Assistant Coach is software that helps fitness coaches run their coaching business. You and your clients trust us with sensitive information — measurements, health notes, progress photos, and honest feedback. We treat that data as yours, use it only to run the product, and never sell it or use it for advertising.
Assistant Coach ("we", "us") is a UK-based fitness coaching platform. How UK data protection law treats us depends on whose data it is:
If you're just visiting or trying our free tools
If you use an Assistant Coach tool inside ChatGPT, ChatGPT sends us the details needed to answer your request. For the coaching price tool, that can include your market, coaching hours, goal, current clients, price and costs, plus an approximate location (we use only the country, to pick your market). We use these details to work out the answer and don't keep them or add them to our product analytics. We record which tool was used, whether it worked, the broad type of answer and a reference for fixing problems. ChatGPT may also send anonymous user and conversation identifiers. We turn those into separate coded identifiers so we can count how many people and conversations use the tool. These usage records are kept in PostHog, our analytics provider, for up to 7 years. They are not linked to an Assistant Coach account, and the tool doesn't give us your name, email address or your ChatGPT conversation. You can ask us about or object to this analytics using the contact details below.
If you're a coach using the product
Client information you and your clients add
This is the data coaches manage about their clients. Some of it is sensitive health information, which the law protects more strictly:
Food names, brands, serving sizes, barcodes and nutrition values added through the food form join the shared food library. Other members can find them, and corrections to a shared barcoded food update that food for everyone. Meals already logged keep their original values. Do not put personal details in a shared food name.
If you choose to photograph a nutrition label, we store the photo privately and send it to our provider to read the printed numbers. The result returns to your food form for you to check. Coaches and other members cannot view these label photos. Photos not linked to a saved food are removed after 24 hours. Photos linked to a saved food are kept for up to 12 months, or until contributed to Open Food Facts. Account deletion includes these photos.
We may contribute package details and a photo cropped to the nutrition label to Open Food Facts, a public food database. We do not include your name, email, coach details or meal history. Contributing these package details is separate from sharing your personal coaching records.
We use a small number of trusted service providers to run the product. We share only what each one needs to do its job, and each is contractually required to protect your data and use it only for us:
We never sell or rent your data, and we never use it for advertising.
You can see the providers we currently use, what they do, and where they process data on our Subprocessors page.
Some features can generate AI drafts — a suggested check-in response, a nutrition review of a meal photo, or a form review of a workout video. When you use these:
Your core account and coaching data is stored in the United Kingdom. Some of our service providers (for example, AI processing, analytics, and payments) may process data outside the UK. When that happens, we rely on the safeguards UK law requires — the UK International Data Transfer Agreement (IDTA) or Standard Contractual Clauses with the UK Addendum.
We keep your data for as long as your account is active so the product works as expected. You can ask us to delete your data or close your account at any time. When you do, we remove it from our live systems, and copies in our encrypted backups age out automatically on our normal backup rotation. We keep some records longer where the law requires it — for example, billing records.
We use industry-standard measures to protect your information, including encryption in transit and at rest, access controls, and time-limited links for photos and files so a shared link stops working quickly. No system is perfectly secure, but we work hard to keep your data safe and to limit who can access it to what is needed to run the service and support you.
Under UK GDPR you can ask us to:
To exercise any of these, email yash@assistantcoach.fit. If your request is about a client's data, that client's coach is usually the right first point of contact, since the coach decides how that data is used — but we'll always help.
Our public marketing site and blog use cookies and similar technologies for analytics, so we can understand what's useful and improve it. You can control these through your browser settings. The signed-in product keeps analytics minimal and does not record your screen.
Assistant Coach is for professional coaches and their adult clients. It is not intended for children under 16, and we do not knowingly collect their data. Coaches are responsible for having appropriate consent for every client and should not add anyone under 16 without a parent or guardian's involvement.
We'll update this page when our practices change and revise the date below. If you have a question or a complaint about how we handle data, email yash@assistantcoach.fit and we'll respond within a few business days.
If you're in the UK and unhappy with our response, you can also complain to the Information Commissioner's Office (ICO) at ico.org.uk.
Last updated: October 28, 2026