Privacy policy

Latest update: 17 January 2025

WELCOME TO OLYMPIA PRIVACY POLICY
DATA COLLECTION
DATA WE MAY COLLECT
DATA SHARED WITH 3RD PARTIES
YOUR PERSONAL DATA FOR MARKETING PURPOSES
HOW LONG WE RETAIN YOUR INFORMATION
YOUR RIGHTS OVER DATA
DATA SECURITY
CHANGES TO OUR PRIVACY POLICY
COOKIES AND WEBSITE TRACKING
CONTACT

OLYMPIA ("OLYMPIA", "We", "we", "Us", "us", "Our, or "our") takes the privacy of your information very seriously and is committed to protecting your personal data. This Privacy Policy explains how we handle the information we collect when you ("You", "you", "Your", or "your") access and use our website (olympia.mainspring.pt/olympiahq.com) ("SITE") and any of our related domains, products, services, features, technologies, and functionalities ("SERVICES").

1. WELCOME TO OLYMPIA PRIVACY POLICY

By using the SERVICES, You consent to the collection, transfer, manipulation, storage, disclosure, and other uses of Your information as described in this Privacy Policy. Please read this policy carefully to understand Your privacy rights and how the law protects You. This policy applies to all users of OLYMPIA, including OLYMPIA platform users, OLYMPIA members, OLYMPIA communities, and OLYMPIA brands.

By agreeing to this Privacy Policy, You explicitly consent to the collection, processing, and use of Your personal information and data as outlined herein. This Privacy Policy explains how We collect, handle, and utilize Your information while ensuring compliance with applicable data protection regulations.

We are committed to safeguarding Your privacy. Under no circumstances will We sell or rent Your personal information to third parties for marketing purposes or any other purposes not specified in this policy.

If You do not agree with the terms of this Privacy Policy, We kindly ask that You refrain from registering, accepting invitations to join Our platform, or using Our SERVICES.

If You have any questions about this Privacy Policy, including any requests to exercise Your legal rights (as listed below), please contact Us at hello@olympiahq.com.

OLYMPIA reserves the right to periodically change the Privacy Policy without prior notice, which is why You must consult the current documents prior to using the Service. If you do not fully agree with its provisions, you should not use the Service. By continuing to use the Site you agree with the updated Privacy Policy.

BY AGREEING TO THIS PRIVACY POLICY, YOU ACKNOWLEDGE AND ACCEPT THE COLLECTION, PROCESSING, AND USE OF YOUR PERSONAL INFORMATION AS DESCRIBED HEREIN.

2. DATA COLLECTION

OLYMPIA is an online Web-application designed for the fitness and wellness industry. The full feature set of Our application can be seen on Our SITE. To provide the OLYMPIA service effectively, We require certain information from You. The information below outlines the critical information necessary for Our business operations, which may vary depending on Your level of interaction with Us. For example, We require more details if You make a purchase compared to simply signing up for an account. Please note that this does not include instances where OLYMPIA may need to use Your data to comply with legal or regulatory obligations.

Email: to facilitate login, inform You about account updates, verify customer service interactions, invite to join, detect fraud, verify Your account, and manage Our relationship with You; Inviting You to leave a review or participate in a survey. You can change Your email address at any time; Can be collected during sign up for the service or via invitation from other OLYMPIA user; This information is shared between Us and OLYMPIA communities that You accepted to be a member, and can be used for customer support requests.
Full Name: enable You to be discovered by other users, verify customer service interactions, and detect fraudulent activities; Can be collected during sign up for the service or via invitation from other OLYMPIA user; This information is shared between Us and OLYMPIA communities that You accepted to be a member, and can be used for customer support requests.
Your Photo (optional): enable You to easily be identified by other users; This information is shared between Us and OLYMPIA communities that You accepted to be a member.
Your Phone Number (optional): You may provide Your phone number to enhance account security, and communication with OLYMPIA communities; OLYMPIA never uses Your phone number to contact You or to any marketing activity; This information is shared between Us and OLYMPIA communities that You accepted to be a member.
Billing Information (optional): You may choose to provide billing information, such as Your VAT number and address. This information is optional and will only be used for OLYMPIA subscriptions and purchases within OLYMPIA communities; This information is shared between Us and OLYMPIA communities that You accepted to be a member.
Payment Methods (optional): You can set up payment methods, including direct debit and MB Way, to facilitate seamless transactions for subscriptions and purchases; OLYMPIA never stores Your payment method details. All payment transactions are processed directly through certified payment providers who comply with all applicable regulations and are certified by relevant financial entities and compliance standards in each country; This information is shared between Us and OLYMPIA communities that You accepted to be a member.
Product Purchase Details: assist Us with verification and support, as well as detect and prevent fraudulent activities.
Anonymous Aggregate Data: internal reports, IT system testing, research, data analysis, site improvement, developing new products/services.

Failure to Provide Personal Data

If We are required by law or the terms of a contract with You to collect personal data, and You do not provide it when requested, We may be unable to fulfill the contract We have or are attempting to establish with You (for example, granting You access to Our services). In such cases, We may need to cancel Your application for the service, but We will inform You of this at the time.

3. DATA WE MAY COLLECT

Technical details, such as the Internet Protocol (IP) address used to connect Your device to the internet, login credentials, browser type and version, time zone, GPS location, device information, browser plug-in types and versions, operating system, and platform.

Information regarding Your visit, including the full URLs You accessed, the navigation path through Our website (including date and time), products viewed or searched, page load times, any errors encountered during downloads, time spent on specific pages, interactions with the page (such as scrolling, clicking, and mouse hovering), and the methods You used to leave the page.

Marketing and communication data, including Your preferences for receiving marketing materials from Us and Our partners, as well as Your communication preferences.

If You want to monetize Your services through OLYMPIA communities, and use automatic payment methods and invoicing You will need to perform the required onboarding process (e.g. KYB) with one of the service providers We support (please contact hello@olympiahq.com to know what the providers are). We can support You during this process, and therefore We collect and proxy Your personal and business information to the service provider. Such information can be sent via any of Our official support channels (please contact hello@olympiahq.com to know what the channels are).

4. DATA SHARED WITH 3RD PARTIES

We do not sell or plan to share Your personal information with third parties, except for the instances and purposes outlined in this section.

We share certain data with the following third parties to conduct Our business, provide excellent customer service, and enhance Our operations. As Our services evolve, We may add new services to this list.

OLYMPIA communities: if You are a member (either someone invited You, or You joined by Your own) of an OLYMPIA community We may share Your personal information (described on Section 2). The OLYMPIA community owners, administrators and staff are responsible for managing this information in accordance with the community's privacy policies. You may at any time ask Us not to share Your personal information with an OLYMPIA community sending Us an email to hello@olympiahq.com.
EUPAGO: EUPAGO (https://www.eupago.pt/) it’s a payment processor who stores and manages Our online transactions. We send data to EUPAGO for the payment of OLYMPIA subscriptions, and OLYMPIA communities products/services. We do not keep all the information provided by You when You add a payment method or We process a payment. Anytime We need to process a payment or check a payment status We always use the payment method ID or payment ID, which doesn’t contain any personal information.
BIZIQ: Biziq (https://www.biziq.pt/) is a collection services provider, certified in Portugal who stores and manages Our online invoices. We send data to Biziq to process invoices when requested by the user (either manually or via configuration), regarding OLYMPIA subscriptions, and OLYMPIA communities products/services. To process invoices We use Your provided billing information (described on Section 2).
AWS: AWS (https://aws.amazon.com) is a cloud provider service We use for data hosting and infrastructure services.
Sparkpost: Sparkpost (https://app.eu.sparkpost.com/) is an email service provider We use to send emails to the users of Our platform.

We may provide further data to third parties not listed above, but before We do, We ensure that all data is anonymous meaning it cannot be identified as You:

Professional Advisors and Investors: We may share Your data with professional advisors, such as Our lawyers, accountants, and insurers, to manage risks, legal matters, and in accordance with Our relationships and obligations to Our investor organizations. This is done in Our legitimate interest.
Group: in the event that We decide to sell Our business, We may share Your data with third parties involved in the sale, transfer, or merger of Our business or assets. Alternatively, We may pursue acquiring or merging with other businesses. If there is a change in ownership, the new owners may use Your personal data in the same manner outlined in this privacy policy. As Our database is a key asset in such transactions, it would be shared with the third-party buyer and their advisors. This is done in Our legitimate interest when selling Our business.
Law Enforcement/Legal Compliance: We will cooperate with third parties to enforce their intellectual property or other rights. Additionally, We will comply with law enforcement requests both within and outside Your country of residence. This may involve disclosing Your personal information to government or law enforcement agencies, or private entities, when We have a good faith belief that such disclosure is required by law, or when We believe, at Our discretion, that it is necessary to protect Our legal rights or those of third parties, or to comply with a legal proceeding, court order, fraud prevention, or legal process served on Us. In these cases, We may waive or assert any legal objections or rights available to Us. These uses of Your data align with Our legitimate interests in safeguarding Our business security. We may also use and share Your data with the recipients listed in this Privacy Policy to fulfill Our legal obligations.

5. YOUR PERSONAL DATA FOR MARKETING PURPOSES

The OLYMPIA team is responsible for promoting Our products and services to encourage more people to register with Our platform. To achieve this, We collaborate with various third parties listed in Section 2. Unless specified otherwise, anonymized information about Your interactions with OLYMPIA is shared with these services. We consider these data transfers essential for the operation and long-term success of Our business, and opting out of them is not possible while using OLYMPIA.

In addition to sharing anonymized data, We may request Your permission to use additional data to enhance Your experience. This may include, but is not limited to, personalizing Our email communications with identifiable information (e.g. name, membership). You can opt in or out of these services at any time by sending an email to hello@olympiahq.com.

6. HOW LONG WE RETAIN YOUR INFORMATION

We retain Your information for as long as necessary to fulfill Our obligations, including: delivering Your events scheduling, Your programming, maintaining Your historical training data, Your memberships, meeting Our commitments to You regarding Our services, complying with government regulations (such as accounting requirements), improving Our service to You, preventing fraud, and supporting law enforcement purposes.

If reasonably necessary to comply with legal or regulatory obligations, resolve disputes, prevent fraud and abuse, or enforce Our terms and conditions, We may retain certain information about You even after Your account has been closed or it is no longer required to provide You with Our services.

For clarity, We typically retain financial records, including details about orders and transactions, for 5 years. High-level information, such as the total number of sales transacted in a given year, is kept for as long as We consider it valuable for Our business purposes.

We keep back-ups of Our Site for 30 days. There is an exception to the above, Your account (for non-payment of the subscription) or Your(s) community (for non-payment of the subscription), We may not keep Your personal information for more than 90 days.

7. YOUR RIGHTS OVER DATA

Under certain circumstances, You have rights under data protection laws in relation to Your Personal Data. You have the right to:

Be informed about how Your information is used and stored.
Access the personal information We hold about You.
Request account deletion (sending an email to hello@olympiahq.com).
Request community deletion, if You are the owner (sending an email to hello@olympiahq.com).
Request corrections to inaccurate information, such as via the Your Account section on Our website.
Object to the processing of Your personal data.
Request restrictions on the processing of Your personal data.
Request the transfer of Your personal data. We do not grant computer readable data.
Withdraw Your consent.
Complain to Your data protection regulator. We would, however, appreciate the chance to deal with Your concerns before You approach the legal entity so please contact Us in the first instance.

Right to Be Forgotten

You have the legal right to request the deletion of any personally identifiable information. We will comply with such requests unless the deletion conflicts with Our obligation to fulfill financial or legal requirements necessary for Our operations.

Certain anonymized events participation, training plan details, membership subscription details, may need to be retained. This ensures that users who purchased those plans continue to have access to their historical data, even after Your account is closed. Your personal information will not be linked to this retained data (will be anonymized).

What We May Need from You

To confirm Your identity and validate Your right to access Your personal data (or exercise any other rights), We may request specific information from You. This is a security measure to prevent unauthorized disclosure of personal data. Additionally, We may reach out to You for further details regarding Your request to expedite Our response.

Time Limit to Respond

We aim to respond to all legitimate requests within one month. In cases where Your request is particularly complex or You have submitted multiple requests, Our response time may exceed one month. If this occurs, We will notify You and provide updates.

No Fee Usually Required

Accessing Your personal data (or exercising Your other rights) typically does not incur a fee. However, if Your request is clearly unfounded, repetitive, or excessive, We may charge a reasonable fee. Alternatively, We reserve the right to deny such requests under these circumstances.

Additional Information We May Require

To ensure Your personal data is secure and only accessible to authorized individuals, We may ask for specific information to verify Your identity. This step helps protect Your data from being disclosed to unauthorized parties.

8. DATA SECURITY

We take data security very seriously and have implemented robust measures, including encryption, confidentiality obligations for Our personnel, login records, and vulnerability testing, to protect Your personal data from accidental loss, unauthorized use or access, alteration, or disclosure. Additionally, We restrict access to Your personal data to employees, agents, contractors, and third parties who have a legitimate business need to access it. If needed for any business related or supporting reason, they are subject to a duty of confidentiality.

We have also established procedures and incident management policies to address any suspected personal data breaches. If a breach occurs, We will notify You and any relevant regulator as required by law.

The data that We collect from You is stored and processed at a destination within the European Economic Area ("EEA").

9. CHANGES TO OUR PRIVACY POLICY

We keep Our privacy policy under regular review. We will make changes to Our Privacy Policy from time to time. We suggest You always take time to read any changes before continuing to use Our service. The revised version takes effect immediately upon being updated on the website, without prior notice. It will be assumed that you have agreed to all changes to the privacy policy if you continue to use the services after this period.

If you do not agree to the provisions of the privacy policy, you can cancel your account at any time.

10. COOKIES AND WEBSITE TRACKING

To enhance Your experience on Our website and enable the use of certain features, We use "cookies" on some pages. Cookies are small text files stored locally in Your browser's cache that help recognize Your browser during subsequent visits. They make Our website more user-friendly, efficient, and secure. You can configure Your browser to reject cookies or display them before they are stored. However, if you disable cookies or similar technologies, certain features, services, or applications on Our website may not function properly. You can delete cookies from Your system at any time - refer to Your browser’s help section for more details.

We only use essential cookies for security, form submissions, authentication and navigation purposes. These cookies are required for the website to function properly and cannot be disabled.

11. CONTACT

If You have any questions about the Notice or You would like to exercise Your rights as stated in Section 6, please contact Us via hello@olympiahq.com.