Effective Date: January 1, 2026
Palo Alto Fit LLC, doing business as Palo Alto Fitness Club (“we,” “us,” or “our”) operates the website https://paloaltofit.com (the “Website”).
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our Website, book a Fitness Assessment, or otherwise interact with us. By using our Website, you agree to the practices described below.
Personal Information You Provide
We may collect personal information you voluntarily provide, including:
Name
Email address
Phone number
Mailing address
Date of birth
Information submitted through contact forms or booking tools
Information shared during a Fitness Assessment or inquiry
Payment information (processed securely through third-party providers)
Emergency contact information
Medical clearance and waiver information
Client Management System
We use Mindbody, a third-party business management platform, to manage client accounts, bookings, and payments. Information collected and stored in Mindbody includes:
Account profile (name, email, phone, address, date of birth)
Payment information (credit card details are securely processed by Mindbody’s PCI-compliant payment processor)
Session booking history and attendance records
Purchase history and credit balances
Medical clearance and waiver information
Client notes and progress tracking
Emergency contact information
Automatically Collected Information
When you visit our Website, we may automatically collect:
IP address
Browser type and version
Device information
Pages visited and time spent on our Website
Referring URLs
Geographic location (general city/state level, not precise)
Cookies and similar tracking technologies
This data helps us understand website usage and improve performance.
We use your information to:
Respond to inquiries and requests
Schedule and manage Fitness Assessments and training sessions
Provide and improve our services
Communicate about appointments, programs, or updates
Send relevant marketing communications (you may opt out at any time)
Process payments for services (through Mindbody’s secure payment processor)
Manage client accounts and session credits (in Mindbody)
Track attendance and program progress
Maintain internal records and operational needs
Ensure facility security and safety
Comply with legal obligations
We do not sell your personal information.
Information collected during your Fitness Assessment may include:
Body composition data (InBody scan results)
Movement and strength evaluation results
Health history and current condition
Fitness goals and limitations
Medical clearance information
Progress tracking data
Trainer observations and recommendations
How We Use This Information:
Understand your current physical condition
Provide appropriate training recommendations
Support your personalized training experience
Track progress over time (with your consent)
Ensure safe and effective programming
Communicate between trainers about your program
Maintain continuity across your trainer team
Important Protections:
This information is treated as confidential
Shared only with your assigned trainer team on a need-to-know basis
Not used for marketing purposes outside our services
Not shared with third parties except as required for service delivery (e.g., Mindbody for record-keeping)
Stored securely in Mindbody and internal systems
Retained only as long as necessary to support your training
We use Calendly, a third-party scheduling platform, to manage initial Fitness Assessment bookings for prospective clients.
Information Collected Through Calendly:
When you book a free Fitness Assessment, Calendly collects:
Name
Email address
Phone number
Appointment date and time preferences
Time zone
Any additional information you provide in booking forms
How This Information Is Used:
Schedule and confirm your Fitness Assessment
Send appointment reminders and confirmations
Manage cancellations and rescheduling
Integrate with our internal calendar systems
Improve the scheduling experience
Data Storage:
Calendly stores your scheduling information on their secure servers. For details on how Calendly handles your data, please review Calendly’s Privacy Policy.
Note: Once you become a client, ongoing session booking is managed through Mindbody (see Section 5 below).
We use Mindbody, a third-party business management platform, to manage client accounts, bookings, payments, and the client portal.
Information Stored in Mindbody:
When you create a client account or book services, Mindbody collects and stores:
Account Information: Name, email, phone number, mailing address, date of birth
Login Credentials: Username and password (encrypted)
Payment Information: Credit card details (securely processed and stored by Mindbody’s PCI DSS Level 1 compliant payment processor)
Booking History: Past and upcoming training sessions
Purchase History: Programs purchased, payment history, credit balances<
Attendance Records: Session check-ins and completion tracking
Waivers & Forms: Medical clearance, liability waivers, assessment forms
Emergency Contacts: Contact information for emergencies
Client Notes: Training notes, progress tracking, trainer communications
Program Details: Training program assignments, nutrition plans, workout history
Client Portal Access:
You may access your Mindbody account through our website’s client portal (Sign-In) to:
View and manage upcoming appointments
Update your personal information
Review purchase history and credit balance
Complete required forms and waivers
Update payment methods
View your training program details
How This Information Is Used:
Manage your client account and training schedule
Process payments for services
Track session attendance and credit usage
Communicate with you about appointments and services
Maintain accurate client records
Support trainer collaboration on your program
Ensure continuity of service
Comply with legal and business requirements
Data Storage & Security:
Mindbody stores your information on their secure, PCI-compliant servers. For details on how Mindbody handles your data, please review Mindbody’s Privacy Policy.
We use cookies and similar technologies to:
Improve website functionality
Analyze traffic and usage patterns
Support marketing and advertising efforts
Enable appointment scheduling through Calendly
Manage client portal access through Mindbody
Remember your preferences and login sessions
Essential Cookies:
Enable core website functionality
Support client portal login (Mindbody)
Enable appointment booking (Calendly)
Analytics Cookies:
Track website usage and performance (Google Analytics)
Help us understand how visitors use our site
Marketing Cookies:
Deliver relevant advertisements (Google Ads, Meta)
Measure advertising effectiveness
Calendly Cookies:
When you book a Fitness Assessment, Calendly may place cookies on your device to:
Remember your scheduling preferences
Enable calendar integrations
Improve the booking experience
Prevent duplicate bookings
For more information, please review Calendly’s Cookie Policy.
Mindbody Cookies:
When you access your client portal or book sessions through Mindbody, cookies may be placed on your device to:
Remember your login session
Enable booking functionality
Maintain your session preferences
Improve user experience
For more information, please review Mindbody’s Privacy Policy.
Managing Cookies:
You may adjust your browser settings to manage or disable cookies. Some features of the Website, including appointment scheduling and client portal access, may not function properly without cookies enabled.
We may use third-party tools such as:
Google Analytics – to understand website traffic and usage patterns
Google Ads – to deliver relevant advertisements
Meta (Facebook / Instagram) – to manage social media advertising
Calendly – to enable appointment scheduling for prospective clients
Mindbody – to manage client accounts, bookings, payments, and business operations
These services may collect information about your interaction with our Website in accordance with their own privacy policies. You can manage ad preferences through your browser or the respective platforms.
Third-Party Privacy Policies:
Google Privacy Policy
Meta Privacy Policy
Calendly Privacy Policy
Mindbody Privacy Policy
If you provide your email address, we may send:
Service-Related Messages:
Appointment confirmations and reminders
Schedule changes
Session credits and balances
Account updates
Important service announcements
Program Updates:
Information about your training program
Progress tracking updates
Trainer communications
Educational Content:
Health and fitness information
Training tips and guidance
Blog posts and articles
Promotional Offers:
Marketing communications about our services
Special programs or events
Referral opportunities
Opting Out:
To opt out of marketing emails, click “unsubscribe” in any email or contact hello@paloaltofit.com.
Note: You cannot opt out of service-related messages (e.g., appointment confirmations, schedule changes, account notices) while actively using our services.
If you provide your phone number, we may contact you via text message regarding:
Appointment confirmations and reminders
Schedule changes
Assessment follow-ups
Session credits and balances
Service-related communications
Standard message and data rates may apply. Frequency varies based on your program and appointment schedule.
To opt out: Reply STOP to any text message at any time.
We use security cameras in and around our facility for safety, security, and loss prevention purposes, including to protect our clients, staff, and property.
How We Use Security Footage:
Monitor facility security
Investigate incidents or safety concerns
Protect against theft or property damage
Support insurance claims when necessary
Maintain a safe training environment
Footage Sharing:
Video recordings may be reviewed by authorized personnel and may be shared with:
Service providers (e.g., security companies, IT support)
Law enforcement when necessary for safety, security, or legal compliance
Insurance companies in the event of a claim
Legal counsel when required for legal proceedings
Important Protections:
We do not use security camera footage for marketing purposes
Our security cameras do not record audio
Cameras are never placed in private areas including locker rooms, restrooms, or changing areas
Footage is stored securely with limited access
Footage is retained for 30-90 days unless needed for security or legal purposes
We may share information with trusted third-party service providers who assist us with:
Website hosting and maintenance
Scheduling and booking systems (Calendly)
Client management and business operations (Mindbody)
Analytics and marketing tools (Google, Meta)
Payment processing (through Mindbody)
Email marketing platforms
Customer relationship management
Security services
Legal and accounting services
Mindbody Specifically:
Mindbody is our primary business management platform and processes the majority of your personal information, including:
Client account creation and management
Session booking and scheduling
Payment processing (PCI DSS Level 1 compliant)
Client portal access
Session attendance tracking
Purchase history and credit balances
Waivers, forms, and medical clearances
Trainer notes and progress tracking
Mindbody processes this information in accordance with their Privacy Policy and maintains PCI DSS Level 1 compliance for payment security.
Calendly Specifically:
When you book a free Fitness Assessment (for prospective clients), your information (name, email, phone number, appointment preferences) is shared with Calendly to enable scheduling functionality. Once you become a client, ongoing session booking is managed through Mindbody.
Calendly processes this information in accordance with their Privacy Policy.
Authorization & Safeguards:
These providers are authorized to use information only as necessary to perform services on our behalf and are required to safeguard it in accordance with applicable privacy laws.
We implement reasonable physical, technical, and administrative safeguards to protect your information, including:
Technical Safeguards:
Secure servers and encrypted data transmission (SSL/TLS)
Secure password policies and encrypted storage
Regular security updates and patches
Firewall protection and intrusion detection
PCI-compliant payment processing (through Mindbody)
Physical Safeguards:
Secure facility with controlled access
Security cameras (CCTV) monitoring
Locked storage for physical records
Secure disposal of sensitive documents
Administrative Safeguards:
Limited access to personal information (authorized personnel only)
Employee training on data protection and privacy
Regular security assessments and audits
Incident response procedures
Vendor security requirements
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information using industry-standard practices, we cannot guarantee absolute security.
You may:
Request access to your personal information
Request correction of inaccurate information
Request deletion of your personal information (subject to legal retention requirements)
Opt out of marketing communications at any time
Manage cookie preferences through your browser settings
Update your account information through the Mindbody client portal
Withdraw consent for optional data processing
To make a request, please contact us at hello@paloaltofit.com or (650) 441-0347.
We will respond to your request within 45 days.
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA).
Your Rights:
Right to Know: You may request details about the personal information we collect, use, disclose, and sell (if applicable), including:
Categories of personal information collected
Sources from which information is collected
Business purposes for collecting information
Categories of third parties with whom we share information
Right to Delete: You may request deletion of your personal information, subject to certain exceptions including:
Completing transactions or providing requested services
Fraud prevention and security
Legal compliance and obligations
Internal uses reasonably aligned with your expectations
Right to Correct: You may request correction of inaccurate personal information we maintain about you.
Right to Opt-Out: We do not sell or share your personal information for cross-context behavioral advertising. If our practices change, we will update this policy and provide opt-out mechanisms.
Right to Limit Use of Sensitive Personal Information: You may request limits on use of sensitive personal information (e.g., health data from assessments, payment information) beyond what is necessary to provide services.
Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights by:
Denying goods or services
Charging different prices or rates
Providing different quality of services
Suggesting you will receive different prices or quality
Categories of Personal Information We Collect:
Identifiers: Name, email, phone, address, IP address, Mindbody account ID
Payment Information: Credit card details (processed and stored by Mindbody’s PCI-compliant payment processor)
Commercial Information: Purchase history, service preferences, session credits
Internet Activity: Website usage, browsing behavior, cookies
Geolocation Data: General location (city/state level)
Sensory Information: CCTV footage (video only, no audio)
Health Information: Fitness assessment data, body composition, movement evaluations, medical clearances
Account Credentials: Username and password for client portal (encrypted)
Professional Information: Occupation (if voluntarily provided)
How to Exercise Your Rights:
By Email: hello@paloaltofit.com
By Phone: (650) 441-0347
By Mail: 310 California Avenue, Palo Alto, CA 94306
We will respond within 45 days of receiving your request.
Verification: We may request additional information to verify your identity before processing your request to protect your privacy and security.
Authorized Agent: You may designate an authorized agent to make requests on your behalf. We will require written authorization from you and verification of the agent’s identity.
California “Shine the Light” Law:
California Civil Code Section 1798.83 permits California residents to request information about disclosure of personal information to third parties for direct marketing purposes. We do not share personal information with third parties for their direct marketing purposes.
We retain personal information as follows:
Contact Information (Prospects):
Website inquiries: 3 years after last contact
Calendly assessment bookings: Until assessment is completed or 1 year if not completed
Client Account Data (Mindbody):
Active clients: Retained while account is active
Inactive clients: Retained for 7 years after last activity (to support continuity if you return and for business records)
You may request earlier deletion by contacting hello@paloaltofit.com (subject to legal retention requirements)
Fitness Assessment & Training Data:
While you are an active client, plus 7 years after account becomes inactive
Supports long-term progress tracking and continuity of care
Payment Records:
7 years after transaction (per IRS and business record requirements)
Required for tax compliance and financial auditing
Marketing Communications:
Until you opt out or request deletion
Opt-out requests processed immediately
Security Camera Footage:
30-90 days unless needed for security investigation, insurance claim, or legal purposes
Retained longer if incident requires investigation
Legal Holds:
Any information subject to legal proceedings, regulatory investigations, or valid legal requests will be retained until resolution
You may request deletion of your information at any time by contacting hello@paloaltofit.com. We will process your request subject to applicable legal retention requirements.
Our Website is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13 without verifiable parental consent.
Youth Training (Ages 5-18): For our Youth Training program, we require:
Parental consent for children under 18
Parent/guardian to complete all forms and waivers
Parent/guardian authorization for Fitness Assessments
Parent/guardian management of Mindbody account
If you believe a child under 13 has provided us with personal information without parental consent, please contact us immediately at hello@paloaltofit.com so we can remove it.
Our Website may contain links to third-party websites, including:
Social media platforms (Facebook, Instagram)
Partner organizations
Health and fitness resources
Vendor websites
We are not responsible for the privacy practices or content of those websites and encourage you to review their privacy policies before providing any information.
For Users Outside the United States:
Our business operates in California, USA. If you access our Website from outside the United States, your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.
By using our Website or services, you consent to the transfer of your information to the United States.
For European Union Residents:
If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR), including:
Right of access, correction, and deletion
Right to object to processing
Right to data portability
Right to withdraw consent
Right to lodge a complaint with a supervisory authority
Legal Basis for Processing:
We process your information based on:
Your consent – for marketing communications and optional services
Performance of a contract – to provide training services you’ve purchased
Our legitimate interests – improving services, marketing, security, business operations
Legal obligations – compliance with tax, employment, and other legal requirements
To exercise your GDPR rights, contact us at hello@paloaltofit.com.
Data Transfers:
We use standard contractual clauses or other approved mechanisms for transferring personal data from the EEA to the United States.
Some web browsers transmit “Do Not Track” (DNT) signals to websites. Our Website does not currently respond to DNT signals because there is no industry-standard interpretation of how to respond to such signals.
You may manage tracking through:
Your browser settings (blocking cookies)
Third-party opt-out tools:
We may update this Privacy Policy from time to time to reflect:
Changes in our practices
Changes in applicable laws
New services or features
Feedback from clients
Notification of Changes:
Updates will be posted on this page with a revised “Last Updated” date at the top. For material changes that significantly affect your privacy rights, we may also:
Send email notification to clients
Post a notice on our Website
Require re-acceptance of the updated policy
Continued use of the Website or services after changes are posted constitutes acceptance of the updated policy.
Review Regularly:
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
If you have questions about this Privacy Policy, how we handle your information, or wish to exercise your privacy rights, please contact us:
Palo Alto Fit LLC
Doing Business As: Palo Alto Fitness Club
Address:
310 California Avenue
Palo Alto, CA 94306
Email: hello@paloaltofit.com
Phone: (650) 441-0347
Hours: By Appointment
Monday-Friday: 6:00 AM – 6:00 PM
Saturday-Sunday: 6:00 AM – 1:00 PM
For California Privacy Rights Requests:
Email: hello@paloaltofit.com
Subject Line: “California Privacy Rights Request”
For GDPR Requests (EU Residents):
Email: hello@paloaltofit.com
Subject Line: “GDPR Privacy Request”
For General Privacy Questions:
Email: hello@paloaltofit.com
Phone: (650) 441-0347
Thank you for trusting Palo Alto Fitness Club with your personal information. We are committed to protecting your privacy and providing transparent information about our data practices.