Privacy Policy

1. Scope and roles

CoachMeFit provides private coaching workspaces connecting approved coaches with the clients they invite. It is operated by CoachMeFit, the controller responsible for the CoachMeFit pilot (referred to as “CoachMeFit,” “we,” and “us”). This policy covers the CoachMeFit web and mobile applications and their supporting services.

A client's coach can view the client information needed to provide coaching, including profile, goals, assigned plans, activity, nutrition, check-ins, photos, progress, and messages. Coaches should only invite and manage clients they are authorised to coach. Each coach's workspace is separate; other coaches cannot access its client records through the normal product experience.

2. Information we handle

• Account and workspace information: name, email, securely transformed password data, role, coach business name, timezone, verification status, sessions, and security events.
• Profile and coaching information: date of birth, sex at birth, height, current and target weight, goals, activity and experience levels, preferred units, dietary preferences, limitations, assigned programmes, tasks, workouts, exercise logs, and adherence.
• Health and wellness information: weight, body-fat percentage, measurements, mood, energy, steps, sleep and water goals, meal and nutrition entries, check-in notes, and coach reviews. If a client chooses a supported device integration, we also handle consent, connection, source, device, and sync records.
• Photos and communications: meal or progress photos, direct messages between coach and client, notifications, and reminder preferences.
• Operational information: record timestamps, technical request and audit information, and limited diagnostics needed to secure, operate, and troubleshoot the service.
• Fee records: descriptions, amounts, due dates, and paid status entered by the coach. The pilot does not process Razorpay payments or collect card, bank, or UPI credentials.

3. Where information comes from

We receive information from coaches and clients when they create or update records, upload photos, communicate, or use the service. With a client's permission, supported health services on their device may provide selected step or nutrition data. The client can disconnect those integrations through the relevant app controls when available or by contacting support.

4. How we use information

• Provide accounts, invitations, coaching plans, progress tracking, messaging, and reminders.
• Make client information available to that client's coach and return coach feedback to the client.
• Protect accounts, prevent misuse, investigate faults, and maintain an audit trail.
• Deliver account verification, password-reset, invitation, and service messages.
• Respond to support, export, correction, and deletion requests.
• Meet legal obligations and establish, exercise, or defend legal claims where necessary.

We do not use client health data or photos for advertising, and we do not sell personal information.

5. When information is shared

Information is shared only as needed in these circumstances:

• Within the coaching workspace: between the coach and the relevant client as described above. Clients in the same workspace do not receive one another's records through the normal product experience.
• Service providers: infrastructure, database, private object-storage, email-delivery, monitoring, and other vendors that help operate the service under appropriate access restrictions.
• Safety and law: where reasonably necessary to comply with law, protect people or the service, investigate fraud or abuse, or respond to valid legal process.
• Business changes: as part of a reorganisation, financing, sale, or transfer, subject to applicable safeguards and notice requirements.

6. Device permissions

Camera, photo-library, and health permissions are optional and are requested only when a related feature is used. Refusing a permission prevents that feature from receiving the data but does not prevent use of unrelated coaching features. Device settings can be used to withdraw a permission. Withdrawing access stops new collection; it does not automatically erase information already synced to CoachMeFit.

7. Retention and deletion

We generally keep information while an account and coaching relationship are active and as reasonably needed to operate the pilot, resolve disputes, maintain security, and meet legal or accounting obligations. A single fixed retention period does not apply to every record type.

Clients can start deletion from Your account → Privacy and data. The request requires the current password and creates a 24-hour confirmation window. A confirmed request can be cancelled while it remains open. If automatic processing is unavailable, the request is queued for support-assisted completion. Coach workspace deletion always requires operator review because it can affect client records.

When a verified client deletion is completed, the account and scoped coaching records—including workouts, meals, check-ins, messages, health-sync records, and stored media—are deleted or de-identified. Limited financial facts may be retained with identifying text removed, and minimal audit or request records may remain where needed for security, legal, or accounting purposes. Where backups exist, residual copies may remain until they are overwritten or expire and are not restored for ordinary product use.

See account-deletion instructions or contact support if you cannot sign in.

8. Access, correction, export, and choices

Signed-in users can update available profile settings, manage in-app notification choices, download a JSON export from the Privacy and data panel, or request deletion. Depending on where you live, you may have additional rights to access, correct, restrict, object to, or complain about the handling of personal information. We may need to verify identity before acting on a request.

9. Security

We use technical and organisational measures designed to protect personal information, including authenticated access, workspace separation, restricted private-media access, and security logging. No internet service is completely secure. Use a unique password, protect devices, and report suspected unauthorised access promptly.

10. Children and sensitive information

The service is not designed for children to use independently. A coach who invites a minor must have an appropriate legal basis and any required parent or guardian authorisation. Do not enter emergency medical information or information that is not needed for coaching.

11. Changes and contact

We may update this policy as the pilot or legal requirements change. The effective date and version above identify the current published policy. Material changes will be communicated through an appropriate product or account channel.

Questions or privacy requests for CoachMeFit can be sent to support@getcoachmefit.com. Include the account email and whether you are a coach or client, but never send a password, health export, or identity document unless support provides a secure method.