Privacy Policy
RunStudio ("we", "us", "our") provides software that boutique fitness studios use to manage member messaging and class scheduling. This policy explains what personal data we process, why, and the choices you have. We act as the data processor on behalf of the studio that uses RunStudio (the data controller for its members' data); for staff accounts and the platform itself we are the controller.
1. Who we are
For any privacy question or request, contact us at hello@runstudioai.com.
2. Data we collect
- Staff accounts. When studio staff sign in with Google, we receive their name and email address to authenticate them and control access. Staff may optionally connect their Google account to enable two further features: (a) sending emails on the studio's behalf via Gmail (the
gmail.sendscope), used only to send emails the studio composes — we never read, modify, or delete any email in the mailbox; and (b) class scheduling against their Google Calendar, where we read and write calendar events and check free/busy availability so members can book into open slots. These connections are optional and can be revoked at any time from the staff member's Google Account settings. - Members. On behalf of the studio we process member details such as name, phone number, email, class bookings and attendance, and pass or membership status.
- WhatsApp messages. When a member messages the studio's WhatsApp Business number, or the studio replies, we process the content and metadata of those messages to deliver the conversation to the studio's inbox. WhatsApp messaging is provided through the WhatsApp Business Platform operated by Meta.
- Member mobile activity. If a member uses the studio's mobile app, we may process activity they log, including food and calorie entries they choose to record.
- Mobile apps. Studio owners and staff may use the RunStudio app for iOS and Android. Signing in uses the email and password the studio was issued, or Google sign-in (name and email address, as above). If you allow notifications, we store a push notification token for your device so the app can alert you to new messages, bookings and daily class updates; you can switch notifications off at any time in your phone's settings and the token is deleted when you sign out. The app does not access your contacts, photos, camera, microphone or precise location, and it does not track you across other apps or websites.
- Technical data. A session cookie keeps staff signed in on the web; the mobile app keeps a sign-in token in the device's secure storage. We keep operational logs needed to run and secure the service.
3. How we use data
- To deliver the core service: showing member conversations and supporting class scheduling and attendance.
- To send WhatsApp messages a studio initiates, subject to member opt-in and Meta's messaging rules (including the requirement to use approved message templates outside the 24-hour customer-service window).
- To secure, maintain, and improve the service and to comply with our legal obligations.
We do not sell personal data, and we do not use member messages for advertising.
RunStudio's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, data accessed through the Gmail and Google Calendar scopes described above is used only to provide and improve the user-facing features requested, is not transferred to others except as necessary to provide those features, comply with applicable law, or as part of a merger or acquisition, and is never used for advertising or sold.
AI features and Google user data
RunStudio includes AI assistant features for studio staff (for example drafting replies to member messages, answering questions about bookings and revenue, writing marketing copy, and offering intro-call times). These features are provided by third-party AI model providers acting as our processors: Anthropic (Claude models, via the Anthropic API) and Google (Gemini models, via the Gemini API). We access both directly with our own accounts under their commercial API terms, under which they do not use the data we send them to train or improve their models. We do not use AI aggregators, gateways or model hubs, and we do not operate self-hosted or offline AI models.
The only Google user data an AI feature can see is derived Google Calendar availability: when a trainer connects their calendar, we compute open meeting slots from free/busy information and may show those open times to the assistant so it can offer a booking. We never send Gmail content (we hold none — the gmail.send scope is send-only) or Google Calendar event details to any AI model, and nothing received from Google APIs is sent to Gemini. We do not use Google user data — raw, aggregated, anonymised or derived — to create, train or improve any machine-learning or artificial-intelligence model, whether our own or a third party's.
Limited Use statement: the use of raw or derived user data received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.
4. WhatsApp and Meta
Messaging features rely on the WhatsApp Business Platform. When you interact with a studio over WhatsApp, your message is also processed by Meta under WhatsApp's own privacy policy. Members must opt in to receive WhatsApp messages from the studio and can opt out at any time by telling the studio or replying to stop messages.
Text messages (SMS)
If you give us your mobile number and tick the text-message box on our text message sign-up form or our demo booking page, RunStudio sends you text messages about your enquiry, your account and onboarding, and occasional product news and promotional offers. Message frequency varies. Message and data rates may apply. Reply STOP to any message to opt out, or HELP for help. We keep a record of your consent (the date, the page and the wording you agreed to).
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. Your number is used only to send you the messages you signed up for, through the messaging provider that delivers them.
5. Sharing and processors
We share data only with service providers that help us run RunStudio, under contracts that require them to protect it:
- Meta / WhatsApp — message delivery.
- Neon — managed database hosting.
- Vercel and Fly.io — application and webhook hosting.
- Google — staff sign-in, and, where a staff member connects their account, sending emails on the studio's behalf via Gmail and class scheduling via Google Calendar.
- Anthropic and Google — AI model providers for the assistant features described in section 3.
- Stripe — subscription payments; we never see or store full card details.
- Resend — delivery of transactional and marketing email sent by the service.
- Expo, Apple and Google — delivery of push notifications to the mobile app.
- Zernio — connecting a studio's social media accounts for publishing posts and receiving messages and comments.
We may also disclose data if required by law or to protect our rights, users, or the public. None of the sharing above includes text messaging originator opt-in data and consent, which is never shared with any third party.
6. Retention
We keep personal data for as long as the studio's account is active and as needed to provide the service, then delete or anonymise it within a reasonable period, unless a longer period is required by law (for example, financial records). Studios can request deletion of member data on a member's behalf.
7. Security
We use industry-standard measures to protect data, including encryption in transit and encryption at rest for stored secrets.
8. Your rights
Depending on where you live, you may have rights to access, correct, delete, or restrict the processing of your personal data, and to object or request portability. To exercise these rights, contact us at hello@runstudioai.com or the studio you interact with. If you reached us through a studio, we will work with that studio to handle your request.
Deleting your data. Studio staff accounts, including mobile app sign-ins, are created and removed by the studio. To have your account and its data deleted, ask your studio or email hello@runstudioai.com from the address you sign in with; we delete the account and its push notification tokens within 30 days. See our support page for details.
9. Children
RunStudio is not directed to children under 16, and we do not knowingly collect their personal data.
10. Changes to this policy
We may update this policy from time to time. When we do, we will revise the "Last updated" date above and, where appropriate, provide additional notice.
11. Contact
Questions about this policy or our handling of your data? Email hello@runstudioai.com.