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Data processing agreement

Version 1.1, 20 October 2026

This data processing agreement belongs to the terms and conditions of Hiigym and applies automatically as soon as a gym accepts those terms, by taking out a subscription or by using the app. No signature is needed. It governs how Robin Wessels processes the personal data of the gym's members, as required by article 28 of the GDPR. It also applies to gyms that use the Hiigym Race Timer (timer.hiigym.com) on a Coach, Club or White-label plan; read "members" there as athletes, coaches and judges too.

1. Parties

Controller: the gym (the gym, studio or club that uses Hiigym), represented by the owner of the Hiigym account.

Processor: Robin Wessels, sole proprietorship, Else Mauhsstraat 10, 7558 RA Hengelo, the Netherlands, Chamber of Commerce (KvK) 42030276, email info@robinwessels.com.

2. Subject, duration, nature and purpose

The processor processes personal data of the gym's members by delivering Hiigym: software for member administration, direct debit, class schedule and bookings, a member app and communication with members. The processing lasts as long as the subscription runs, plus the return and deletion period below. The nature is automated storage, organisation, retrieval, sending (email and push) and deletion. The gym determines the purpose: running memberships.

3. Data and data subjects

Data subjects: members and former members of the gym, people who request a trial class, payers (for example a parent paying for a child) and participants in challenges, parents or guardians who co-sign and members who appear in the gym's Race Timer.

Data: name, email address, phone number, date of birth and address; IBAN, mandate reference and signing date; memberships, contracts, invoices and payment status; bookings, waiting list, check-ins, credits, pauses and cancellations; the digital signature (typed name, date, IP address); notes by the gym; language, email preference and push subscription; the name of a co-signing parent or guardian; withdrawals; results from the Race Timer and taking part in the ranking (only after the member opts in).

Hiigym is not meant for special categories of personal data, such as health data. If the gym puts such data in a note anyway, the gym is responsible for it. The gym processes data of children under 16 only with the consent of a parent or guardian; for a digital contract of a member under 16, Hiigym asks for the name of the parent or guardian who signs with them.

4. Instructions

The processor processes the data only on the gym's instructions. The instructions are: the features of Hiigym as the gym uses them, this agreement and the terms and conditions. Other instructions are given by the gym in writing. If the processor believes an instruction conflicts with the law, it reports this at once. The processor does not use the data for its own purposes and does not sell it.

5. Confidentiality

The processor keeps the data confidential. This also applies to anyone it engages. Access to member data only happens when needed for maintenance, an outage or a support request from the gym, and is logged.

6. Security

The processor takes appropriate technical and organisational measures, including:

  • encrypted connections (TLS) and encrypted storage at Cloudflare, with a separate database per gym;
  • Mollie keys encrypted once more with AES-GCM; secrets are never in the code;
  • no passwords: login through Google or a one-time link, members only through a personal link, sessions with signed cookies;
  • roles with limited rights (owner, admin, coach), origin checks on every request and a log of actions;
  • export of all data at any time and automatic deletion of demos and expired tokens;
  • error reports without personal data (Sentry, EU region).

The gym itself takes care of secure staff accounts and the right roles.

7. Sub-processors

The gym authorises these sub-processors:

  • Cloudflare, Inc. (USA; data centres in the EU and worldwide): hosting and storage.
  • Brevo (Sendinblue SAS, Paris, France): email to members and staff.
  • Google Ireland Ltd. (Ireland): login with Google for staff.
  • Sentry (Functional Software, Inc., EU region): error reports, without member data.
  • Apple, Google and Mozilla: push services, empty push messages only.

Mollie (Mollie B.V., Amsterdam) is not a sub-processor of the processor: the gym connects its own Mollie account and concludes its own agreement with Mollie. Stripe only processes the gym's business details for the Hiigym subscription, no member data.

If the processor wants to engage a new sub-processor, it notifies the account owner by email at least 30 days in advance. The gym may object within that time. If the parties cannot agree, the gym may end the subscription as of the date the new sub-processor starts. The processor imposes the same obligations as in this agreement on every sub-processor and remains responsible towards the gym.

8. Transfers outside the EU

Data is only processed outside the EU through the sub-processors named above, on the basis of the standard contractual clauses of the European Commission. The processor uses Sentry in the EU region.

9. Data breaches

If the processor discovers a security breach affecting member data (data breach), it notifies the account owner by email without undue delay and at the latest within 48 hours after discovery. The notification contains what is known: what happened, which data and how many data subjects are affected, what the consequences may be and what has already been done. Anything that becomes known later follows as soon as possible. The gym decides whether to report the breach to the data protection authority and the data subjects; the processor assists.

10. Assistance with requests from data subjects

Hiigym gives the gym the means to handle requests from members itself: access, correction, export and deletion per member in the app. If the processor itself receives a request from a member, it forwards it to the gym within 5 working days and does not handle it itself. The processor assists the gym where reasonable with a data protection impact assessment (DPIA) and with questions from the supervisory authority. Work that falls outside the features of the app is charged by the processor at an hourly rate after consultation.

11. Audit

The processor demonstrates compliance with this agreement through reporting: on request, at most once a year, it provides a written description of the security measures, the sub-processors and the data breaches of that year (self-declaration). If the gym has a well-founded reason to doubt, it may have an audit carried out by an independent expert under confidentiality, announced 30 days in advance, during office hours and at the gym's expense, unless the audit reveals a serious shortcoming.

12. End: return and deletion

When the subscription ends, the gym can still export all data in one file for 30 days. After that the processor deletes all member data of the gym, also at the sub-processors, within 30 days after the end. Only what the processor must keep by law, such as its own invoices to the gym, remains. On request the processor confirms the deletion in writing. The gym's owner can also delete everything at once in the app (Settings, Delete gym).

13. Liability and other

The limitation of liability in the terms and conditions applies. Each party bears the fines a supervisory authority imposes on it for its own violation. Dutch law applies to this agreement; disputes go to the competent court in the Netherlands. In case of conflict between this agreement and the terms and conditions, this agreement prevails where the processing of personal data is concerned. Changes are announced 30 days in advance, as in the terms and conditions.