Privacy Policy

This policy covers CoachLife ("we", "us", "the platform"), used by coaches and personal trainers ("coaches") to manage their clients, and by the clients those coaches invite ("clients") to submit check-ins, book sessions, or respond to forms.

Coaches are the account holders and control what data they collect from their clients. CoachLife acts as the platform that stores and processes that data on the coach's behalf.

Account data: name, email, password (hashed), and billing details when a coach signs up.

Client data entered by a coach: client names, contact details, goals, tags, session notes, and status.

Check-in and health-adjacent data: responses clients submit through check-in links, including habits, body scan measurements (weight, body fat, muscle mass), and free-text answers a coach's template asks for.

Booking and scheduling data: session types, availability, bookings, attendance status, and session credit balances.

Leads data: name, contact details, source, and pipeline status for prospects a coach is tracking.

Payment data: handled entirely by Stripe. We never see or store full card numbers — only a reference to the subscription and its status.

Usage data: basic technical information (browser type, device, pages visited) used to keep the platform reliable and secure.

CoachLife uses AI to read across a client's check-in history and surface patterns (for example, recurring habits or training blockers) for the coach, and to generate a monthly business report from a coach's own bookings, attendance, and leads data.

Only the data a coach has already collected inside their own account is used to generate these summaries. Data from one coach's account is never used to inform insights shown to another coach.

AI-generated summaries are suggestions for the coach's own judgment — they don't make decisions about a client's health or the coach's business on their own.

To provide the core functionality of the platform: client profiles, check-ins, bookings, leads tracking, and reporting.

To generate AI-assisted insights and monthly business reports as described above.

To process payments and manage subscriptions via Stripe.

To communicate service updates, respond to support requests, and — only if a coach opts in — send product updates.

To maintain the security, integrity, and reliability of the platform.

A client's data is visible to the coach who collected it, and to CoachLife staff only when necessary to provide support or maintain the platform.

We do not sell client or coach data to third parties, and we do not use client health data for advertising.

Clients interact with CoachLife through links their coach sends them — they don't create their own CoachLife account or log in, so their data is only ever visible within their coach's dashboard.

Data is encrypted in transit (HTTPS) and stored on secured infrastructure with access controls limiting who can reach production data.

Passwords are hashed and never stored in plain text.

We retain data for as long as a coach's account is active. If a coach closes their account, their data is deleted from active systems within a reasonable period, other than what we're legally required to retain (e.g. billing records).

Stripe — payment processing and subscription billing.

Google Calendar (optional) — if a coach connects it, booking events sync to their calendar. This is opt-in and can be disconnected at any time from Settings.

AI providers — used to generate check-in summaries and monthly business reports from a coach's own account data, under contractual terms that prohibit using that data to train their models.

Coaches can export or delete their client data at any time from within the platform, and can close their account and request full deletion by contacting us.

Clients who want their data corrected or removed should contact their coach directly, since the coach controls the data collected about them. If that isn't possible, contact us and we'll help facilitate it.

Depending on where you're located, you may have additional rights under laws like the GDPR or the Australian Privacy Act — including the right to access, correct, or request deletion of your data. Contact us to exercise these rights.

If we make material changes to this policy, we'll update the date below and, where appropriate, notify account holders directly.

Questions about this policy or your data can be sent to theteam@coachlife.ai. If you're already a CoachLife coach, you can also reach us directly from inside the platform using the Contact us page in the sidebar — it goes straight to our team and we usually reply within a day or two.