (online or in person), or communicate with us directly (email, phone, or in person).
Automated Technologies: When you interact with our website, we use cookies and other tracking technologies to automatically collect Technical and Usage Data.
Third-Party Providers: We may receive information from trusted third-party service providers (our scheduling apps or booking systems) to facilitate the services you request.

3. How We Use Your Information

We use your personal information for specific and legitimate purposes, including:

To Provide Services: To provide and manage our gym services i.e. your gym membership, schedule and confirm classes and/or appointments, process payments, and personal training services.
For Communication: To send you service-related messages, such as appointment reminders, account updates, and billing information.
For Marketing and Promotions: To send you newsletters, promotional offers, and information about new classes or services. You have the option to unsubscribe from these communications at any time.
For Business Operations: To improve our services and customer experience, analyze usage trends, and enhance the functionality of our website and apps.
For Legal and Safety Purposes: To meet legal, regulatory, and safety requirements by complying with legal obligations, enforcing our terms of service, and protecting the safety and security of members and staff.
For Personalization: To provide you with a personalized experience, such as tailoring workout plans or recommending relevant classes.

4. Sharing of Information

We do not sell or rent your personal information to third parties for their own marketing purposes. We may, however, share your information with trusted service providers who help us operate by performing certain functions on our behalf. These include:

Booking and Scheduling Platforms: To manage your class and personal training appointments.
Payment Processors: To handle your membership fees and other financial transactions.
Email Marketing Services: To send our newsletters and promotional emails.
IT and Systems Providers: To host our website and manage our gym software.

These service providers are contractually obligated to protect your information and are only given access to the data necessary to perform their services. We may also disclose your information if required by law or to protect our rights or the safety of others.

5. Cookies and Other Tracking Technologies

Our website and apps use cookies and similar technologies to enhance your experience. These technologies may collect information such as your IP address, browsing activity, and preferences.

Strictly Necessary Cookies: Essential for the website to function (e.g., for login and security).
Performance Cookies: Help us understand how you use our website to improve its performance.
Marketing Cookies: Used to deliver relevant advertisements and track the effectiveness of our campaigns.

You have the right to manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

6. Data Storage and Security

We are committed to protecting your personal information. We store data on secure servers, and we implement a range of security measures, including:

Encryption: To protect sensitive information during transmission and storage.
Access Controls: Restricting access to personal data to authorized employees and contractors who have a legitimate business need to access it.
Physical Security: Securing hard-copy records in locked facilities.
Regular Audits: We conduct periodic security assessments to ensure the effectiveness of our protective measures.

While we take these reasonable measures to protect your information, no system is completely secure. We cannot guarantee the absolute security of your data.

7. Data Retention

We will retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including for the duration of your membership and for a reasonable period thereafter to facilitate account reactivation, service analysis, and legal compliance. We will securely destroy or anonymize your data when it is no longer needed.

Currently, the abovementioned “as long as necessary” can mean indefinitely unless you request otherwise. If you would like us to delete your personal data, please contact us at info@charisathletics.com.

8. International Data Transfers

As we use cloud-based services and third-party platforms, your personal information may be processed and stored outside of Malaysia. By using our services, you consent to the transfer of your data to these locations. We will ensure that any such transfer is protected by appropriate safeguards, such as contractual agreements with our service providers, to maintain the security and confidentiality of your data. [Optional to remove]

9. Your Rights

You have the following rights concerning your personal information, subject to applicable law:

Right to Access: You have the right to request a copy of the personal information we hold about you.
Right to Rectification: You have the right to request that we correct any inaccurate or incomplete information.
Right to Erasure (Right to Be Forgotten): You have the right to request the deletion of your personal data.
Right to Object: You have the right to object to the processing of your data for certain purposes, such as direct marketing.
Right to Withdraw Consent: Where we rely on your consent to process your data, you have the right to withdraw that consent at any time.
Right to Data Portability: You have the right to request your data in a structured, commonly used, and machine-readable format to transfer to another service provider.

To exercise any of these rights, please contact our Team at the email address provided below. We will respond to your request within a reasonable timeframe and in accordance with applicable laws. We will not discriminate against you for exercising your privacy rights.

10. Minors

Our services are intended for individuals aged 18 and above. We allow individuals under 18 to use our services with explicit parental consent. We do not knowingly collect personal data from minors without obtaining such consent.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website with a revised effective date. Your continued use of our services after the effective date constitutes your acceptance of the updated policy.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, or if you wish to exercise your rights, please contact our us at:

Email: info@charisathletics.com
Contact number: 011-5558 2370
Location: Level 1, Unit 1-01, Island 88, 118, Jln Tanjong Tokong, Seri Tanjung Pinang, 10470 George Town, Pulau Pinang, Malaysia