Privacy Policy

Roll Call ("Roll Call", "we", "us") provides software that gyms use to run their membership, access and communications. This policy explains what we collect, how we use it, and your choices. For most data, the gym you train with is the controller and Roll Call is its service provider (processor); we handle data on the gym's behalf.

What we collect

• Account & membership details (name, email, phone, membership status).
• Attendance and access events at a gym that uses Roll Call.
• Face-recognition data, only where a gym enables it and a member chooses to enrol — used solely to open that gym's door for them (see “Your door photo” below).
• Enquiries and leads you submit to a gym (including via the gym's Facebook or Instagram lead ads — see below).
• Gym staff accounts in the Roll Call Coach app (name, email, photo) and the training notes coaches write about members.
• A device token for push notifications, only if you allow them in the app (see “The Roll Call apps” below).
• Basic technical/usage data needed to operate and secure the service.

How we use it

To provide the gym's services: managing membership and access, recording attendance, and sending the gym's communications (such as a welcome or follow-up message). We do not sell personal data, and we do not use it for advertising.

Your door photo (facial recognition)

A gym that uses Roll Call door access can let members open the door with their face. This is optional: you choose to take the photo, in the member app or at the desk, and the gym approves it before it is used.

• What we keep: the photo you took, and a numeric face template derived from it. The template is stored and matched by Amazon Rekognition (AWS, Sydney region) on our behalf; the photo is kept in private storage so the gym can review the enrolment.
• What it is used for:recognising you at that gym's door and recording your visit. Nothing else — not advertising, not sharing with other gyms or third parties.
• How long: while you are a member of that gym. Ask the gym at any time to remove your face data and use another way in (a QR key or a fob).
• Deleting your account:in the member app, open Account and choose “Delete my account”. Your app login is removed immediately and the gym is told. Membership and billing are ended by the gym; your member record, including face data, is deleted six months after you leave, unless the law requires the gym to keep a particular record longer.

The Roll Call apps

Roll Call Member is for a gym's members; Roll Call Coach is for its coaches and staff, who sign in with a login the gym gives them.

• Push notifications:optional. If you allow them, your phone gives the app a device token, which we keep to send you the gym's notifications (for example a class reminder, or for coaches something to check in their class). Turn them off in your phone's settings at any time and we stop using the token.
• Camera:used only when you tap to take a photo (your door photo, or a coach taking a member's door photo, which the gym approves before it is used).
• Bluetooth and local network (Coach):used only to control the gym's own timers and speakers. Nothing found nearby is stored.
• No tracking and no advertising in either app.

Facebook & Instagram Lead Ads

When a gym connects its Facebook or Instagram Page to Roll Call, and a person submits that gym's lead-ad form, Facebook shares the details the person entered (such as name, email address and phone number) with Roll Call. We use this information solely to (a) create a prospect record in that gym's Roll Call account and (b) send the person the gym's welcome and follow-up messages about training. We process this data as a service provider to the gym; the gym is the controller of its own leads. We do not sell lead data or use it for advertising. Lead data is retained until the gym deletes the prospect or the person requests deletion, whichever is first. To request deletion, contact privacy@rollcallaccess.com or see our data deletion page.

Sharing

We share data with the gym you interact with, and with the infrastructure and communications providers that run the service on our behalf (for example our hosting, database, email and SMS providers), under contracts that require them to protect it. We disclose data if required by law.

Retention & security

We keep personal data only as long as needed to provide the service or as the gym instructs, then delete or anonymise it. Secrets and sensitive fields are encrypted, and access is restricted to the gym and to the systems that need it.

Your choices

You can ask to access, correct or delete your data. Because the gym is usually the controller, we may direct your request to that gym, or action it on their behalf. Contact privacy@rollcallaccess.com.

Contact

Roll Call — privacy@rollcallaccess.com.