Privacy Policy
Effective August 13, 2026. Last updated August 13, 2026.
Who we are
PracticeBasis is a studio operations service operated by NewWay Digital, based in Chicago, Illinois, United States ("we", "us"). This policy explains what information we handle, why, and what control you have over it.
PracticeBasis is sold to fitness and wellness studios. In most cases the studio decides what information goes into the service and we process it on the studio's behalf and under its instructions. Where that is the case, the studio's own privacy policy also applies to you, and you may want to read both.
Whose information we handle
- Studio owners and administrators — the people who hold an account and run the studio.
- Instructors and staff — the people we text about classes, call-outs, and coverage.
- Students — where a studio uses our booking pages, the people who book classes.
What we collect
Account and contact information
Name, email address, mobile phone number, the studio you belong to, and your role at that studio.
Operational information
Class schedules, teaching assignments, which classes a person is qualified to teach, availability and time off, substitute requests and who accepted them, bookings and cancellations, and a record of the decisions taken in the service.
Messages
The text messages we send on the studio's behalf, and the replies we receive, including their content, the phone numbers involved, and delivery status.
Technical information
Standard server logs — IP address, browser type, pages requested, and timestamps — kept for security and troubleshooting.
We use Google Analytics on this marketing website to understand which pages people find useful. It sets cookies and collects usage data such as pages viewed, approximate location derived from IP address, and device and browser type. We use it in aggregate to improve the site, not to identify individual visitors. We do not use advertising cookies, we do not run remarketing or ad targeting, and we do not sell information to anyone.
The PracticeBasis application itself — everything behind sign-in, and the studio booking pages — carries no analytics or third-party tracking.
You can opt out of Google Analytics across all websites with Google's browser add-on, or by using your browser's do-not-track or cookie controls.
Where information comes from
- From your studio, when it sets up staff, classes, and phone numbers.
- From you directly, when you sign in, reply to a text, or book a class.
- From Mindbody, where your studio has connected its Mindbody account. We read the schedule, class types, locations, and staff so the two stay in step. We do this only at the studio's direction and under the studio's own Mindbody credentials, and we write back only the substitute instructor on a class.
How we use it
- To run the service: covering classes, texting staff, keeping the schedule accurate, and taking bookings.
- To produce the studio's daily briefing and the record of what was done and when.
- To keep accounts secure, prevent abuse, and diagnose faults.
- To meet legal obligations.
We do not use your information to build advertising profiles, and we do not sell or rent it.
Text messaging
Text messaging is central to how PracticeBasis works. Instructors and staff receive messages about their classes — coverage requests, confirmations, and schedule changes — at the mobile number their studio provides. Students receive messages only where their studio has enabled it and they have opted in.
We do not share mobile information for marketing. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing with subcontractors who provide support services, such as our text message delivery provider, is permitted solely so that we can deliver the messages you have asked for. Text messaging originator opt-in data and consent will not be shared with any third party.
Consent
Studios are responsible for obtaining consent from their instructors, staff, and students before adding a mobile number to PracticeBasis, and for telling those people what the messages will be about. If you received a message from us and did not expect it, please contact your studio or write to us at the address below.
Frequency, cost, and stopping
Message frequency varies with your studio's activity — most instructors receive messages only when a class needs covering. Message and data rates may apply. Reply STOP to any message to stop receiving them, and HELP for help. Opting out stops the messages; it does not remove you from your studio's schedule, so tell your studio too.
Full messaging terms are in our Terms of Service.
Who we share information with
We share information with the service providers we need to run PracticeBasis, and with nobody else for their own purposes:
- Supabase — database and authentication hosting.
- Vercel — application hosting.
- Twilio — delivery of text messages.
- Anthropic — the AI model that interprets incoming messages and drafts the daily briefing. See below.
- Mindbody — where your studio has connected its account, so the schedule and substitutions stay in step.
- Google Analytics — aggregate usage measurement on this marketing website only, never inside the application.
We may also disclose information if we are required to by law, or to protect the rights and safety of people using the service. If our business is transferred to another owner, information may transfer with it; we will say so before that happens.
AI processing
PracticeBasis uses an AI model in two places: to read the plain-English replies instructors send by text, and to draft the studio's morning note. When it does, the message text and the relevant class details are sent to our AI provider for processing and the result is returned to us. This information is not used to train the provider's models.
The AI does not decide who is asked to cover a class, who wins when two people accept at once, or what is written back to Mindbody. Those are fixed rules configured by your studio.
How long we keep it
We keep operational records — schedules, coverage history, messages — for as long as the studio's account is active, because they are the studio's record of what happened and when. When a studio closes its account we delete or anonymise its information within 90 days, except where we are required to keep something longer by law. Server logs are kept for a shorter period.
How we protect it
Information is encrypted in transit. Access within the service is restricted by studio, so one studio cannot see another's people, schedule, or messages, and access is enforced at the database level rather than only in the application. We limit staff access to what is needed to operate and support the service. No system is perfectly secure, and we will tell affected studios promptly if we become aware of a breach involving their information.
Your choices and rights
- Stop text messages — reply STOP to any message.
- See, correct, or delete your information — contact your studio first, since in most cases they control the record. You can also write to us and we will help, or pass your request to the studio.
- Depending on where you live, you may have additional rights over your personal information, including the right to request a copy or object to certain processing. Write to us and we will not charge you or treat you differently for asking.
We do not sell personal information and we do not share it for cross-context behavioural advertising.
Children
PracticeBasis accounts are for adults. The service is not directed to children under 13 and we do not knowingly collect their information directly. Where a studio's records include a minor student, the studio is responsible for obtaining any consent required from a parent or guardian. If you believe a child's information has reached us in error, contact us and we will remove it.
Changes to this policy
If we change this policy we will update the date at the top and, where the change is significant, tell studios directly.
Contact us
NewWay Digital — PracticeBasis
Chicago, Illinois, United States
contact@workanewway.com