Effective Date: May 14th, 2026
Welcome to Colaw Fitness (“we,” “our,” or “us”). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains how we collect, use, store, share, and protect personal information when you visit our website at colawfitness.com, use the Colaw Fitness mobile application (the “App”), or otherwise interact with our services.
This Privacy Policy applies to all users and visitors of our website and the Colaw Fitness mobile application available on the Apple App Store and Google Play. By using our website, App, or services, you agree to the practices described in this policy.
If you have any questions or concerns about this policy or our practices, please contact us at customerservice@colawfitness.com.
1. Information We Collect
a. Personal Information You Provide
When you sign up for a membership, create an account, or otherwise interact with our services, we may collect:
- Full name
- Email address
- Phone number
- Date of birth
- Mailing address
- Emergency contact information
- Fitness-related information you choose to share (e.g., weight, height, fitness goals, body composition data from 3D body scans, dietary preferences)
- Payment details (handled through our secure third-party payment processors)
- Photo or profile image (if you choose to upload one)
b. Information We Collect Automatically
When you use our website or App, we may automatically collect:
- Device information (device type, operating system, unique device identifiers)
- Usage data (pages visited, features used, time and date of visits)
- IP address, browser type, and Internet service provider
- Cookies, log files, and similar tracking technologies
c. Location Data (Mobile App Only)
The Colaw Fitness mobile app collects location data only after you have granted permission. This includes background location access to support a core feature that detects when you are near a Colaw Fitness facility and enables a seamless check-in experience by prompting access to your access card barcode.
Location data is processed on your device to trigger relevant notifications. Your location is not stored by the app, not stored on our servers, and not shared with any third parties. You can manage or disable location permissions at any time through your device settings.
d. Fitness Classes and Event Participation Data
When you reserve a spot in or attend a fitness class, group session, or event, we collect attendance and participation data. This information is used to track participant attendance, manage class capacity and space requirements, and improve our scheduling and programming.
2. How We Use Your Information
We use the information we collect for the following purposes:
- To provide, maintain, and operate our website, App, and gym services
- To process membership sign-ups, payments, and billing
- To enable check-in, class reservations, and use of in-facility amenities (e.g., tanning, massage, 3D body scans, recovery equipment)
- To communicate with you about your membership, appointments, classes, and account
- To send promotional offers, updates, and marketing communications (you can opt out at any time)
- To respond to customer service requests and provide support
- To monitor usage, detect and prevent fraud, and address technical issues
- To improve our website, App, services, and member experience
- To comply with legal obligations and enforce our terms
3. Text Messaging (SMS)
By providing your phone number and opting in, you consent to receive automated text messages from Colaw Fitness related to your membership, guest visits, appointments, class reminders, and promotional offers. Message frequency varies. Message and data rates may apply.
You can opt out of text messages at any time by replying STOP to any message. Reply HELP for assistance. Opting out of text messages will not affect your membership or ability to use our services.
No mobile information will be shared with or sold to third parties or affiliates for marketing or promotional purposes. Any third-party service providers we use to deliver text messages are bound to keep your information confidential and are not authorized to use it for any purpose beyond message delivery.
4. Cookies and Tracking Technologies
We use cookies and similar tracking technologies to track activity on our website and improve your experience. Cookies are small data files that may include an anonymous unique identifier. We also use Google Analytics and similar services to understand how our customers use the Site.
You can instruct your browser to refuse cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, some portions of our website may not function properly.
5. How We Share Your Information
We do not sell or trade your personal information. We may share your information only in the following limited circumstances:
- With trusted third-party service providers who help us operate our business (e.g., payment processors, our gym management software provider, email and SMS delivery providers, analytics providers). These parties are contractually required to keep your information confidential.
- To comply with applicable laws, regulations, court orders, subpoenas, or other lawful requests.
- To protect the rights, property, or safety of Colaw Fitness, our members, or others.
- In connection with a business transfer, merger, or acquisition (with notice to you).
Location data collected by our mobile app is processed on-device and is never shared with third parties.
Text messaging opt-in data and consent will never be shared with any third parties.
6. How Long We Keep Your Information
We retain your personal information for as long as your membership account is active and for a reasonable period afterward to comply with our legal, tax, accounting, and recordkeeping obligations, to resolve disputes, and to enforce our agreements.
Specifically:
- Active member account information is retained for the duration of your membership.
- After your membership ends, we retain billing and transaction records to comply with tax and financial recordkeeping requirements.
- Marketing communication records are retained until you opt out or request deletion.
- Location data collected by the mobile app is not retained — it is processed on-device only and is never stored.
When information is no longer required, we will securely delete or anonymize it.
7. Your Privacy Rights and How to Request Data Deletion
You have the right to:
- Access, correct, or update your personal information
- Request deletion of your personal information
- Object to or restrict the processing of your personal information
- Request a copy of your personal information in a portable format
- Withdraw your consent at any time
- Opt out of marketing communications
To request deletion of your data or to exercise any of these rights, email us at customerservice@colawfitness.com with the subject line “Privacy Request.” Please include your full name, the email address or phone number associated with your account, and a description of your request.
8. How We Store and Protect Your Information
Your data is stored securely, and we use a variety of administrative, technical, and physical security measures to protect your personal information. Sensitive information, including payment details, is encrypted and transmitted to us securely through our third-party payment processors.
While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee absolute security.
9. Children’s Privacy
Colaw Fitness offers memberships to minors with the consent and signature of a parent or legal guardian. We do not knowingly collect personal information directly from children under the age of 13 without verifiable parental consent. If a parent or guardian signs their minor child up for a membership, the parent or guardian is responsible for providing required information and consenting to this Privacy Policy on the child’s behalf.
If you believe we have collected personal information from a child under 13 without proper parental consent, please contact us immediately at customerservice@colawfitness.com and we will take steps to delete that information.
10. Third-Party Links and Services
Our website and App may contain links to third-party websites, services, or applications. These third-party services have separate and independent privacy policies. We have no responsibility or liability for the content, privacy practices, or activities of these third parties. We encourage you to review the privacy policies of any third-party services you use.
11. Behavioral Advertising
We may use your personal information to provide you with targeted advertisements or marketing communications we believe may be of interest to you. We may also use device information collected through our website to improve our advertising and retargeting campaigns. You can opt out of targeted advertising by adjusting your device settings or by contacting us.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our practices, technology, legal requirements, or other factors. When we make changes, we will update the “Effective Date” at the top of this policy and post the revised policy on our website. We encourage you to review this policy periodically.
If we make material changes, we will notify you by email or through a notice on our website or App prior to the changes taking effect.
13. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
Colaw Fitness
Attn: Privacy Policy
584 SE Washington Blvd.
Bartlesville, OK 74006
Email: customerservice@colawfitness.com