GymOS AI Providers

Last updated: 10 October 2026

GymOS includes optional AI features that gym operators can choose to use for image generation, text rewriting, the Ask Alphie assistant, call transcription in Konduo, and the transcription of in-person discussions recorded with Scribe. To deliver these features, we rely on third-party AI service providers (“AI Providers”). This page lists them and explains the position on the questions customers most often ask.

This page forms part of our Terms and Conditions. Under those Terms, we give you at least 14 days’ notice on this page before we add or replace an AI Provider. To object to a change, please email [email protected] within that 14-day window.

The AI Providers below also appear on our main Sub-processor list at gymos.com/subprocessors. This page provides additional detail relevant specifically to AI processing.

How AI is used in GymOS – and how it isn’t

We have deliberately kept the role of AI within GymOS narrow and user-controlled. The detail matters, so it’s worth setting it out clearly:

AI is opt-in. No AI feature runs unless you, the operator, actively choose to use it. We do not run AI processes against your member records, your transaction history, or any other operational data in the background. If you never use an AI feature, no data of yours is ever sent to an AI Provider.

AI is initiated by you. Every AI request is triggered by an explicit action – you click a button, you type a prompt, you ask a question, somebody on your team places a call that is recorded and transcribed because you switched transcription on, or somebody on your team starts recording an in-person discussion with Scribe. Nothing happens that your team did not start.

AI does five things. AI features within GymOS are limited to:

• Image generation – creating images from a description you provide
• Text rewriting – taking text you have written and rewriting it (for example, making it more concise, adjusting tone, or improving clarity)
• Ask Alphie – an assistant that answers questions from your team about GymOS and about your gym. Unlike the first two, Alphie can look information up in your account in order to answer, so it is described separately below.
• Konduo call transcription – if you choose to have your team’s Konduo calls recorded and transcribed, turning a recorded call into a written transcript and a short summary. Because this works on the conversation itself, it is also described separately below.
• Scribe – if you switch Scribe on, turning an in-person discussion your team records in the FitnessHub app into a written transcript and a short summary. Like call transcription, it works on the conversation itself, so it is described separately below.

For image generation and text rewriting, AI receives only what you send it. When you use one of those two features, what we send to the AI Provider is:

• The text or instruction you have entered, exactly as you wrote it
• A standard system instruction that we set on every request. The system instruction tells the AI Provider what kind of task to perform (for example, rewriting text more concisely) and sets a professional tone appropriate to the gym and fitness industry. The system instruction is the same across all customers and does not contain any of your data.

For image generation and text rewriting we do not include member records, transaction data, your business configuration, or any other information from your GymOS account in AI requests. The AI Provider receives only what you typed and the standard system instruction described above. Ask Alphie, Konduo call transcription and Scribe work differently, and the next three sections set out exactly how.

Ask Alphie, and what it sends

Ask Alphie is an assistant built into the GymOS admin portal and the FitnessHub app. It answers questions from your team – about how GymOS works, about running a gym, and about your own gym’s data.

Because Alphie answers questions about your gym, it does look information up in your account. That is the difference between Alphie and the image and text features, and it is worth being precise about:

Only your team can use it. Ask Alphie is available to gym owners, managers and team members. It is not offered to your members, and a member cannot reach it.

It still only runs when asked. Alphie does nothing in the background. Every request is a question somebody on your team has typed or spoken.

What we send. When a member of your team asks Alphie a question, we send to our AI Provider:

• The question they typed or spoke, exactly as they entered it
• The earlier messages in that conversation, so that Alphie can follow it
• A standard system instruction, the same for every customer, which contains none of your data
• The information Alphie looks up in order to answer – which can include your business information and your members’ personal data, for example a member’s name, contact details, membership, bookings, attendance, or payment history

What is looked up depends entirely on what your team asks. A question about how a GymOS screen works retrieves nothing from your account at all; a question about why a particular member cannot book retrieves that member’s record. We send only what is needed to answer the question that was asked, and we do not send your data to an AI Provider for any other purpose.

Alphie shows its working. Where an answer comes from our documentation, Alphie cites the article it used so that you can check it. Where an answer comes from your own data, Alphie says what it looked at.

Alphie can draft content, and that may use the image provider too. Alphie can draft a blog article, a newsletter, or a landing page for you to review. Where a drafted article needs an accompanying picture, the picture is created by the image generation provider listed in the table below – the same provider used elsewhere in GymOS.

Alphie does not decide anything. It is not used to make automated decisions about members or staff, and it takes no action on your account without a member of your team confirming it first.

Your team is asked to agree before using it. The first time somebody on your team uses Alphie, we tell them what is sent and to whom, and ask them to agree. Alphie will not answer until they do, and they can withdraw that agreement at any time.

How long we keep Alphie conversations. We keep a record of each question and answer for 30 days so that we can support the feature, investigate problems, and monitor use and cost. After 30 days it is deleted automatically.

If somebody reports an answer. Anyone using Alphie can report an answer – because it was offensive or inappropriate, because it was wrong or misleading, or because it showed something it should not have. Reporting an answer raises a support ticket with our team and attaches the conversation, so that a person can look into it. We keep reports for longer than 30 days, because a report is a record of a complaint and of what we did about it.

Konduo call transcription, and what it sends

Konduo lets your team call members and leads from GymOS, in the admin portal and the FitnessHub app. You choose how your gym’s calls are handled: do not record, record, or record and transcribe. AI is involved only in the last of these.

It is off unless you switch it on. Konduo itself is off until you set it up, and transcription runs only if you choose “record and transcribe”. The member of your team placing a call can still switch recording off for that call before they dial, and a call that is not recorded is never transcribed. Calls shorter than 30 seconds are not transcribed either.

Only your team can place calls. Konduo is available to gym owners, managers and team members. It is not offered to your members.

The person being called is told. Every recorded call begins with a short announcement, played to the member or lead, saying that the call may be recorded. If the recording cannot be started, the announcement is not played and the call is not recorded. As the data controller for your members’ data, you remain responsible for telling your members, in your own privacy notice, that calls may be recorded and transcribed.

What we send. Once a recorded call has ended, and only if you have chosen “record and transcribe”:

• To Microsoft (Azure AI Speech) – the call recording, so that it can be written out as text. Both sides of the conversation are included. The audio is processed in the United Kingdom, or in the European Union (the Netherlands) on the occasions the UK service is unavailable.
• To Anthropic – the written transcript, together with the names of your team member and the person called, as they are held in GymOS, whether that person is a member or a lead, the pronouns to use for each where they are held on their record, your gym’s name, the call’s category where one was chosen, and how long the call lasted. This is so that Anthropic can write a short summary of the call and list any actions that were agreed.
• A standard system instruction, the same for every customer, which contains none of your data

We do not send phone numbers, member records, payment information, or anything else from your GymOS account for this feature. Unlike Ask Alphie, call transcription does not look anything up: it works only on the call itself and the few details listed above.

What comes back, and where it is kept. The transcript, the summary and the agreed actions are filed as a document on the member’s or lead’s record in GymOS, and the summary is written as the call’s outcome so that your team does not have to type one. The recording itself is kept in your GymOS document storage; the copy our telephony provider makes during the call is deleted once ours is safely stored. Recordings and transcripts are kept until your gym deletes them, like any other document in GymOS, and they are not visible to the member unless your team chooses to share them.

It does not decide anything. The summary is a note for your team. It is not sent to the member, it is not used to make automated decisions about members or staff, and it takes no action on your account.

Your team is asked to agree before their first recorded call. Before somebody on your team places their first recorded call, we tell them that the call will be recorded, and – where transcription is switched on – that the recording is sent to Microsoft and the transcript to Anthropic. They can agree, or place the call without recording instead.

Transcripts can be wrong. Automatic transcription can mishear names, numbers, and accents, and a summary can only be as good as the transcript it was written from. The recording remains the true record of what was said, and a transcript should be checked against it before anything important is acted on.

The announcement voice. The spoken announcement at the start of a recorded call is generated by ElevenLabs when you set Konduo up (and again if you change how your gym’s name is spoken), from your gym’s name and the standard announcement wording. Nothing about your members or your calls is sent to ElevenLabs.

Scribe, and what it sends

Scribe lets your team record an in-person discussion – a consultation, an induction or a review – on their phone in the FitnessHub app. The recording is transcribed, the speakers are named, and a short summary with any agreed actions is written and filed on the record of each member and lead who took part.

It is off unless you switch it on. Scribe is off until a manager switches it on in your GymOS settings, accepting its terms and its usage charges. Even then, nothing is recorded unless a member of your team starts a recording, and a manager can switch Scribe off at any time.

Only your team can record. Scribe is available to gym owners, managers and team members. It is not offered to your members.

Everyone in the room is told. Before every recording, the phone plays an announcement out loud, telling everyone present that the discussion is about to be recorded, transcribed and summarised by AI, and that they can say so if they would rather it wasn’t. If the announcement does not play to the end, the recording does not start. The member of your team then confirms that everyone present has agreed to be recorded. As the data controller for your members’ data, you remain responsible for telling your members, in your own privacy notice, that discussions may be recorded and transcribed, and for having a lawful reason to record them.

What we send. Once a recording has been stopped and has reached GymOS:

• To Microsoft (Azure AI Speech) – the recording, so that it can be written out as text, together with the number of people taking part, so that their voices can be told apart. Everyone who speaks is included. The audio is processed in the United Kingdom, or in the European Union (the Netherlands) on the occasions the UK service is unavailable.
• To Anthropic – the written transcript, together with the names of the people taking part as they are held in GymOS, whether each is a member of your team, a member, a lead or a guest, the pronouns to use for each where they are held on their record, your gym’s name, and when the discussion took place and how long it lasted. This is so that Anthropic can work out which voice belongs to which person, and write a short summary of the discussion with any actions that were agreed. If your team corrects the speaker names afterwards, the transcript is sent again so that the summary can be rewritten.
• A standard system instruction, the same for every customer, which contains none of your data

We do not send phone numbers, member records, payment information, or anything else from your GymOS account for this feature. Like call transcription, Scribe does not look anything up: it works only on the recording and the few details listed above.

Nobody is recognised by their voice. Scribe does not create voiceprints or keep any record of what a person’s voice sounds like. Voices are told apart within each recording only, and are matched to names from what is said and who was taking part.

What comes back, and where it is kept. The transcript, the summary and the agreed actions are filed as a document on the record of each member and lead who took part, and the summary becomes the notes of the appointment unless your team writes their own. The recording itself is kept in your GymOS document storage. While a discussion is being recorded, the audio is held on the phone until it has been uploaded, and is deleted from the phone once it has. Recordings and transcripts are kept until your gym deletes them – a manager can delete a discussion’s recording and transcript at any time – and they are not visible to the member unless your team chooses to share them.

It does not decide anything. The summary is a note for your team. It is not sent to the member, it is not used to make automated decisions about members or staff, and it takes no action on your account.

Transcripts can be wrong. Automatic transcription can mishear names, numbers and accents, speakers can be named wrongly, and a summary can only be as good as the transcript it was written from. Your team can correct the speaker names in GymOS, and the recording remains the true record of what was said.

The announcement voice. Scribe’s announcement is a standard recording, made once by us with ElevenLabs and the same for every gym. Nothing about your gym, your members or your discussions is sent to ElevenLabs.

The questions customers most often ask

Is my data used to train these AI providers’ models? No. We have terms in place with each AI Provider listed below confirming that data we send them on your behalf is not used to train their models. We review these terms when we add a new AI Provider, and at least annually thereafter.

What happens if a provider changes its position on training data? If an AI Provider changes its position in a way that conflicts with the above, we will either remove that provider from our supply chain or seek terms that restore the original position. Until we do so, we will not send your data to that provider for training-eligible processing.

Does Ask Alphie send my members’ personal data to an AI Provider? It can, where that is what is needed to answer the question your team asked. If somebody on your team asks why a particular member’s payment failed, that member’s payment record is part of what we send. If they ask how to set up a membership plan, nothing from your account is sent at all. The section above sets out exactly what is included, and the training position in the answer above applies to it in full.

Does Konduo send my members’ personal data to an AI Provider? Only if you have chosen “record and transcribe”. In that case the recording of the call – which includes the member’s or lead’s voice and whatever was said – is sent to Microsoft to be transcribed, and the transcript, with the names and details listed above, is sent to Anthropic to be summarised. If you choose “record” or “do not record”, nothing from your calls is sent to an AI Provider. The training position in the answer above applies in full.

Does Scribe send my members’ personal data to an AI Provider? Only if you have switched Scribe on and your team records a discussion. In that case the recording – which includes the voices of everyone present and whatever was said – is sent to Microsoft to be transcribed, and the transcript, with the names and details listed above, is sent to Anthropic to name the speakers and write the summary. The training position in the answer above applies in full.

Can I turn Ask Alphie off? Yes. Ask Alphie is licensed separately and can be switched off for your account entirely, in which case nobody on your team can reach it and no question of yours is ever sent. Email [email protected] or speak to your account contact.

Can I turn Konduo call transcription off? Yes, at any time. Change your gym’s Konduo recording setting to “record” or “do not record”, and no further calls will be transcribed. Your team can also switch recording off for any individual call before placing it.

Can I turn Scribe off? Yes, at any time. A manager can switch Scribe off in your GymOS settings, and no further discussions can be recorded. Discussions already recorded stay on your members’ and leads’ records until you delete them.

Is AI used as a substitute for professional judgement? No. AI features are productivity tools – they help you draft and generate content faster, Ask Alphie helps your team find answers faster, and call transcription and Scribe save your team writing up their calls and discussions. They do not replace your professional judgement, your coaching expertise, or any regulatory compliance you are responsible for. The Terms and Conditions (clause 11) cover this in more detail.

Is AI output guaranteed to be accurate? No. AI output is generated by probabilistic models and may contain inaccuracies, omissions, or out-of-date information. That applies to Ask Alphie and to call and discussion transcripts and summaries as much as to the other features, which is why Alphie cites its sources, why anything it drafts is saved for you to review rather than published or sent, and why the recording is kept alongside its transcript. You are responsible for reviewing and verifying any AI output before acting on it or sharing it with members.

AI Providers

International transfers

The AI Providers above are predominantly based in the United States. Where personal data is transferred to the United States or other locations outside the United Kingdom, the transfer is made under the safeguards permitted by the UK GDPR – typically the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or transfer to a country with a UK adequacy decision.

Ask Alphie can involve transferring your members’ personal data, and not only text your team has typed. The same safeguards apply, and the volume and nature of what is transferred is determined by the questions your team asks.

Konduo call recordings and Scribe recordings are transcribed in the United Kingdom, or in the European Union (the Netherlands) on the occasions the UK service is unavailable – the European Union has a UK adequacy decision. The written transcript is then sent to Anthropic in the United States to be summarised, under the same safeguards.

If you do not wish to use AI

You don’t have to. AI features in GymOS are optional, and choosing not to use them does not affect any other part of the service. If you simply don’t use the AI features, no AI processing of any kind happens for your account.

Ask Alphie can additionally be switched off for your account entirely, so that it cannot be reached by anyone on your team. Email [email protected] if you would like that.

Konduo can be used without any AI at all: choose “record” or “do not record” as your gym’s recording setting, and no call is ever transcribed or summarised.

Scribe stays off unless a manager switches it on, and can be switched off again at any time in your GymOS settings.

Changes to this page

We update this page when we add, replace, or remove an AI Provider. The page itself is the notification – we do not send individual change notices to each customer, in line with our Terms and Conditions.

If you wish to be notified by email when this page changes, write to [email protected] and we will add you to the change-notification list.

Questions

For any question about this page or our use of AI Providers, please email [email protected].