Privacy notice

• Account details: your name, email, phone number and preferred language.
• Coaching details that you or your coach add: goals, injuries and health notes, workouts, results, check-ins, measurements and progress photos.
• Messages and files you share in the app.
• Invoices, payments and receipts. We never see or store your full card details; the payment provider handles them.
• Basic security records, such as when you signed in.

To run your coaching: show your programme, let your coach review your progress, send reminders and handle payments. We don’t sell your information and we don’t use it for advertising.

• Your coach, and any assistant coaches they add to your account.
• Studio owners, for clients of their studio.
• A small number of CoachKW staff, only when needed to give support or keep the service safe.
• Companies that host the app, send emails and process payments for us, under contract.

Coaches and nutritionists can add YouTube videos, such as an exercise demonstration or a recipe, to your workouts and calendar. CoachKW keeps only which video it is and where it starts. The video plays from YouTube’s servers, not ours.

When you open one, your device connects to YouTube, so YouTube receives information such as your IP address, your device and browser details, and the page the video is shown on. We use YouTube’s privacy-enhanced player, which YouTube says does not store information about visitors unless they play the video. Once you play it, YouTube may use its own cookies or similar tools. We don’t control that, and you can see how Google handles it in its Privacy Policy.

When a coach or nutritionist searches for a video inside CoachKW, our server sends the words they typed, and the language, to YouTube using YouTube API Services. We add nothing about you or your clients to it.

• Google Privacy Policy
• YouTube Terms of Service

Injuries, pain scores, measurements and progress photos are sensitive. We ask for your consent before you share them, keep photos and files private, and only your coaching team can open them.

If you use the CoachKW phone app and turn on watch sharing, the app reads the workouts your watch saves to Apple Health or Health Connect (such as when you trained, for how long, distance, calories and heart rate) and sends them to CoachKW. Your coach and their care team can see them. You can turn sharing off at any time in the app or in Privacy and consents, and your coach then no longer sees them.

CoachKW can help your coach with AI: drafting programmes and meal plans, and writing short summaries of your training and weekly reports. It uses Workers AI from Cloudflare, which already hosts CoachKW. CoachKW works out every number itself; the AI only writes words around them, and your coach reviews and can edit everything before you see it.

We send only numbers and codes, such as how many workouts you finished, training volume or an allergy code. We never send your name, email, phone number, date of birth, notes or messages. CoachKW turns off Cloudflare’s logging of the text sent and the reply, and the AI never changes your plan on its own.

Your check-ins, effort ratings, body measurements and nutrition logs are used for AI summaries only if you turn on “AI-assisted coaching” in Privacy and consents. You can turn it off at any time; your coaching works the same without it.

• See and download a copy of your information.
• Ask us to correct something that is wrong.
• Ask us to delete your information. Some payment records may need to be kept for accounting.
• Withdraw a consent you gave earlier.

We use a small number of cookies to keep you signed in and secure. We don’t use advertising cookies. Videos from YouTube are separate: see “YouTube videos” above.

We’ll update this notice when the way we handle information changes, and tell you about important changes before they apply.