Privacy Notice

Last updated: 16 August 2026 · English (Bahasa Malaysia version to follow)

Actraxa is a retention platform used by gyms, fitness studios, and clinics in Malaysia. This notice covers three audiences: members and patients of businesses that use Actraxa, the businesses themselves, and visitors to this website. In Personal Data Protection Act 2010 terms: your gym or clinic is the data user responsible for your data; Actraxa processes it on the business's behalf.

If you are a member or patient of a business using Actraxa

What we hold about you

Your name, phone number, and (if given) email and membership/package details — provided by you or your gym.
Your visit history — recorded when you check in by QR or when your gym's schedule records a session.
Messages between you and your gym's WhatsApp number, and whether you have opted in or out of receiving messages.
If your provider is a clinic: your treatment records, kept by your clinician. These are held to stricter protections and are visible only to the clinical team treating you.

What it's used for

Running your membership: check-ins, bookings, session credits, reminders about your package.
Staying in touch on WhatsApp: welcome messages, booking confirmations, reminders, and "we haven't seen you in a while" messages from your gym.
Helping your gym serve members better, using anonymous statistics that never identify you.

What it is NOT used for

Your data is never sold.
No other business ever sees your information.
Anonymous statistics never contain your name, number, or anything identifying you.

Your choices and rights

Stop messages any time: reply STOP to any WhatsApp message. You remain a member; only the messages stop.
See or correct your data: ask your gym's front desk.
Have your data deleted: ask your gym. Deletion is complete and audited, except records the law requires the business to keep (such as payment records), which are kept only as long as required.

Where your data lives

Actraxa stores data on secure servers in Singapore, with encrypted backups. Some services involve international providers (for example, WhatsApp is operated by Meta). Clinical voice notes are recorded by your clinician (never of you), processed to create your treatment note, and deletable once the note is confirmed.

WhatsApp messaging (Meta)

Messages between businesses and their members are delivered through the WhatsApp Business Platform, operated by Meta Platforms. Phone numbers and message content pass through Meta's systems to deliver those messages, subject to Meta's own terms. Every message flow honors opt-out (STOP) immediately and automatically.

Google user data (Calendar)

A business may choose to connect its own Google Calendar to Actraxa to read its class and session schedule. When it does, Actraxa accesses that calendar's events with the business's explicit OAuth consent, uses them only to display the schedule and record attendance inside that business's own dashboard, and stores the connection credential encrypted. Calendar data is never used for advertising, never sold, and never shared with any other business. The business can disconnect at any time from its Actraxa settings or from its Google account security page, which revokes our access.

Actraxa's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

If you run a business using Actraxa

Your contractual terms — the full data processing agreement, subprocessor list, security commitments, breach notification, and deletion timelines — are in your signed agreement with Actraxa (Schedule B). In one line: your members are your members; we process their data on your instructions, protect it, tell you if anything goes wrong, and delete it when you or they ask, subject to what the law requires kept.

Visitors to this website

This site sets no advertising trackers and no analytics cookies. If you contact us by WhatsApp or email, we use what you send us to reply to you.

Questions

If you are a member: ask your gym first — it's their service. For anything about Actraxa itself: [email protected].