Version 1 · In force from 4 November 2026
You are reading this because a gym owner has invited you to a front-desk login in RepDesk, the software their gym runs on. It is short on purpose. It says what RepDesk records about you while you work, who can see it, and what the login may be used for. Please read it before you start; you will be asked to accept it, and the Privacy Policy, the first time you sign in.
1. Who this is between
RepDesk is operated by REPDESK, a sole proprietorship registered in India, of C-189, Abrar Nagar, Madina Masjid Road, Kalyanpur, Sadar, Lucknow, Uttar Pradesh 226022, India (“RepDesk”, “we”, “us”). “You” means the person the gym invited. “Your gym” means the gym that invited you, and “the owner” means the person who holds that gym's RepDesk account.
Your gym is your employer or the business you work for, not us. Your pay, your hours and your job are between you and your gym, and nothing here changes them. The gym's Terms of Use are an agreement between the gym and RepDesk; you are not a party to them, and you are not asked to accept them.
2. What your login is
You sign in with your own Google account. The login belongs to you, and works only at the gym that invited you.
With it you can admit and renew members, collect dues, mark attendance, sell at the counter and enrol members in personal training. You see the collections you recorded yourself today. You do not see the gym's profit, expenses, exports, settings or billing.
Three things you can only ask for: deleting a member, refunding a payment and sending a WhatsApp broadcast. The owner approves or rejects each request in the app. Until they approve, nothing changes; a request they have not answered within 48 hours expires.
3. What RepDesk records about you
- Who you are: your name and email address, and the profile picture your Google account shows, if it has one.
- Your access: when you were invited, when you first signed in, and whether your login is active, paused or removed.
- What you record: every payment, sale, admission, renewal, personal training enrolment and attendance mark you make is stamped with your name and the time.
- Prices you change: if you give a discount, by choosing a custom package, typing a personal training fee or changing a price at the counter, it is recorded under your name and shown to the owner.
- What you ask for: each request to delete a member, refund a payment or send a broadcast, when you made it, and whether it was approved, rejected or expired.
- That you accepted this notice: which version, and when.
Like every visitor, your IP address and browser details reach our request logs when you use RepDesk. Section 5.5 of the Privacy Policy explains those.
We record this so the owner can see who took each payment, and so a mistake at the counter can be traced and put right. We do not use it for any purpose of our own, and we do not track where you are, what else you do on your device, or anything you do outside RepDesk.
4. Who can see it
The owner of your gym can see all of section 3. Every payment you recorded shows your name in the gym's ledger and payment history, and the owner sees your collections at the end of each day, the discounts you gave and the requests you made.
Members can see your name on the receipts for payments you take.
Nobody at another gym can see any of it. We do not sell it, and we do not share it for advertising. The services that help us run RepDesk, such as sign-in and hosting, handle it on our instructions; the Sub-processors page lists every one.
5. Pausing and removing your login
The owner can pause your login or remove it at any time. Your login also pauses by itself if the gym moves to a plan that does not include front-desk logins. A paused login cannot sign in until the owner turns it back on or the gym returns to such a plan.
When your login is removed, you can no longer sign in to that gym. Your name stays on the entries you recorded, because they are the gym's records of its own business, and the gym needs to know who took each payment. They are kept and deleted with the rest of the gym's records.
6. Using the login
The login is for your gym's work, and only that.
- Do not share it. Do not let anyone else sign in as you, and do not sign in for someone else. Everything recorded under your login is shown as yours.
- Record what really happened. Enter each payment you take, for the amount you took, when you take it.
- Keep members' details to the gym. Do not copy members' names, phone numbers or other details for your own use, or pass them to anyone.
- Sign out on a shared computer. RepDesk keeps a copy of the gym's member list on each device it is used on, so the counter keeps working offline. Signing out clears it.
- Tell the owner if you think someone else has used your login, or if you have entered something by mistake.
If a login is misused, we may pause it and tell the owner. What happens between you and your gym after that is for them, not us.
7. Your rights and questions
Questions about your job, or about a record at your gym, go to the owner: the gym's records are theirs to correct.
For the personal data we hold about you, you have the rights set out in section 12 of the Privacy Policy: to see it, to correct it, and to have it erased where we are not required to keep it. Write to privacy@repdesk.co.in from the email address you sign in with. We answer within 30 days.
Grievance Officer: Khursheed Alam, Proprietor Email: privacy@repdesk.co.in Address: C-189, Abrar Nagar, Madina Masjid Road, Kalyanpur, Sadar, Lucknow, Uttar Pradesh 226022, India
If our answer does not satisfy you, you may complain to the Data Protection Board of India.