Privacy policy

Who we are

TOTUM is run by Virgil AI LLC ("we", "us"). It is an app and website for gyms, studios, facilities and personal trainers, and for the members and clients who train with them.

For your own account, we decide how your information is used, and this policy says how. For the records a business keeps about you in TOTUM, such as your membership, check-ins, payments and signed waivers, that business decides what it keeps and why, and we hold the records for it. Ask the business about anything it keeps.

TOTUM is not a healthcare provider, and nothing here is a medical record under HIPAA. The health information in the app is wellness information you or your gym put there.

What we collect

Your account: your name, email address, gender, and settings such as light or dark mode. Your password is never kept, only a scrambled copy of it that cannot be turned back.

Your training and health: workouts, body measurements and weight, assessments, goals, the food and meals you log, and saved meals and grocery lists.

From a ring, band or phone, only if you turn it on: steps, sleep, heart numbers and workouts from Apple Health, Health Connect, an Oura Ring or a WHOOP band, and the heart rate, time and calories of a workout you record on an Apple Watch. Every one of these is off until you say yes, each can be turned off again, and bringing in your nights is a separate yes from bringing in your workouts.

Photos you add: a profile photo, the check-in photo the front desk uses to recognize you, photos in community posts, and photos for lost items or repair requests. When you ask the app to read a photo of a meal, a training plan or a fob, TOTUM reads it to fill in the details.

What happens at a business you belong to: memberships, packages, bookings, check-ins, lockers, event places, messages, community posts, incident reports, and waivers and contracts with the name you signed with. A parent or guardian using Kids Club adds their children's names and the people allowed to pick them up.

If you work at a business: your roles, schedule, time sheets and desk PIN. The PIN is kept only as a scrambled copy, like a password.

If you run a business: the business details, tax details and bank details Stripe needs to pay you, and the documents Stripe asks for to prove who you are.

Payments: card payments are handled by Stripe. We never see or keep your full card number. We keep what was paid, when, to whom, and whether it went through.

Location: only while the map of nearby gyms is open, or when you check yourself in at a gym that asks you to be there. We do not follow your location in the background.

Your voice: when you speak to Cordie, your phone turns what you say into words for you to read before sending. No sound is recorded or kept.

Your device: a code that lets us send notifications to your phone, and error reports when something breaks, which say what kind of device it was and what went wrong.

How we use it

To run the app: sign you in, keep your training, and let the businesses you belong to run memberships, bookings, payments and check-in.

To send you what you asked for or need: sign-in codes, receipts, reminders, notices from your gym and notifications on your phone.

For the features that answer questions or read photos (Cordie, reading a meal or a plan, meal suggestions): what you ask, and the details needed to answer it, are sent to our AI provider, Anthropic, to make the answer. Their terms with us do not let them train their models on it, they hold it only briefly to catch abuse, and it is not used to decide anything about you on its own.

To keep the app safe and working: to stop misuse, lock an account after too many wrong passwords, and find and fix errors.

To meet the law: tax and accounting records, and the checks the card networks and money-laundering rules require before a business can be paid out.

We do not sell your personal information, we do not share it for cross-context behavioral advertising, and we do not use it for advertising at all.

Who sees it

The businesses you join see what they need to serve you: your name, membership, bookings, check-ins, payments to them, and what you sign or send them. A trainer you train with sees the training, progress and food you share with them. What a ring or band brings in is yours alone: a trainer does not see it.

Some things are public by design: Find a trainer listings and trainer pages, gym map listings, shop product photos and business logos. Community posts are seen by the members of that group.

Companies that help us run the app, each only for its part: Stripe (payments), Anthropic (AI answers and reading photos), Resend (email), Sentry (error reports), Apple and Google (notifications and wallet passes), Expo (sending notifications), Oura and WHOOP (only if you link them), the USDA food database (only the words you search for), and Railway and Vercel (hosting). Each is under a written agreement to use it only for that job and to keep it safe.

We may share information when the law requires it, to protect someone from harm, or as part of a sale or merger of our business, in which case this policy keeps applying to it.

Cookies

The website uses a small number of cookies and similar storage. The ones that keep you signed in and remember your settings are needed for the site to work at all and cannot be turned off from inside it; you can clear or block them in your browser, and the site will stop remembering you. Stripe sets its own cookies on the checkout and payment pages to spot fraud.

We do not use advertising cookies and we do not let anyone track you across other sites.

How long we keep it

We keep your account while it is open. You can close it yourself under Account. Closing it removes your personal details within 30 days and gives up anything booked ahead. Copies in backups fall out on their own schedule shortly after.

A business may need to keep some records after you leave, such as payments, signed waivers and incident reports, for as long as the law asks it to. Payment and tax records are normally kept for seven years.

A photo you remove is hidden at once and erased within 30 days. A photo added but never used is erased after a day.

Your choices

You can see and change most of your details in the app, turn each ring, band or health store off, turn notifications and location off in your phone settings, and close your account at any time.

You can also write to us at support@gettotum.com to ask for a copy of your information, to correct it, or to have it deleted. We may need to check it is really you before we answer, and we answer within 45 days. We honor these rights wherever you live, and we will not treat you differently or charge you more for asking.

Where your browser or device sends a Global Privacy Control signal, we treat it as a request to opt out of any sale or sharing of your information. We do not sell or share it in the first place.

If you live in California

California law gives you the right to know what personal information we collect, use and disclose about you, to get a copy of it, to correct it, to delete it, and to limit how sensitive information is used. The categories we collect, why, and who we disclose them to are listed above in "What we collect" and "Who sees it".

We do not sell personal information and we do not share it for cross-context behavioral advertising. To use any of these rights, write to support@gettotum.com. You may use an authorized agent. We will not deny you service, charge you a different price or give you a lower quality of service for exercising a right.

If you live in Europe, the United Kingdom or Switzerland

Virgil AI LLC is in the United States and handles your personal data under the GDPR and the laws of your country.

Why we are allowed to handle it: to carry out our agreement with you, which covers your account, your bookings and your payments; because you have given explicit consent, which is what health and fitness information, progress photos and the AI features rest on; because we have a legitimate interest in keeping the app safe, finding fraud and making the product better; and because the law requires it, for tax, accounting and payment checks.

You can withdraw consent at any time in the app or by writing to us, and that does not make what we did before it wrong.

Your rights: to get a copy of your data; to have it corrected; to have it erased, except where the law makes us keep it; to have our use of it restricted; to receive it in a portable file; to object to use based on legitimate interests or to direct marketing; and not to be subject to a decision made only by a machine. We do not make decisions about you by machine alone.

To use any of them, write to support@gettotum.com. We answer within one month, and tell you if a complicated request needs up to two months more. If you think we have handled your data badly, you can complain to your own supervisory authority, such as the ICO in the United Kingdom or the CNIL in France.

When your data moves to the United States, we rely on the Standard Contractual Clauses approved by the European Commission, with encryption in transit and at rest on top, and the companies that help us run the app are held to the same clauses or an equivalent.

Children

TOTUM is not for children under 13 to sign up for themselves. Information about children in Kids Club is added by a parent or guardian, and is used only by that business to check children in and hand them back to the right people. If you think a child under 13 has signed up, write to us at support@gettotum.com and we will delete the account.

Keeping it safe

Everything travels over encrypted connections and is encrypted where it is stored. Passwords and PINs are kept only as scrambled copies. Staff see only what their role at a business allows. To help a business, the TOTUM team may view its account as its owner sees it, look only; each view is recorded, and private messages and health notes stay hidden.

No system is perfectly safe. If something goes wrong that affects you, we will tell you and the authorities that have to be told, without undue delay and within the time the law allows, which is 72 hours to a European supervisory authority.

Changes and contact

If we change this policy, we will update the date at the top, and tell you in the app or by email before a change that matters takes effect.

Questions, and anything to do with your data, including from Europe and the United Kingdom: support@gettotum.com, Virgil AI LLC, Florida, United States.