Privacy
Scope
This policy explains what Husk Lab Vault, at 3-6-7 Kamiitabashi in Itabashi, Tokyo, records about the people who train here and the people who book a trial, and what happens to it. Helen Micklewright is responsible for personal information under Japan's Act on the Protection of Personal Information (APPI).
The movement screen record
Every member starts with a movement screen. The coach writes down how you hinge, squat, press and pull, any pain you report and any range-of-motion limits. This is health information and we treat it as sensitive under APPI: it is stored in the coaching notes system, seen only by the coaches who program for you, and never shared outside the gym.
Your training logbook
Each session is logged: exercises, loads, sets and reps, plus a one-line coach note. The logbook belongs to you. It is stored in our system so that programming can be adjusted from block to block, and you can export it or take a paper copy at any time. When you leave, it is kept for twelve months in case you return and is then anonymised for programming statistics.
Bookings, door code and access
Booking a session records your name, email and phone number. The door code we send by email is tied to your booking window, and the door keeps a log of which code opened it and when. The access log is kept for ninety days for security and is then overwritten.
Trial bookings
Booking the free trial asks for your name, an email address, a phone number and one line about what you want from training. If you do not join, those details are deleted three months after the trial date. If you do join, they become the first entry in your membership record.
Payment details
Monthly fees and blocks are paid by card through an outside payment provider. We see the transaction date and the last four digits of the card, nothing more. Invoices show your name and the block you paid for.
Email and messages
We email you about your own bookings: confirmations, the door code, a reminder the evening before, and a note when a block is about to end. There is no newsletter unless you ask for one, and you can stop any of these messages by replying to say so. We do not text or call for marketing.
Cookies
This site sets one browser flag that remembers you closed the cookie notice. There is no analytics, no advertising and no social-media tracking. The contact form is a plain email form and stores nothing on our server.
Who we share with
The payment provider receives what it needs to charge your card. Our accountant sees invoice totals at year end. If an incident is reported in the gym, the relevant screen notes and the incident report may go to our insurer. We do not give your details to other gyms, coaches or marketers.
Retention
Trial-booking details for people who do not join are deleted after three months. Membership agreements and payment records are kept for five years after you leave, as tax law requires. Movement-screen notes are kept for three years after your last session. Logbooks are kept for twelve months after you leave and then anonymised.
Your rights
You can ask at any time to see everything we hold about you, to correct it, to stop us using it, or to delete it. Write to hello@husklabvault.com or tell your coach. We answer within two weeks and confirm identity first. If a record must be kept by law, we will say which one and for how long.
Security
The coaching notes and booking system are password-protected with two-factor sign-in and are used only by the coaches. The building is locked outside session windows. Paper screen sheets are transcribed within a day and then shredded.
Changes
When our practices change this page is updated and the date at the top moves. Members with an active block are told by email.
Questions
Husk Lab Vault, 3-6-7 Kamiitabashi, Itabashi City, Tokyo 174-0076. Telephone +81 3-3933-1744. Email hello@husklabvault.com.