Who we are
We are Hive, a management software for gyms and studios used at hivegyms.com, operated by Principia Evergreen, Inc., 2810 N Church St #89068, Wilmington, DE 19802, USA.
Contact email for privacy matters: [email protected].
This notice applies to Mexico, Colombia and the United States, and is written to comply with the Federal Law on the Protection of Personal Data Held by Private Parties (Mexico) and with Law 1581 of 2012 and its regulatory decrees (Colombia).
Two different roles
This is the most important part of this notice, because it determines who is responsible for each obligation.
Data of the studio and its team
Names, emails, phone numbers and certifications of the people who use the system. Here we are the data controller: we decide what it's used for and we answer for it.
Member data
Their profile, bookings, membership and payments. Here the studio is the data controller: the relationship with the member is theirs, and so is the decision about that data. We process it only on the studio's behalf and following its instructions.
In short: if you're a member and want to exercise your rights over your data, your studio is the one who must handle it. If you write to us, we'll put you in touch with them and support them with whatever they need.
What data we process
From the people who use the system: name, email address, phone number, encrypted password, role within the studio, certifications where applicable, and the log of the actions they take in the system.
From members, on the studio's behalf: identification and contact data, guardian data in the case of minors, health alerts noted by the member or the studio (injuries, conditions to keep in mind), class bookings and attendance, memberships, photos and documents, charges and payments, and WhatsApp conversations with the studio.
Health alerts are sensitive data and receive the enhanced protection the law requires: permission-restricted access, a log of who views what, and strict isolation between studios.
What we use it for
- Providing the service: class calendar, bookings, memberships, billing and team management.
- Sending members, on the studio's behalf, class reminders, confirmations, membership notices and the link to their profile.
- Keeping records of charges and payments with the traceability the law requires.
- Providing support, handling incidents and keeping the system secure.
- Understanding, in aggregate, how the product is used, in order to improve it.
We don't sell personal data, we don't hand it over to third parties for commercial purposes, and we don't use member information for advertising.
WhatsApp and email
When a studio connects its WhatsApp line, Hive lets it send and receive messages with its members from the system. Those messages travel through Meta's WhatsApp Business platform, which acts as an intermediary and applies its own terms.
That's why the automatic messages we send —reminders, confirmations, notices— never mention the member's health alerts. They contain only what's essential: class, date, time, branch and coach. Personal links expire after a few hours.
Members can ask their studio at any time to stop contacting them this way.
Transactional emails —invitations, password resets, class confirmations— are sent through an email provider on behalf of the studio.
Text messages (SMS)
In the United States, studios can send their members text messages through Hive: booking confirmations, class reminders and cancellation notices. A member only receives them after agreeing to it, by checking the SMS box when booking or signing up, or by telling their studio.
Reply STOP to stop receiving them, or HELP for help. Message frequency varies. Message and data rates may apply. See the SMS terms.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third parties, except the messaging providers that deliver the messages on our behalf.
Who we share it with
Only with the providers needed for the service to work. All of them act on our instructions, under confidentiality obligations and without permission to use the information for their own purposes.
| Purpose | Who |
|---|---|
| Servers and database | Cloud infrastructure providers |
| Files and photos | Encrypted object storage |
| Messaging with members | WhatsApp Business Platform (Meta) and its authorized provider |
| Transactional email | Email delivery service |
| SMS messages | Messaging provider, only for the notices the studio sets up |
We may also hand over information when a competent authority requires it on legal grounds. If that happens and the law allows it, we notify the affected studio.
How long we keep it
Member data is kept for as long as they have a relationship with the studio and, after that, for the period tax law requires for billing records: five years in Mexico and five years in Colombia, counted from the last transaction.
Data of the people who use the system is kept while the account is active and for as long as needed to meet legal, tax and audit obligations.
The audit log —who did what and when— is tamper-proof by design and can't be deleted: it's precisely what attests to the integrity of the records.
If a studio stops using Hive, we hand over its information in a reusable format and then delete it, except for what we're required to keep.
How we protect it
- Encryption in transit and at rest.
- Strict isolation between studios: none can see another's information, enforced in the database itself and not just in the application.
- Granular role-based permissions: each person sees only what their role requires.
- A sealed audit log that makes any tampering detectable.
- Passwords stored encrypted, never in plain text.
- Regular backups and restricted access for technical staff.
No system is infallible. If a breach significantly affecting the rights of data subjects occurred, we would notify the affected studios and the relevant authorities within the deadlines set by law.
Your rights
In Mexico you can exercise your rights of access, rectification, cancellation and objection (ARCO), and revoke your consent. In Colombia you can access, update, correct and delete your data, request proof of consent and file complaints with the Superintendence of Industry and Commerce.
If you're a member, contact your studio: it's the controller of your data and the one who can handle your request.
If you use the system as part of a studio's team, write to us at [email protected] stating your request and a way to verify your identity. We respond within each country's legal deadlines.
Please note that billing records can't be deleted while the legal retention period is running, not even at the data subject's request.
Where it's stored
The information is hosted on servers located in the United States, operated by well-known infrastructure providers. This involves an international data transfer, covered by the contractual clauses we have signed with each provider and by the fact that the processing is necessary to provide the service the studio has contracted.
Minors
Hive isn't aimed at minors. When a member is a minor, the system records their guardian and the studio is the one who obtains and keeps the corresponding authorization before processing their data.
Changes to this notice
If we change it, we'll publish the new version at this same address with its update date. When the change is substantial, we'll also let you know within the system or by email.
Contact
For any questions about this notice or about how your data is processed, write to us at [email protected].
Principia Evergreen, Inc. (Hive)
2810 N Church St #89068, Wilmington, DE 19802, USA