Privacy Policy

1. The two roles: controller and processor

CoachCard is used by fitness coaches to build reports about their clients. This creates two distinct relationships:

• For coach account data (your name, email, login, subscription) — we are the data controller.
• For client data a coach enters(a client’s measurements, adherence, notes) — the coach is the controller and CoachCard is the processor, handling that data only to provide the service. Coaches are responsible for having a lawful basis and any necessary consent from their clients.

2. What we collect

Coach account data

• Account details: email address and password (stored hashed by our auth provider).
• Profile and branding: coach name, accent color, and similar settings.
• Billing data: subscription tier and payment status. Card details are handled directly by Stripe — we never see or store your full card number.
• Basic technical/usage data needed to run and secure the service (e.g. log data, generation counts for the fair-use limits).

Client data (entered by the coach)

• Client first name (used to personalize the report) and the period label.
• Health-related metrics: body weight, measurements, body-fat figures, adherence percentages, and personal records — plus any free-text note the coach writes or edits.
• Content you upload for a report: spreadsheets (CSV/Excel), or, on the AI-import path, pasted text or files such as PDF/Word documents.

We ask coaches not to enter data they don’t need, and to avoid putting clients’ full names, contact details, or unrelated sensitive information into free-text fields.

3. How we use data

• To create your account, authenticate you, and operate the service.
• To parse the numbers you provide, draft the report narrative, render your reports and invoices, and host any shareable links you create.
• To process subscriptions and enforce fair-use limits.
• To provide support, fix bugs, and secure the service against abuse.
• To send you essential service and account emails.

We do notsell your data or your clients’ data, and we do not use client health data for advertising.

4. AI processing — read this part

CoachCard uses a third-party AI model (currently DeepSeek, behind a swappable provider setting) to draft the words around your numbers. There are two different paths, and they treat data differently:

• The default note-writing path is PII-stripped. When the AI drafts the coach note, it only ever receives anonymized numbers and categories— for example “the client is down 3.2% body fat,” never a client’s name. Names and identifying details are not sent.
• The AI-import path is not stripped.If you choose the “Paste / AI import” option to have the AI structure your own messy text, spreadsheet, or document, the raw content you provide is sent to the AI provider as-is — including any client name that happens to be in it — so the AI can read it. This is the one place unredacted content leaves for the AI provider. If that matters to you, use the spreadsheet template or the quick form instead, or remove names before importing. We flag this in the interface at the point you use it.

We use paid API tiers where the provider’s terms state that inputs are not used to train their models. The numbers in your reports are always handled by deterministic code, never “read” or generated by the AI.

5. Sub-processors and third parties

We rely on a small number of vendors to run CoachCard. Each processes data only as needed to provide their piece of the service:

• Supabase — authentication and database (coach accounts, and the report/invoice history you save).
• DeepSeek (or the configured AI provider) — drafting report narratives and, on the import path, structuring uploaded content (see §4).
• Stripe — subscription billing and payment processing.
• [HOSTING PROVIDER] — application hosting and file rendering.
• Google (Gmail OAuth) — planned, for coach-authorized one-click report email. Not active until you connect your Gmail, and used only to send reports you choose to send.

We’ll keep this list current as the product evolves. Rendering itself (turning a report into a PDF/PNG/GIF/MP4) happens on our own infrastructure and does not send your data to an outside rendering service.

6. Shareable links

When you create a shareable web link for a report, the report’s contents are encoded directly into the link’s URL. That means the data is not stored on a server— but anyone who has the link can view the report. Treat these links like the report itself: share them only with people who should see the client’s data.

7. Data retention and deletion

• We keep coach account data for as long as your account is active.
• Reports and invoices you save to history are stored as structured data snapshots so you can re-download them. You can delete them, and you own and can export or delete your clients’ data.
• When you delete your account, we delete or anonymize your data within a reasonable period, except where we must retain limited records for legal, tax, or security reasons.
• Request an export or deletion anytime at hello@coachcard.app.

8. Security

Data is encrypted in transit, and stored data is protected with access controls including row-level security so each coach can reach only their own records. No system is perfectly secure, but we take reasonable technical and organizational measures appropriate to the sensitivity of the data — and we minimize what we send to the AI in the first place (see §4).

9. International data transfers

Our vendors may process data in countries other than yours. Where required, we rely on appropriate safeguards (such as standard contractual clauses) for those transfers. If you or your clients are in the EU/UK, GDPR protections apply; if in Malaysia, the [Malaysia PDPA — confirm] applies.

10. Your rights

Depending on where you (or your clients) are located, you may have the right to access, correct, delete, export, or restrict the processing of personal data, and to withdraw consent. For coach account data, contact us directly. For a client’s data, the request generally goes through the coach who controls it, and we’ll assist that coach as their processor. Email hello@coachcard.app to exercise any right.

11. Children

CoachCard is a business tool for coaches and is not intended for anyone under 18 to use as an account holder. If a coach’s client is a minor, the coach is responsible for obtaining any consent required by law before entering that client’s data.

12. Changes to this policy

We may update this policy as the product and our vendors change. Material changes will be reflected in the “Last updated” date and, where appropriate, communicated to you.

13. Contact

[LEGAL ENTITY NAME]
[BUSINESS ADDRESS]
Email: hello@coachcard.app
Data protection contact: [DPO / PRIVACY CONTACT, if applicable]