Privacy Policy

Last updated: 18 June 2026 · Effective: 18 June 2026

This Privacy Policy explains how CoachWell (the “App”, “we”, “us”) collects, uses, shares, and protects your information. CoachWell is operated by [LEGAL ENTITY / OWNER NAME], located in [CITY, COUNTRY], who is the data controller. Contact us anytime at wmclubllc@gmail.com.

1. Information we collect

Account & identity

• Authentication — when you create an account we store the email address and authentication identifier provided through email sign-up or Sign in with Apple. If you use Sign in with Apple's “Hide My Email”, we receive only Apple's private relay address.
• You can also use the app as a guest, in which case an anonymous device-based identifier is used until you choose to create an account.

Profile & fitness data you provide

• Name (optional), language, goals, training constraints and injuries, biological sex, year of birth, height, weight and goal weight.
• Optional cycle-tracking data (last period date, average cycle length) — only if you turn this feature on. You can disable and clear it at any time.
• Preferences such as coach voice, check-in time, and workout location.

Voice

• Audio you record during a check-in is sent to our speech-to-text provider for transcription and then deleted; we retain the resulting text transcript (see “Conversation history”).

Photos

• Food photos are sent to our vision provider to estimate calories and macros. We do not retain the original food images after analysis.
• Progress photos are optional. If you take them, the images are stored in our secure cloud storage so you can compare them over time, and are deleted when you delete them or your account.

Conversation & activity history

• Text transcripts of your check-ins and coaching chats, generated workout and meal plans, food logs, weigh-ins, mood and soreness notes, completed-workout records, and streaks — stored so Coach can remember context and show your history.

Health & fitness data

• With your permission, CoachWell reads metrics from Apple Health (HealthKit) or Android Health Connect — including sleep, heart-rate variability (HRV), heart rate, and recent workouts — to personalize your plan. You can also enter these manually.
• With your permission, CoachWell may write completed workouts back to Apple Health so they appear alongside your other activity.
• See the dedicated Health & HealthKit section below for the specific commitments Apple requires us to make.

Calendar

• If you grant calendar access, CoachWell reads your upcoming events on your device to size today's session around your schedule. Calendar access is read-only and your calendar contents are not uploaded to our servers.

Subscription & purchases

• Subscriptions are processed by Apple (and, on Android, Google). We receive your subscription status and transaction identifiers from the app store; we never see or store your full payment-card details.

Diagnostics & technical data

• We use Sentry to capture crash reports and error diagnostics (e.g. device model, OS version, and the technical context of a crash) so we can fix problems. We do not use this for advertising.
• Basic technical metadata such as app version and a coarse usage timestamp may be processed to operate the service.

2. How we use your information

• To provide the core service: generate personalized workouts, coaching replies, food/calorie estimates, and to remember your context across days.
• To schedule the local reminders you opt into.
• To operate, secure, debug, and improve the app (including crash diagnostics).
• To process your subscription and provide customer support.
• To comply with legal obligations.

We do not sell your data, and we never use your coaching content, voice, photos, or health data for advertising. To measure whether our own ads work, we share a limited set of app-activity events (such as install and sign-up) with Meta — see §4. We do not use your content to train AI models.

3. Legal bases (EEA / UK users)

Where the GDPR or UK GDPR applies, we rely on:

• Performance of a contract — to deliver the coaching features you request.
• Consent — for optional features such as health-data access, calendar access, cycle tracking, progress photos, and notifications. You may withdraw consent at any time in your device settings or in the app.
• Legitimate interests — to keep the app secure, prevent abuse, and fix crashes, balanced against your rights.
• Legal obligation — where we must retain or disclose data by law.

4. Who we share data with (sub-processors)

We share the minimum data necessary with vetted service providers who process it on our behalf and under contract. We do not sell your data, and we never share your coaching content, voice, photos, or health data with advertisers.

• Anthropic — generates the coach's responses and plans from your text context.
• OpenAI — speech-to-text transcription and text-to-speech (the coach's voice).
• Google (Gemini) — analyzes food photos to estimate calories and macros.
• Supabase — hosts authentication, our database, and secure file storage (e.g. progress photos).
• Sentry — crash and error diagnostics.
• Apple / Google — sign-in and subscription billing.
• Meta Platforms — to measure and optimize our own advertising. We share app-activity events (such as install and sign-up) and, on iOS only with your App Tracking Transparency permission, an advertising identifier. We never share your coaching content, voice, photos, or health data with Meta.

These providers process your content to perform their service for us and, per their terms, do not use it to train their models. Each provider maintains its own privacy and security practices.

Advertising & App Tracking Transparency

We advertise CoachWell on platforms like Meta. To understand whether those ads work, we use Meta's analytics SDK, which records app-activity events (such as install and sign-up). On iOS we ask for App Tracking Transparency; if you decline, we rely on Apple's privacy-preserving SKAdNetwork and do not access your advertising identifier. You can change this at any time in Settings → Privacy & Security → Tracking. We never use your coaching content, voice, photos, or health data for advertising.

5. Health & HealthKit data

You control health access entirely through your device's Health/Health Connect settings and can revoke it at any time. Revoking access does not delete data you previously chose to import; you can remove that in the app or by deleting your account.

6. International data transfers

We and our sub-processors may process your data in countries other than where you live, including the United States. Where required, we use appropriate safeguards (such as the European Commission's Standard Contractual Clauses) for international transfers.

7. Retention & deletion

• We retain your account data for as long as your account exists.
• Voice recordings are deleted after transcription; original food photos are not retained after analysis.
• You can delete your account at any time in Profile → Danger zone → Delete account. This removes your local profile and instructs our systems to delete your server-side data. Residual copies in encrypted backups are purged within 30 days.
• We may retain limited records where required for legal, tax, or fraud-prevention purposes.

8. Security

Data is encrypted in transit (TLS) and at rest. Access to production systems is restricted. No method of transmission or storage is 100% secure, but we work to protect your information using industry-standard measures and will notify you and the relevant authorities of a breach as required by law.

9. Your rights & choices

Depending on where you live, you may have the right to access, correct, export, restrict, or delete your personal data, and to object to certain processing. You can:

• Edit most of your data directly in the app.
• Delete your account and data in Profile → Danger zone → Delete account.
• Turn optional permissions (health, calendar, notifications, camera, microphone) on or off in your device settings.
• Request access or export by emailing wmclubllc@gmail.com.

California residents (CCPA/CPRA): we do not sell or “share” personal information as those terms are defined, and we will not discriminate against you for exercising your rights. You may have the right to know, delete, and correct your information; contact us to exercise these rights.

10. Children

CoachWell is not directed to children. You must be at least 16 years old to use the app. We do not knowingly collect personal data from children under 16. If you believe a child has provided us data, contact us and we will delete it.

11. Changes to this policy

We may update this policy from time to time. For material changes we will notify you in the app at least 30 days in advance where feasible and update the “Last updated” date above. Continued use after changes take effect means you accept the revised policy.

12. Contact

Questions or requests: wmclubllc@gmail.com
[LEGAL ENTITY / OWNER NAME], [POSTAL ADDRESS], [CITY, COUNTRY]