FloorTallyFloorTally Privacy Policy
Effective date: October 19, 2026
FloorTally ("FloorTally," "we," "us") is a business based in Texas. You can reach us at hello@floortally.com. This policy explains what we collect, why, and your choices.
The short version
- Members don't need an account. Scanning a sticker doesn't ask who you are.
- Your email is kept only until the machine is fixed. We use it to send one "it's fixed" email, then delete it. If the machine isn't fixed within 90 days, we delete it anyway.
- Gym managers don't see members' email addresses. They see how many people asked to be notified, not who.
- We don't sell personal information, show ads, or use advertising trackers.
- Photos of problems are deleted after 90 days. Please photograph the machine, not people.
1. Who this covers
- Members: anyone who scans a FloorTally sticker at a gym or fitness center.
- Customers: the gyms, property managers, HOAs and other businesses that subscribe, and the staff they add.
- Repair companies: businesses a gym connects to receive its reports.
Our role. For reports members submit at a gym, we act as a service provider to that gym: we process the reports to deliver the service the gym bought. For accounts, billing and this website, we decide how data is used and are responsible for it.
2. What we collect
From members
| Information | When | Why |
|---|---|---|
| Which machine's sticker was scanned, and when | Every scan | To show how-to help and give the gym usage counts. Not linked to your identity. |
| Problem type and optional note | When you report a problem | To tell the gym and its repair company what's wrong |
| Optional photo | If you add one | To show the problem. Deleted after 90 days. |
| Email address | Only if you ask to be notified | To send one "it's fixed" email. Then deleted. |
| "I'm here" check-ins | Only if you tap "I'm here" | To show how busy the gym is. Anonymous: we store the time and a scrambled code made from a random number your browser picks, so one phone counts once. It can't be linked to your name. Deleted after 90 days. |
| IP address | Every visit | Kept briefly to block spam and abuse, and in our host's security logs |
We don't use advertising cookies or cross-site tracking. The member pages store a small note in your browser's session storage so a page refresh doesn't count as a second scan; it's cleared when you close the tab. If you tap "I'm here," your browser also keeps a random number and the days you checked in (for your streak) in its local storage. That stays on your phone; clearing your browser data removes it.
From customers
- Account details: your email address, your gym's name and time zone, and the email address where problem alerts go.
- Your repair company's name and service email, if you add them.
- Equipment lists, repair notes, schedules, tips for members and other content you add.
- A record of when you accepted these terms, and when you last used your dashboard.
- Billing details. Payments are processed by Stripe; we never see or store full card numbers. Stripe gives us your plan, payment status and billing dates.
Cookies for signed-in users. When you sign in, we set one cookie that keeps you signed in for up to 30 days. It's needed for the dashboard to work, and it isn't used for tracking or advertising. Sign-in links we email you work once and expire after 20 minutes.
From repair companies
- Business name, service email, and the updates you make on reports (visit times, "fixed").
3. How we use it
- To run the service: show how-to help, deliver reports to the gym and its assigned repair company, send "fixed" messages, and produce dashboards and reports for customers.
- To keep the service secure and prevent spam or abuse.
- To bill customers.
- To send customers and repair companies service messages about their accounts.
- To improve FloorTally, using aggregated or de-identified data (see section 5).
- To comply with the law.
4. Emails and text messages
If you leave your email to be notified, you get one email when that machine is fixed, and nothing else. We don't send marketing to members.
We don't send text messages yet. If we add them, the form will ask for your consent first, you'll get one text when the machine is fixed, message and data rates may apply, and you can reply STOP to opt out or HELP for help. We'll update this policy before we start.
5. Aggregated and de-identified data
We combine usage and repair data across gyms into statistics that don't identify any member, customer or gym, such as "treadmills average 2.1 repairs per year." We use them to improve FloorTally and may publish or share them, including in benchmark reports. Aggregated data never includes member contact details or photos, and we don't try to re-identify anyone.
6. Who we share with
- The gym where you scanned. It sees reports, notes and photos, but not members' email addresses.
- The gym's repair company, if the gym connects one. It sees the reports and photos for that gym only.
- Service providers that run parts of FloorTally for us under contract: hosting (Render), sending email (Postmark), our own inbox for messages you send us (Microsoft 365) and payments (Stripe).
- For legal reasons: to comply with a valid legal request, or to protect someone's safety or rights.
- If FloorTally is sold or merged: the buyer must honor this policy, and we'll give customers at least 30 days' notice.
We do not sell personal information or share it for targeted advertising.
7. How long we keep it
| Data | Kept for |
|---|---|
| Member email address | Until the "fixed" email is sent, or 90 days, whichever comes first |
| Photos in reports | 90 days |
| Reports and repair history | While the gym has an account. Deleted within 30 days of the owner asking, or after 12 months with no plan and no activity (with notice first) |
| Scan counts | As usage statistics tied to machines, not people |
| "I'm here" check-ins | 90 days |
| Customer account data | While the account is open, plus 30 days |
| Billing and tax records | As long as the law requires (usually 7 years) |
| Backups | A copy of all data is made daily and kept for 14 days, so deleted information can remain in backups for up to 14 days |
| The demo site | Anything entered at demo.floortally.com is erased when the demo resets, usually within an hour |
8. Security
We use encrypted connections (HTTPS), restrict access to data to people who need it, and keep member contact details out of customer dashboards. No system is perfectly secure; if a breach affects your information, we'll notify you as the law requires.
9. Children
FloorTally isn't directed to children under 13, and we don't knowingly collect their personal information. Children under 13 shouldn't enter an email address. If you believe a child has, contact us and we'll delete it.
10. Your rights
Depending on where you live, including under the Texas Data Privacy and Security Act, you may have the right to access, correct or delete your personal information, get a copy of it, and opt out of its sale or use for targeted advertising (we do neither). Email hello@floortally.com to make a request. We'll respond within 45 days. If we deny your request, you can appeal by replying to our decision, and if you're still unhappy you can contact the Texas Attorney General.
If your request is about a report you made at a gym, we may also involve that gym, since it controls those reports.
11. Changes
If we change this policy in a way that matters, we'll update the date above and tell customers by email at least 30 days before it takes effect.
12. Contact
FloorTally · hello@floortally.com