1. What we collect
In short: Your email and name, what you submit (changes, photos, reviews) and basic technical data.
The data controller is Servio LLC (identification code 405892057), 55 Zhiuli Shartava St, Saburtalo District, Tbilisi, Georgia. We process personal data in line with the Law of Georgia on Personal Data Protection. You can reach us at hello@gymdex.ge.
- Account: your email address, the display name you choose, your language, your notification settings and your home gym if you set one. There are no passwords. A sign-in code is kept only until it is used or expires after 10 minutes.
- Contributions: the changes you suggest, your photos, reviews and ratings, reports of how busy a gym is, requests for missing gyms, reports of photos or reviews, and what a moderator decided.
- Owner claims: your role at the gym, a work email address or phone number, and any document you send to show that you represent the gym.
- Contact form: your name, email address, topic and message.
- Technical data: a record of each device you are signed in on, with its IP address and browser type, and short-lived counters tied to an IP address or account that stop abuse such as flooding the sign-in or contact form.
We also count how many times each gym page is viewed per day. These are totals and are not linked to you.
We do not ask for sensitive data such as health information, and we do not buy data about you from anyone.
2. Why we collect it
In short: To run your account, show your contributions, tell you when a moderator reviews them, and keep the site working and secure.
We use your data only for these purposes:
- To create your account and sign you in. This is needed to give you the service you asked for.
- To publish your contributions and let moderators check them. This is needed for the service, and we have a legitimate interest in keeping the directory accurate.
- To email you sign-in codes, the result of a moderator's review, a request for more information, and news about a gym you manage or have set as your home gym. You can switch off the optional emails in your account settings.
- To verify owner claims and to answer the messages you send us.
- To keep the site secure and prevent abuse, which is our legitimate interest.
- To meet a legal obligation, when a law requires us to keep or hand over data.
We do not sell personal data, we do not use it for advertising, and we do not make automated decisions about you that have legal effects.
3. Photos
In short: Faces in equipment photos are blurred before they are published.
Photos on GymDex are meant to show equipment, not people. When you upload a photo, the original file goes to private storage that the public cannot reach.
Before anything is published, our system turns the image the right way up, removes the data embedded in the file (EXIF), including GPS location, camera model and the time it was taken, finds faces and blurs them, and makes smaller copies for the site. Face detection runs on our own server. Faces are not identified, compared with anything or stored.
A moderator then checks the photo. If automatic face detection fails, the photo is marked for a manual check instead of being published. Only the processed copies are ever public.
The original file is deleted once a moderator has decided. The copies of rejected or removed photos are deleted too, and uploads that were never submitted are deleted after 24 hours.
If you can be recognised in a photo on GymDex, use "Report" on the photo or write to hello@gymdex.ge, and we will remove it.
4. Who can see what
In short: Your display name appears on reviews and approved contributions. Your email is never shown publicly.
Public: your display name next to your reviews, and your approved changes and photos, which are labelled by where they came from (a member or the gym's owner).
Never public: your email address, your sign-in sessions, owner claim documents and messages sent through the contact form.
Moderators see your contributions together with your display name and email address, so that they can review them and contact you. The verified owner of a gym sees the suggestions and reviews for their own branches.
We share personal data with the companies that provide services to us, and only what they need:
- Hetzner hosts our servers, database and photo storage in the European Union.
- Resend delivers our emails. It receives your email address and the content of the email.
- Google Maps: on pages that show a map, your browser loads the map from Google, which receives your IP address and device information under Google's own privacy policy. Pages without a map load nothing from Google.
This means your data is stored outside Georgia, in the European Union, and that our email and map providers may process it in other countries. We make such transfers only on the grounds the Law of Georgia on Personal Data Protection allows.
We hand data to public authorities only when the law obliges us to.
5. How long we keep it
In short: Until you delete your account. Approved listing changes may stay on the listing without your name.
We keep your account data for as long as you have an account.
When you delete your account we erase your profile, email address, sign-in sessions, settings, owner claims and owner access. Your reviews are deleted. Suggestions that were still waiting for review are deleted, and photos that were never published are withdrawn and their files deleted.
Approved changes and published photos stay on the listings, because other people rely on them, but they are no longer linked to you.
- Sign-in codes: 10 minutes. Sign-in sessions: up to 30 days after you last used them, or until you sign out.
- Original photo files: until a moderator decides. Uploads that were never submitted: 24 hours.
- Abuse-prevention counters: about a week.
- Contact form messages: for as long as we need them to deal with your request. You can ask us to delete yours sooner.
We may keep data longer when a law requires it or when we need it to deal with a legal claim.
6. Your choices
In short: You can change notification settings, export your data or delete your account at any time.
In your account you can change your display name, language and notification settings, delete your own photos and reviews, and delete your account.
Under the Law of Georgia on Personal Data Protection you also have the right to know what data we hold about you and to get a copy of it, to have it corrected, updated or completed, to have it erased or blocked, to withdraw consent, and to object to processing.
To get a copy of your data, open your account, go to Settings and choose "Export my data": it downloads your profile, change requests, reviews, photo details, crowd reports, owner claims and gym requests as a file. To use any other of these rights, write to hello@gymdex.ge from the address your account uses. We answer within 10 working days and do not charge for it.
If you believe we are handling your data unlawfully, you can complain to the Personal Data Protection Service of Georgia (pdps.ge) or go to court. We would be glad to hear from you first so we can put it right.
7. Cookies
In short: We use one essential cookie to keep you signed in. There are no advertising or tracking cookies.
GymDex sets a single cookie of its own: the session cookie that keeps you signed in. It is set when you sign in and removed when you sign out. Because the site cannot work without it, it does not need your consent.
Two preferences are kept without tracking you. The language you choose is part of the page address and is saved in your account if you have one. The gyms you are comparing are kept in your browser's local storage and are not sent to us until you open the comparison page.
We do not use advertising trackers, social media pixels or third-party analytics cookies.
On pages with a map, Google Maps is loaded from Google and may use its own cookies or storage. See "Who can see what" above.
8. Changes and contact
In short: We post changes here with a new date. Write to us with any question about your data.
We will update this policy when the way we handle data changes. The new version is posted on this page with a new date at the top, and we will tell members by email about significant changes.
For any question about your personal data, contact Servio LLC, identification code 405892057, 55 Zhiuli Shartava St, Saburtalo District, Tbilisi, Georgia, at hello@gymdex.ge.
Questions about this page? Contact us.