Privacy Policy

Oren Keithley Fitness provides in-person personal training, online coaching, and virtual 1-on-1 training from Overland Park, Kansas. This policy covers inquiries and appointments for each of those services through the public website and its embedded Calendly scheduler, Facebook Messenger and Instagram messages, the OK Fit customer relationship management system (CRM), the messaging assistant connected to it, and training information in the separate OK Fit coaching app.

We also keep information you choose to provide, such as contact details, fitness goals, preferred training service, questions, and details about limitations, injuries, illness, surgery, or exercise clearance that you mention. If you book or become a client, we may record appointment details, booking status, coaching notes, contact history, birthdays or other dates you provide, payment-related reminders, and other information you provide for the training relationship.

We use information to:

• answer inquiries and understand whether our services may be a fit;
• show appointment availability, prevent double-booking, schedule and confirm introductory sessions, and contact you about your request;
• provide coaching, review workout progress and video logs, guide nutrition planning, and maintain lead and client records;
• prepare or send replies, route conversations for Oren's review, and honor requests to stop outreach;
• measure website visits and completed bookings; and
• protect, operate, and troubleshoot the website, booking system, CRM, and messaging integrations.

If you mention a health concern or restriction, we use that information to flag the conversation for Oren and determine whether exercise clearance should be discussed before arranging form tests or screenings. The assistant does not make medical diagnoses or determine that you are medically cleared.

The CRM may use an automated assistant to draft or send replies to new leads. The assistant identifies itself when it starts or resumes an automated conversation. Oren personally handles messages from active clients and conversations that need his review. We do not send automatic SMS messages using a phone number stored in the CRM.

• Google Calendar and Google Sheets: The website's earlier booking form checked Calendar availability, stored booking and operational records in Sheets, and created Calendar events containing the submitted name, phone number, optional email, and appointment time. Those earlier records may remain there.
• Meta: Meta delivers Facebook and Instagram messages, provides Meta Business Suite, and receives website events through Meta Pixel.
• Groq: Groq receives relevant conversation text and lead context to generate and review proposed replies.
• Discord: Discord receives private alerts to Oren that may include your message and the proposed or sent response.
• Cloudflare: Cloudflare routes Meta webhook traffic to the local CRM.
• Microsoft OneDrive: The CRM is stored on a computer in a OneDrive-synced folder, so Microsoft may hold synced copies.
• Calendly: Calendly displays appointment availability and handles information submitted through the scheduler embedded on this website or through our direct Calendly link.
• Vercel and Render: Vercel hosts the public website, and Render hosts the website booking API.

These providers may process information under their own terms and privacy policies. You can review their policies here: Meta, Google, Groq, Discord, Cloudflare, Microsoft, Calendly, Vercel, Render.

New website bookings are handled by Calendly. Earlier website booking information remains in Google Sheets and Google Calendar. The CRM stores lead and client records, conversation history, notifications, and contact activity locally and may be synced through OneDrive. We do not currently have an automatic deletion schedule for CRM records.

Workout, nutrition, and progress information in the OK Fit coaching app is kept indefinitely unless it is deleted in response to a request we can honor. Video logs in the app are removed after two weeks.

Other records are kept while they are relevant to an inquiry or coaching relationship and reviewed for deletion when they are no longer needed or when a valid deletion request is received. Backups, synced copies, calendar and spreadsheet records, and information held by service providers may remain for their own retention periods or where recordkeeping is required. We do not promise immediate removal from systems outside our control.

You can ask us to stop contacting you by replying “stop” in Messenger or Instagram. You can request access to, correction of, or deletion of information we control by calling or texting (816) 874-2188, emailing [email protected], or messaging Oren Keithley Fitness through Facebook or Instagram and saying that you have a privacy or data deletion request.

Please identify the account or contact details you used so we can locate your record. We may need to verify that the request is yours before disclosing or changing information. We will review deletion requests and remove information under our control unless we need to keep it for a legitimate recordkeeping or legal reason. Stopping outreach does not by itself erase existing records.

We limit access to the CRM and private Discord alerts and use authenticated access and encrypted connections for the messaging integration. No system can guarantee absolute security. Please do not send medical records or other highly sensitive documents through Calendly booking questions or in a direct message. Share only the information needed for Oren to understand your training needs and any exercise restrictions.

We may update this policy as our services or tools change. The effective date above identifies the current version. For questions about this policy, contact Oren Keithley Fitness in Overland Park, Kansas, at (816) 874-2188 or [email protected].