Privacy Policy | Northwest Fitness

Northwest Fitness

Effective date: October 14, 2026

Last updated: October 14, 2026

This Privacy Policy describes how Northwest Fitness (“Northwest Fitness,” “we,” “us,” or “our”) collects, uses, shares, retains, and protects personal information when you visit our facility at 28719 State Route 410 E, Buckley, Washington 98321; use our website at nwfitness410.com; become a member or guest; enroll in classes, personal training, childcare, or events; or use the Northwest Fitness Mobile App powered by Club Automation (a Daxko, LLC company) (the “App”).

This Privacy Policy applies to our business and specifically applies to the Northwest Fitness Mobile App. Please read it carefully. If you do not agree with this Policy, please do not use our services or the App.

1. Who we are

Northwest Fitness is a fitness facility in Buckley, Washington. We use Club Automation software and the Northwest Fitness Mobile App, provided by Daxko, LLC / Club Automation, to manage memberships, billing, check-in, class registration, communications, and related club operations. For those functions, Daxko / Club Automation processes information on our behalf as our service provider (processor). Northwest Fitness determines why and how member information is used for our club.

2. Information we collect

The information we collect depends on how you interact with us.

Information you provide

• Identity and contact information: name, date of birth, mailing address, email address, phone number, emergency contact, and household or family-member information if you add dependents or use childcare.
• Membership and account information: membership type, start and end dates, contract terms, login credentials, account notes, waivers and agreements, photos you choose to provide, and preferences.
• Payment and billing information: billing address and payment method details. Card numbers are typically processed by our payment processors and Club Automation’s payment partners. We do not store full credit or debit card numbers on our own systems after a transaction is processed.
• Fitness, class, and event participation data: class and event registrations, reservations, waitlists, check-ins, cancellations, attendance, personal-training sessions, and related scheduling information. We collect this data to track participant attendance and ensure space requirements.
• Optional health and wellness information: information you choose to give us or a trainer (for example, fitness goals, injuries or limitations you disclose so we can train you safely, height/weight or other measurements you volunteer, or answers on a health-history or PAR-Q style form). We do not require you to provide genetic data, biometric identifiers (such as fingerprints or face scans), reproductive or sexual health information, or gender-affirming care information, and we do not collect those categories in the ordinary course of business.
• Childcare and minor information: a child’s name, age or date of birth, parent/guardian contact information, pickup authorizations, and any allergy or care notes a parent or guardian chooses to provide.
• Communications: emails, texts, app messages, reviews, and other correspondence with our staff.

Information collected automatically

• Website and App usage data: IP address, device type, operating system, browser type, app version, pages or screens viewed, dates and times of visits, referring URLs, and diagnostic or crash data.
• Check-in and access data: barcode or access-credential scans, facility entry times, and related access logs.
• Location data (App): as described in Section 3.

Information from other sources

• Club Automation / Daxko and other service providers that help us operate the club and App.
• Payment processors and banks, if a payment fails or is disputed.
• You or a household member who adds you to a family membership.

3. Northwest Fitness Mobile App — required disclosures

The Northwest Fitness Mobile App is provided so members can view schedules and club information, register for classes and events, manage account information, receive announcements, store an access barcode, and check in.

Location Data. The app collects location data only after the user has granted permission. This includes background location access to support a core feature that detects when a user is near a facility location and enables a seamless check-in experience by prompting access to their access card barcode. Location data is processed on device to trigger relevant notifications and is not stored by the app, nor is it stored on our servers or shared with any third parties. Users can manage or disable location permissions at any time through their device settings.

Fitness classes or event participation data. The App collects fitness class and event participation data to track participant attendance and ensure space requirements. This may include the classes or events you register for, cancel, or attend, and related check-in records.

You can uninstall the App at any time. Uninstalling the App does not automatically delete your membership account or the information stored in our club management system. To request deletion of that information, use Section 8.

4. How we use information

We use personal information to:

• Create and administer memberships, guest visits, and household accounts.
• Process payments, freeze or cancel memberships, and collect amounts owed.
• Provide facility access, check-in, class and event registration, personal training, and childcare.
• Track attendance so we can manage class size, safety, and space requirements.
• Communicate about schedules, account status, policy changes, safety issues, and member services.
• Send marketing about our club, classes, and promotions where permitted. You may opt out of marketing emails or texts at any time.
• Maintain security of the facility, website, and App, prevent fraud, and enforce our membership agreement and house rules.
• Comply with law, respond to lawful requests, and establish, exercise, or defend legal claims.
• Improve our services, staffing, and member experience, including limited analytics.

We do not sell personal information or consumer health data. We do not use the App’s location feature to sell or share location data with advertisers or other third parties.

5. How we share information

We share information only as needed to operate the club and as described below.

• Service providers / processors: Daxko, LLC and Club Automation (club management software, member portal, and the Northwest Fitness Mobile App); payment processors; email, text, and notification vendors; IT, hosting, and security providers; accountants; and professional advisors. These parties may process information only to perform services for us, except where they are independently required by law to retain or disclose information.
• Household members: limited account information may be visible to a primary member who manages a family account.
• Legal and safety: we may disclose information if required by law, court order, or government request, or if we believe disclosure is necessary to protect members, staff, or the public, or to enforce our agreements.
• Business transfer: if we sell or transfer the business, information may be transferred as part of that transaction, subject to this Policy and applicable law.

We do not share consumer health data with affiliates for their own marketing, and we do not have corporate affiliates that receive member health data. We do not sell consumer health data.

Daxko’s own privacy practices are described at https://www.daxko.com/company/privacy-policy. That policy covers Daxko’s role as a software provider and does not replace this Policy for Northwest Fitness members.

6. How long we retain information

We keep personal information only as long as needed for the purposes described in this Policy, including membership administration, safety, tax and accounting, and legal compliance, unless a longer period is required or permitted by law.

• Active membership records (profile, contract, check-in, class participation, and account history): retained for the life of the membership.
• Former member records: generally retained for seven (7) years after the membership ends, to meet tax, bookkeeping, contract, and potential legal-claim needs. We may retain a limited suppression or “do not contact / former member” record longer so we can honor opt-outs and prevent accidental re-enrollment errors.
• Payment and billing records: generally seven (7) years after the last related transaction.
• Signed waivers and liability releases: generally the membership period plus seven (7) years, or longer if a claim is pending.
• Class and event attendance records: generally the membership period plus seven (7) years, or a shorter period if we determine the records are no longer needed for operations or legal purposes.
• Childcare records: generally while the child is enrolled in childcare plus three (3) years, unless a longer period is required.
• Website and App technical logs: generally up to 12 months, unless needed longer for security or debugging.
• App location data: not stored by the App, on our servers, or by third parties, as described in Section 3.
• Marketing opt-out records: retained as needed to honor your request.

When we no longer need information, we delete it or de-identify it. Information on backup systems may remain until those backups are cycled, generally no longer than six months after a verified deletion request for consumer health data, as described below.

7. Washington consumer health data (My Health My Data Act)

Washington’s My Health My Data Act (Chapter 19.373 RCW) regulates “consumer health data.” That term is defined broadly and can include information that identifies or is reasonably linkable to you and that identifies your past, present, or future physical or mental health status. For a gym, that can include membership in a fitness facility, class or training participation, optional measurements or health disclosures, and similar wellness information collected in an individual or household context (not in an employment context).

This Section is our consumer health data privacy policy under RCW 19.373.020. It applies to Washington residents and to individuals whose consumer health data is collected in Washington.

Categories of consumer health data we collect and why

• Fitness and wellness status and activity: membership in our fitness facility; class, event, and personal-training registration and attendance; check-in history used to show use of the club. Used to provide the membership and services you request, manage capacity and safety, communicate about services, and keep records.
• Optional bodily measurements or conditions you disclose: height, weight, injuries, limitations, or other information you or a trainer record so we can train you safely. Used only to provide the requested training or program.
• Data that may identify that you are seeking health or wellness services: the fact that you joined, visited, or booked services at Northwest Fitness. Used to provide access, billing, and member services.
• Precise location, only as described in Section 3: processed on-device, after permission, to prompt the access barcode when you are near our facility. We do not store this location data, and we do not share it with third parties.

We do not collect, in the ordinary course of business, genetic data; biometric identifiers used to identify you; reproductive or sexual health information; or gender-affirming care information.

Sources

• You (enrollment forms, the App, the member portal, emails, in-person conversations, waivers, and optional health or training forms).
• Your device, if you grant App location permission.
• Household members who add you to an account.
• Our processors, including Club Automation / Daxko, when they record check-ins, class bookings, and account activity on our behalf.

Consumer health data we share, and with whom

We share consumer health data only as needed to provide the services you requested or as required by law. Categories shared, and the categories of third parties, are:

• Club operations data (name linked to membership, class/event attendance, check-in, optional training notes): shared with Daxko, LLC / Club Automation as our processor so the App, member portal, and club software can function.
• Billing-related membership status (that you are a member and amounts due): shared with payment processors as needed to process dues.
• Limited childcare notes a parent provides: visible to authorized staff providing care.

We do not share consumer health data with advertising networks for targeted ads. We do not sell consumer health data. We have no corporate affiliates that receive this data for their own purposes. A current contact path for Daxko is available through Daxko’s privacy policy and Daxko member support channels.

Consent

We collect and share consumer health data (1) to the extent necessary to provide the membership, App features, classes, training, childcare, or other services you request, and/or (2) with your consent. You may decline optional health questionnaires and may disable App location permission in your device settings. Disabling location permission may limit the seamless check-in prompt; you can still check in with a barcode or at the desk, depending on club procedures.

Your Washington consumer health data rights

Subject to verification and the limits in Chapter 19.373 RCW, you have the right to:

• Confirm whether we collect, share, or sell consumer health data about you.
• Access that data, including a list of third parties and affiliates with whom we have shared or sold it and an online contact method for those parties.
• Withdraw consent for collection or sharing of consumer health data, where consent is the basis for processing.
• Request deletion of consumer health data about you. We will delete it from our records and instruct our processors and other recipients to delete it, except where a legal exception applies. Data on archived or backup systems may take up to six months to be cleared after we authenticate the request.

We will respond within 45 days of receiving a verifiable request, with one 45-day extension if reasonably necessary. We will not charge a fee for up to two requests per year. We will not require you to create a new account solely to make a request; you may use your existing member account or the contact methods below.

To exercise these rights, email jamie@nwfitness410.com with the subject line “Privacy Request,” or visit us at the club. We will take reasonable steps to verify that you are the member (or an authorized parent/guardian or agent) before completing the request.

Appeals. If we refuse a request, you may appeal by emailing the same address with the subject line “Privacy Appeal” within a reasonable time after you receive our decision. We will respond to the appeal in writing within 45 days. If we deny the appeal, we will tell you how to contact the Washington Attorney General to submit a complaint (currently: https://www.atg.wa.gov).

8. How to request that your data be deleted

You may request deletion of your personal information, including consumer health data and App-related account data, by:

• Emailing jamie@nwfitness410.com with the subject line “Delete My Data,” and including your full name, the email and phone number on your account, and whether you also want your membership cancelled; or
• Making the request in person at the club after we verify your identity.

We will verify your identity before deleting data. We may retain information when we are legally required or permitted to do so (for example, tax records, signed contracts, pending charges or collections, security incident records, or information needed to establish or defend a legal claim). If we cannot delete a particular record, we will explain why. Deleting membership data generally requires cancellation of the membership and does not automatically refund prepaid dues except as provided in your membership agreement.

Uninstalling the Northwest Fitness Mobile App does not, by itself, delete the information stored in our club system. Submit a deletion request as described above.

9. Children’s privacy

The App and our membership services are directed to adults. We collect information about children only from a parent or guardian in connection with a family membership or our Kids Zone / childcare services. We do not knowingly allow children under 13 to create their own App accounts. Parents or guardians may request access to or deletion of a child’s information using Section 8.

10. Security

We and our processors use administrative, technical, and physical safeguards designed to protect personal information and consumer health data, including access controls in the club software, staff training, and secure payment processing. No method of transmission or storage is completely secure. Please protect your App and portal password and tell us promptly if you believe your account has been misused.

11. Cookies and similar technologies

Our website and related pages may use cookies or similar tools for basic operation, security, and limited analytics. You can control cookies through your browser settings. The App may use device identifiers and diagnostic data as described in Section 2.

12. Contact us

Northwest Fitness

28719 State Route 410 E

Buckley, WA 98321

Phone: (360) 829-6345

Email: jamie@nwfitness410.com

Website: https://nwfitness410.com

13. Changes to this Policy

We may update this Privacy Policy from time to time. We will post the updated Policy on this page and change the “Last updated” date. If we collect, use, or share additional categories of consumer health data, or use existing consumer health data for new purposes, we will update this Policy and obtain any additional consent required by Washington law before doing so. The Policy available at this URL is the current version.

Northwest Fitness · Buckley, Washington · Privacy Policy