Legal

Privacy Policy

Last updated: 1 September 2026

This Privacy Policy explains how MembrBase (“we”, “us”) collects, uses, and shares information when you use our membership management software, our website, and our mobile apps (together, the “Service”). It applies to everyone who uses MembrBase: the business owners and managers who run a gym, club, studio or coworking space, and the members who belong to one.

Who controls your information

If you are a business owner or manager, MembrBase is the controller of your account information and we process it to provide the Service to you.

If you are a member of a business that uses MembrBase, that business decides what member information to collect and how to use it. They are the controller of that information and MembrBase processes it on their behalf. Requests about how your gym or club uses your data should go to them first; we will help where we can.

Information we collect

Account information — your name, email address, phone number, optional profile photo, and your role (owner, manager or member), provided when you register or are added to a business.
Membership records — the businesses, plans, subscriptions, start and expiry dates, walk-in visits and check-in scans created as you use the Service.
Payment proof you upload — MembrBase does not process payments. Members pay their business directly and upload an image as proof (a bank transfer receipt or wallet screenshot). That image is stored so the business can approve or reject the payment. We do not collect card numbers, and we never take money from you.
Payout details entered by businesses — a business owner may save the account name and account number members should pay into, so it can be shown to their own members. This is the business’s own payout information, entered by them, and it is not used to move money through MembrBase.
Messages you write — complaints, replies and announcements you create in the Service.
Camera and photo library — the mobile app uses your camera to scan membership QR codes at the door, and can access photos you choose in order to attach payment proof. Scanning happens on your device; we only receive an image if you deliberately attach one. We never access your camera or photo library in the background.
Device and technical information — a push notification token and a per-install device identifier so reminders reach the right device, the app version and platform, and server logs including IP address for security and troubleshooting.

We use no third-party advertising or analytics SDKs in our mobile apps, and we do not track you across other companies’ apps or websites.

How we use information

To provide and operate the Service, including check-ins, payment approvals and renewals.
To send you notifications you would expect — an approval decision, an expiry reminder, an announcement from your business.
To keep accounts secure, prevent abuse, and diagnose faults.
To understand which features are used, from our own server records, so we can improve the product.
To meet legal and tax obligations.

Sharing

We do not sell your personal information, and we do not share it for advertising.

With your business — if you are a member, the owner and any managers of the business you belong to can see your membership record, the payment proof you submit, and the complaints you raise with them.
Service providers — hosting and email delivery providers, and the push notification services operated by Expo, Apple (APNs) and Google (Firebase Cloud Messaging), which receive only what is needed to deliver a notification to your device.
Legal — where we are required by law, or to protect our rights or someone’s safety.

Where your information is held

MembrBase is operated from Pakistan and our servers are hosted in Europe. If you use the Service from elsewhere, your information is transferred to and processed in those locations, which may have different data protection laws than your own country.

How long we keep it

We keep information for as long as your account is active. Membership and payment-approval records are kept while the related business account exists, because businesses rely on them as their own records. When an account is deleted we remove or anonymise personal information within 30 days, except where we must keep it longer to meet a legal obligation.

Deleting your account

You can ask us to delete your MembrBase account and its personal information at any time. Email privacy@membrbase.com from the address on your account and we will action it within 30 days. Deleting your account removes your profile, your uploaded payment proof and your messages. Records your business must retain for its own accounting may remain with that business.

Security

Traffic between the apps and our servers is encrypted in transit with HTTPS. Passwords are stored hashed, never in plain text, and access tokens are held in the secure storage the operating system provides. Access to production systems is limited to people who need it. No system is perfectly secure, but we take these safeguards seriously and will notify you and the relevant authority if a breach affects your information.

Children

MembrBase is not directed at children. The Service is intended for people aged 16 and over, and we do not knowingly collect information from children under 16. A business that enrols a minor as a member is responsible for obtaining any consent required from a parent or guardian. If you believe a child has given us information, contact us and we will delete it.

Your rights

Depending on where you live, you may have the right to access, correct, export, restrict or delete your personal information, to object to certain processing, and to complain to your data protection authority. To exercise any of these, contact us at the address below. We do not charge for this and we will not treat you differently for asking.

Changes to this policy

If we change this policy we will update the date at the top of this page, and tell you in the app or by email when the change is significant.

Contact

Questions about this policy, or a request about your data? Email privacy@membrbase.com.