CoachLoop Privacy Policy

Last updated: 2026-07-20

1. Scope

This Privacy Policy explains how CoachLoop collects, uses, and shares data when trainees and trainers use the mobile app, trainer web dashboard, and related services.

2. Data We Collect

• Account identifiers: Clerk subject ID, profile name, role metadata.
• Optional health/fitness data: Apple HealthKit or Android Health Connect workouts, body weight, steps, and active energy (only when the user enables sync and grants the corresponding categories).
• Health-adjacent logs: meal text/image analysis outputs and manually entered workout or weight logs.
• Coaching data: chat messages, context snapshots, summaries, and trainer notes.
• Trainer linkage data: invite codes, active link state, consent scope settings, and consent audit history.
• Billing data: entitlement state, wallet/ledger entries, provider event references.
• Device/app data: push token, platform, basic telemetry for reliability.

2A. Camera, Voice, and Model Provider Data

• Camera/photo permission is used so trainees can capture meal and menu images for logging and companion guidance.
• Voice capture uses on-device speech recognition in the mobile app; raw microphone audio is not uploaded to CoachLoop servers.
• For companion requests, CoachLoop may send request context to its configured LLM provider, including typed text, meal/menu images, derived meal analysis, and relevant profile/context fields needed to generate a response.

3. How We Use Data

• Provide core coaching and trainer digest features.
• Synchronize profile and consent settings.
• Deliver notifications (for example trainer notes and recaps).
• Operate billing and entitlement checks.
• Improve reliability, security, and abuse prevention.
• Health-platform data is used to provide the user-visible coaching, workout-goal, weight-trend, and authorized trainer-sharing features. It is not sold or used for advertising.

4. Legal Bases (Where Applicable)

• Contract performance for core app functionality.
• Legitimate interests for service reliability and fraud prevention.
• Consent for optional integrations such as location labels and health platform sync.

5. Trainer-Trainee Data Sharing

• Trainee-to-trainer sharing is controlled by explicit share-scope settings.
• Scope can be updated at any time in trainee settings.
• Scope changes are recorded in an audit log.

6. Data Retention

• Data is retained while an account is active unless a shorter retention period is required by law or operational policy.
• Imported HealthKit and Health Connect sample rows are retained in the live application database for up to 365 days.
• Account deletion requests trigger deletion of user-owned records from application storage.

7. Data Export and Deletion Rights

• Users can request a full JSON export of account data via GET /v1/trainee/me/export.
• Export requests are rate-limited to one request per day.
• Users can request account deletion from the app settings flow.

8. Security

• Authentication is enforced with Clerk JWT verification.
• Protected routes require bearer tokens and ownership/role checks.
• Billing webhooks require HMAC signature verification.
• Security headers and route-level throttling are enabled.

9. International Transfers

Where infrastructure providers process data across regions, CoachLoop uses contractual and technical safeguards appropriate to applicable laws.

10. Contact

For privacy requests and questions, contact: privacy@coachloop.app