Kaimen Privacy Policy

Introduction

This Privacy Policy describes how Kaimen ("Kaimen", "we", "us", or "our") collects, uses, shares, stores, retains, and deletes personal information. It applies to the Kaimen mobile application available on Google Play and the App Store, the website at kaimen.app, and related services (together, the "Services"). Kaimen is a corporate wellness and fitness access platform that lets eligible users discover venues, book sessions, check in, and use related wellness features.

Information We Collect

Depending on how you use Kaimen, we collect the following types of information:

User Account Information

User ID: A unique identifier assigned to your account
Name: Your full name for account identification and personalization
Phone Number: For account verification, booking confirmations, and communication
Email Address: For account management, notifications, and support communications
Location Data: Coordinates and saved places you choose (such as home or work), plus city information you provide, used to show nearby venues
Profile details you choose to add, such as gender, language preference, profile photo, and cover image

Gym Owner Onboarding Data

Monthly Subscription Prices: Pricing information for monthly membership options
Session Prices: Per-visit pricing information
Contact Information: Business contact details for gym owners and managers

Booking and Visit Records

Visit History: Record of your gym and studio bookings
Check-in Status: Information about whether you checked in for a scheduled session
Payment Mode: Whether a visit used subscription credits, a package, or another supported payment method

Activity and Fitness Data

If you use in-app activity tracking, we store run or session records such as distance, duration, pace, calories estimates, and the route associated with that activity. We also store fitness goals and related progress if you use those features.

Payment and Subscription Data

We store wallet and credit balances, package or subscription records, and payment transaction records needed to process purchases, top-ups, and venue visits. Card or payment-method processing is handled by our payment provider; Kaimen stores order identifiers, amounts, status, and related billing details needed to operate the service.

Corporate Program Data

If your access is provided by an employer, we may store your work email, name, company affiliation, employee eligibility status, and usage needed to administer that company program.

Website and Communications Data

If you submit a partner, company, or support inquiry on kaimen.app, we collect the contact details and message you provide. The website also uses Microsoft Clarity to understand aggregated site usage.

How We Use Location Data

Kaimen uses location to show nearby venues, calculate distance to facilities, remember places you save in the app, attach venue coordinates to bookings for check-in context, and record a route if you use activity tracking. We do not use location for advertising. We do not continuously track your device in the background for marketing. Location is stored when you save a place, complete a booking, or record an activity, not only at first launch.

How We Use Your Information

To create and manage your Kaimen account and authenticate you
To facilitate venue bookings, QR check-ins, and visit records
To process payments, credits, packages, and subscriptions
To provide customer support and respond to your inquiries
To operate corporate wellness programs and show permitted usage information to a sponsoring company
To send service notifications, including push notifications if you enable them
To improve the Services, prevent fraud or abuse, and maintain security

Data Sharing

We do not sell your personal information. We share information only as needed to operate Kaimen:

Partner venues receive the booking information needed to verify access and complete check-in, such as your name, booking confirmation details, and check-in status. We do not share your phone number, email, payment details, or personal saved-location data with venues beyond what is needed for that visit.

If you use Kaimen through an employer program, company administrators may see eligibility, subscription, and usage information needed to manage that program.

We use service providers that process data on our behalf: Supabase for authentication, database, and hosting; EasyKash to process payments; Google Firebase Cloud Messaging to deliver push notifications; and Microsoft Clarity for website analytics on kaimen.app. These providers receive only the data needed to perform those functions.

We may disclose information if required by law, to protect Kaimen, our users, or partner venues, or to resolve disputes, prevent fraud, or enforce our terms.

Data Security

We implement industry-standard security measures to protect your personal information, including encryption in transit, access controls, and storage with our infrastructure provider. No method of transmission or electronic storage is 100% secure, and we cannot guarantee absolute security.

Data Retention and Deletion

Kaimen retains personal data only for as long as needed to provide the Services, operate your account, meet accounting and legal obligations, prevent fraud, and resolve disputes. We do not apply one fixed calendar period to every category of data. Where a specific period exists in our systems, it is stated below. Otherwise, we keep the data for the life of the account or for the purpose described, then delete or de-identify it.

What we retain while your account is active

While your Kaimen account exists, we retain account profile data, bookings and check-ins, subscription and credit records, payment transaction records, saved locations, notification tokens, wishlists, fitness activity records you create, corporate program links if applicable, and related operational records needed to run the app.

How long each category is kept

Account profile data (name, email, phone, user ID, and similar identifiers) is kept for as long as the account remains active.
Booking, visit, and check-in records are kept for as long as the account remains active so you can see history and so we can operate venue access and support.
Wallet, credit, package, and payment records are kept for as long as needed to provide the service and to reconcile payments, prevent fraud, handle chargebacks or disputes, and meet accounting or legal requirements. There is no single coded expiry date for these financial records.
Saved locations remain until you remove them or the account is deleted. If you remove a saved location in the app, it is marked deleted and then permanently purged after 30 days.
Fitness activity and related progress records remain for as long as the account remains active, unless you delete that activity through available in-app controls.
Employer-program records are kept for as long as needed to administer the company arrangement, including after an employee account is removed where the workplace record itself still belongs to the company program.
Partner, company, and similar website inquiries are kept for as long as needed to evaluate and respond to the request and manage the business relationship. Microsoft Clarity website analytics are retained according to that provider's settings and ordinary log rotation.
Security logs, operational copies, and backups may persist until they are rotated or overwritten in the ordinary course of operating the Services. We do not currently publish a separate backup-cycle number because it is not a fixed user-facing retention schedule.

What happens when you delete your account

When Kaimen processes an account deletion request, we delete the authentication account and the personal profile associated with it. We also delete associated personal data that our systems are configured to remove with the account, including bookings, subscriptions, notifications, saved locations, wishlists, push-notification tokens, and in-app activity records linked to that account.

Account deletion is not the same as temporarily disabling or freezing an account. The goal of a processed deletion request is to remove the account so it can no longer be used to sign in.

We do not claim that every record everywhere is erased at the same instant. Some records must remain for the reasons below, and backup copies may take additional time to rotate out of ordinary system backups.

Data that may remain after account deletion

After an account is deleted, the following may remain because of how the service is built and because of legitimate accounting, security, fraud-prevention, legal, or operational needs:

Payment, wallet, and credit-ledger records needed for reconciliation, accounting, fraud prevention, and dispute resolution. These records stay because they are financial operational records; they are not used to keep the deleted account active.
Corporate employee records created for an employer program. The link to the personal Kaimen profile is removed where the system is configured to do so, but the workplace record (such as work email or eligibility status supplied by the company) may remain with the company program.
Support feedback you submitted, which may remain without being linked to the deleted account.
Venue or partner operational records that no longer identify your personal account, and staff or admin records where only the personal user link is removed.
Information we must keep to comply with law, respond to a valid legal request, or establish, exercise, or defend legal claims.

After the applicable retention period

When the purpose for keeping a record ends, or when a stated period expires (for example, a saved location that has been marked deleted for 30 days), we delete the record or keep it only in a form that no longer identifies you. Financial and legal records are deleted or de-identified after they are no longer needed for those purposes.

How to request deletion of your account or data

To request deletion of your Kaimen account and associated personal data, email info@kaimen.app from the email address on your account, or contact us through in-app support or Kaimen Support. Include the name, email, and phone number on the account so we can verify the request.

We will process verified deletion requests by removing the account and associated personal data as described in this section. If we must keep a limited set of records for accounting, fraud prevention, legal, or similar reasons, we will retain only what is needed for that purpose.

Your Rights

Access: You can request access to the personal information we hold about you
Correction: You can update or correct your personal information through your account settings
Deletion: You can request deletion of your Kaimen account and associated personal data as described in Data Retention and Deletion
Opt-out: You can disable optional features such as push notifications or activity tracking; some core features still require account data to function

Contact Us

If you have questions about this Privacy Policy, Kaimen's data practices, or a privacy request, contact us at info@kaimen.app or through in-app support. This is the privacy contact for Kaimen.