Privacy Policy
1. Introduction
At Synergy Fitness & Movement Inc. (“Synergy,” “we,” “us,” or “our”), your privacy is not an afterthought — it is a priority. We operate a private, boutique fitness studio in Florida and are committed to being transparent about how we collect, use, and protect your personal information.
This Privacy Policy applies to all information collected through our website at synergyfitness.com, our contact forms, our Mindbody booking portal, and any other interactions you have with us — whether in person, online, or via email or phone.
By using our website or services, you agree to the practices described in this policy. If you do not agree, please discontinue use of our website and services.
2. Information We Collect
We collect information in several ways depending on how you interact with us.
Information You Provide Directly
- Full name, email address, phone number, and any details submitted through our contact form
- Health history, physical limitations, and fitness goals submitted through our Health & Goal Questionnaire
- Medical and physical readiness information submitted through our PAR-Q (Physical Activity Readiness Questionnaire)
- Payment and billing information processed through our booking or payment platforms
- Communications you send us via email, phone, or social media
Information Collected Through the Mindbody Portal
When you book classes, personal training sessions, or other services through our Mindbody booking system, Mindbody collects and processes information on our behalf including your name, contact details, class history, and payment information. Mindbody’s own privacy policy governs their data practices. We encourage you to review it at mindbodyonline.com.
Body Composition and Scan Data
If you use our Styku 3D Body Scanner, we collect body composition data including but not limited to body measurements, body fat percentage, lean muscle mass estimates, posture data, and progress scan history. This data is used exclusively to support your fitness programming and track your progress over time.
Information Collected Automatically
When you visit our website, we may automatically collect:
- IP address and approximate location
- Browser type and device information
- Pages visited and time spent on site
- Referring website or search terms
This data is collected through standard web analytics tools and is used in aggregate to improve our website experience.
3. How We Use Your Information
We use the information we collect for the following purposes:
- To respond to your inquiries and schedule consultations or sessions
- To create and manage your client profile and fitness program
- To deliver and personalize our personal training, class, and nutrition services
- To track your progress and adjust your programming over time using Styku scan data and health information
- To process bookings and payments through the Mindbody portal
- To send appointment reminders, schedule updates, and service-related communications
- To send occasional promotional emails or newsletters about our services, classes, or offers (you may opt out at any time)
- To comply with legal obligations and protect the safety of our clients and staff
- To improve our website, services, and client experience
We do not use your information for automated decision-making or profiling beyond what is necessary to deliver our fitness and wellness services.
4. Sensitive Health Information
Because we are a fitness and wellness studio, we collect health-related information including medical history, physical limitations, injury history, and body composition data. We treat this information with the highest level of care.
Your health information is:
- Used only to design safe, effective, and appropriate fitness programming for you
- Never sold, rented, or shared with third-party marketers
- Accessible only to authorized Synergy staff directly involved in your programming
- Stored securely and handled in accordance with applicable Florida privacy laws
By completing our Health & Goal Questionnaire or PAR-Q forms, you acknowledge and consent to our collection and use of this information for the purposes described above.
5. How We Share Your Information
We do not sell, rent, or trade your personal information. We may share your information only in the following limited circumstances:
Service Providers
We work with trusted third-party platforms to operate our business, including Mindbody (booking and scheduling) and our website hosting provider. These providers access only the information necessary to perform their services and are required to keep your information confidential.
Legal Requirements
We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe disclosure is necessary to protect the rights, property, or safety of Synergy, our clients, or others.
Business Transfers
In the event that Synergy is acquired, merged, or transferred, your information may be transferred as part of that transaction. We will notify you via email or prominent notice on our website before your information is transferred and becomes subject to a different privacy policy.
With Your Consent
We may share your information for any other purpose with your explicit consent, such as featuring your transformation results or testimonials on our website or social media.
6. Cookies and Tracking Technologies
Our website may use cookies and similar tracking technologies to improve your browsing experience and understand how visitors interact with our site.
What are cookies?
Cookies are small text files stored on your device when you visit a website. They help us remember your preferences and understand site usage patterns.
Types of cookies we may use:
- Essential cookies — Required for the website to function properly
- Analytics cookies — Help us understand how visitors use our site (e.g., Google Analytics)
- Marketing cookies — Used to deliver relevant content or track the effectiveness of our advertising
You can control or disable cookies through your browser settings at any time. Note that disabling certain cookies may affect the functionality of our website.
7. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes described in this policy, maintain your active client relationship, or comply with legal obligations.
- Client health and fitness records are retained for a minimum of 7 years in accordance with standard fitness industry best practices and applicable Florida regulations
- Contact form submissions are retained for up to 2 years
- Website analytics data is retained in aggregate form and does not identify individual users
- Booking and payment records are retained as required by our financial and tax obligations
When your information is no longer needed, we securely delete or anonymize it.
8. Data Security
We take the security of your personal information seriously. We implement reasonable administrative, technical, and physical safeguards to protect your data from unauthorized access, disclosure, alteration, or destruction.
These measures include:
- Secure, password-protected access to client records
- Use of reputable, security-compliant third-party platforms (Mindbody, our hosting provider)
- Limited staff access to sensitive health information on a need-to-know basis
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.
9. Children’s Privacy
Our services are designed for adults aged 18 and over. We do not knowingly collect personal information from children under the age of 13. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will take steps to delete that information.
10. Your Rights and Choices
Depending on your location and applicable law, you may have the following rights regarding your personal information:
- Access — Request a copy of the personal information we hold about you
- Correction — Request that we correct inaccurate or incomplete information
- Deletion — Request that we delete your personal information, subject to legal retention requirements
- Opt-out of marketing — Unsubscribe from promotional emails at any time by clicking the unsubscribe link or contacting us directly
- Data portability — Request that we provide your data in a portable, readable format where technically feasible
To exercise any of these rights, please contact us using the information in Section 12 below. We will respond to all requests within a reasonable timeframe.
11. Third-Party Links
Our website may contain links to third-party websites, including our Mindbody booking portal and social media platforms. This Privacy Policy applies only to our website and services. We are not responsible for the privacy practices of any third-party websites and encourage you to review their privacy policies before providing any personal information.
12. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:
Synergy Fitness & Movement Inc.
📍 Florida, USA
📞 813-731-3944
📧 healthyheather8@gmail.com
🌐 synergyfitness.com
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. When we make changes, we will update the “Last Updated” date at the top of this page. We encourage you to review this policy periodically.
Your continued use of our website or services after any changes constitutes your acceptance of the updated Privacy Policy.