The short version
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.
- We collect what we need to run the product, and nothing we don't.
- For your clients' information, you (the coach) are in charge — we hold and process it on your behalf.
- You can access, correct, or delete your data, or close your account, by emailing us.
- We never sell or rent your data, show ads, or use your data to train anyone's public AI models.
Who we are and our role
Assistant Coach ("we", "us") is a UK-based fitness coaching platform. How UK data protection law treats us depends on whose data it is:
- For a coach's own account (your email, profile, billing, and how you use the product), we are the data controller — we decide how that data is handled.
- For a coach's client data (the information a coach and their clients add about those clients), the coach is the data controller and we are the data processor — we hold and process it on the coach's instructions.
What we collect
If you're just visiting or trying our free tools
- Your email address, if you give it to us (for example, to receive a tool result or join an early-access list)
- Anything optional you choose to share, such as your coaching specialism or how a tool could help
- Basic usage and source information (such as which page or link brought you here, your browser type, and general location), so we can understand what's useful
If you're a coach using the product
- Your account and profile — name, email, brand name, and settings
- Billing details for paid plans (handled by our payment processor)
- Content you create — coaching notes, to-dos, plan templates, forms, and your responses
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:
- Client profiles — name, email, age, physical stats, goals, and health details such as medical conditions, injuries, medications, and dietary needs
- Check-ins — measurements, training data, subjective feedback, and progress photos
- Meal photos and the optional AI nutrition review a coach can generate from them
- Workout videos and the optional AI form review a coach can generate from them
- Meal plans, workout plans, goals, and form responses
How we use your information
- To provide and run the product for coaches and their clients
- To send transactional messages such as check-in reminders and notifications
- To provide customer support when you reach out
- To keep the product secure, prevent abuse, and fix problems
- To understand how the product and our website are used, so we can improve them
- With your consent, to send product updates and occasional marketing
Our legal bases (UK GDPR)
- Running the product for coaches: performance of our contract with you.
- Marketing emails and early-access lists: your consent, which you can withdraw at any time.
- Security, fraud prevention, and product improvement: our legitimate interests, balanced against your privacy.
- Sensitive client health information: coaches decide what to collect from their clients and are responsible for obtaining their clients' explicit consent. We process this data only to provide the product to the coach.
Who we share data with
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:
- Cloud hosting and database
- Secure file storage (for progress photos, meal photos, and workout videos)
- AI processing (to generate the optional AI drafts and reviews)
- Email delivery (for reminders, notifications, and updates)
- Product and website analytics
- Payment processing (for paid plans)
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.
AI and your data
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:
- The relevant content is sent to our AI provider to generate the result, and is not used to train its public models.
- AI drafts and reviews are visible only to the coach, never automatically shown to clients.
- Some AI reviews are saved with the related record so you can refer back to them; these are deleted along with the client's data.
- AI features are optional — you never have to use them.
Where your data is stored
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.
How long we keep it
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.
Security
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.
Your rights
Under UK GDPR you can ask us to:
- Access — get a copy of your data
- Delete — remove your data or close your account (we action deletion requests for you)
- Correct — fix or update your information
- Object or withdraw consent — stop certain uses, such as marketing, at any time
- Portability — receive a copy of the data you've provided
To exercise any of these, email yashasvi@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.
Cookies and analytics
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.
Children
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.
What we don't do
- No ads: we never show ads or use your data for advertising
- No data selling: we never sell or rent your information to third parties
- No spam: we only send relevant product updates, and you can unsubscribe with one click
Changes, questions, and complaints
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 yashasvi@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.