Legal

Data Deletion

How a gym can delete its GymFlow account and WhatsApp integration data, how gym members can request deletion, and how we verify and process each request.

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1. Summary

  • Gyms: disconnect WhatsApp in GymFlow settings, then request account and integration data deletion through our contact form.
  • Members: ask your gym to delete your information. If you cannot reach your gym, use our contact form and we will help.
  • To stop WhatsApp messages now: reply STOP to the gym's WhatsApp number.

This page is part of our Privacy Policy. It applies to GymFlow, provided by DVelis Technologies, and to data received through the WhatsApp Business integration with Meta Platforms.

2. Gym administrators: deleting account and integration data

A gym administrator can request deletion of the gym's GymFlow account, its WhatsApp integration data, or both.

  1. Disconnect WhatsApp (if connected). See section 3.
  2. Export anything you need to keep. Deletion is permanent. You can ask us for a copy of your data as part of your request.
  3. Submit a deletion request using the procedure in section 5. Say whether you want:
    • integration data only: your WhatsApp Business account identifiers, message templates, message records and webhook event records; or
    • your whole account: all of the above, plus your gym's account, staff users, Member records, attendance, payments, notifications and settings.

Only an administrator of the gym, or the account owner, can request deletion of a gym's account. Requests from staff users must be confirmed by an administrator.

3. Disconnecting WhatsApp and removing connected account data

In GymFlow

A gym administrator can disconnect WhatsApp at any time from Settings → WhatsApp in GymFlow. When you disconnect:

  • the Meta access token stored for your account is destroyed immediately, so GymFlow can no longer send messages or manage templates for your WhatsApp Business account;
  • GymFlow asks Meta to remove its app's webhook subscription from your WhatsApp Business account, so it stops receiving events from it;
  • the disconnection is recorded in your gym's audit log; and
  • the remaining connection details (WABA ID, phone number ID, display phone number and verified business name), message templates and message records are kept as history. They stay until you ask us to delete them (section 2) or your account is deleted.

In Meta

Your WhatsApp Business account belongs to you. You can also remove GymFlow's access on Meta's side. In Meta Business Suite or Business settings, find the apps or integrations connected to your WhatsApp Business account, then remove GymFlow's access. Meta may rename or move these settings, so check Meta's Business Help Center if you can't find them. Removing access in Meta stops GymFlow from using your account. To delete the data we have already received, you still need to send us a deletion request.

4. Gym members: requesting deletion through your gym

Your gym decides what information is stored about you in GymFlow and is responsible for it. To have your information deleted:

  1. Ask your gym. Your gym's administrator can remove your Member record in GymFlow. When a gym deletes a Member, the record is first archived (hidden and made inactive). The gym can then ask us to permanently delete it.
  2. If you cannot reach your gym, or it does not respond, contact us using the procedure in section 5. Tell us the gym's name. We will send your request to the gym and help it respond. If needed, we will act on the request ourselves where the law allows.

To stop messages straight away, reply STOP (or UNSUBSCRIBE, CANCEL or OPT OUT) to the gym's WhatsApp number, or update your preferences in the member portal. This records your opt-out for future messages, even before your deletion request is processed.

5. How to submit a request

Anyone can submit a deletion request. You do not need a GymFlow login.

  1. Open the contact form on dvelis.com.
  2. Enter your name, phone number and email address. Use the phone number and email linked to your GymFlow account or Member record, so we can verify you.
  3. In "Business Name", enter the gym's name.
  4. Start the message with "Data deletion request", then include:
    • whether you are a gym administrator or a gym member;
    • what you want deleted (integration data only, the whole gym account, or a member's information); and
    • for WhatsApp integration data, the WhatsApp business phone number concerned.

Do not include passwords, OTPs, access tokens or payment card details in your request. We will never ask for them.

6. Verification

To protect your data from unauthorised deletion, we verify every request before acting:

  • Gym requests: we confirm that the request comes from an administrator of the gym. For example, we may contact the phone number or email address registered on the account, or ask you to confirm the request while signed in.
  • Member requests: we confirm the request with your gym, or check that your contact details match the Member record.
  • WhatsApp integration requests: we confirm that the WhatsApp business number belongs to the requesting gym's connected account.

If we cannot verify a request, we will tell you and explain what else we need. We will not delete data based on an unverified request.

7. Processing your request

  1. We acknowledge your request and begin verification.
  2. Once verified, we disconnect any active WhatsApp integration covered by the request and destroy its access credentials.
  3. We permanently delete, or irreversibly anonymise, the data covered by the request from our live systems.
  4. Deleted data is removed from backups as they are overwritten in the normal backup cycle. Pending confirmation Backup retention period
  5. We confirm completion, and tell you about any data we had to keep and why (see section 8).

Target timeframes for acknowledging and completing requests: Pending confirmation Acknowledgement and completion timeframes

8. Legally required retention exceptions

We may keep some information after a deletion request, only for as long as needed and only for these purposes:

  • Legal, tax and accounting duties: for example, GymFlow subscription invoices and payment records.
  • Security and fraud prevention: limited audit and security records, such as the record that an account was disconnected or deleted.
  • Legal claims: information needed to establish, exercise or defend legal claims, or to resolve disputes.
  • Requests from authorities: where we must keep data because of a lawful order or request.
  • Backups: until overwritten, as described above. Backup data is not used for any other purpose in the meantime.
  • Anonymised data: aggregated statistics that no longer identify any gym or person.

Any retained information stays protected under our Privacy Policy and is deleted once the reason for keeping it ends.

9. Data held by Meta

Messages sent through WhatsApp are also processed by Meta, under Meta's own terms and policies. Deleting data from GymFlow does not delete data held by Meta or WhatsApp. To manage that data, use your WhatsApp Business account settings or Meta's own privacy tools. Meta's practices are described in the Meta Privacy Policy.

10. Contact

For any question about deletion, use the contact form and start your message with "Data deletion request".

Responsible entity
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Registered address
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Request channel
Website contact form