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Privacy

Your clients trust you with personal information — their body measurements, health conditions, progress photos, and honest feedback about how they're doing. We take that trust seriously. Here's how we handle data in Assistant Coach.

What data we store​

Assistant Coach stores the data you and your clients create through the platform:

  • Client profiles — Name, email, age, gender, physical stats, goals, medical conditions, dietary restrictions, injuries, medications
  • Check-ins — Body measurements, training metrics, subjective feedback, progress photos
  • Plans — Meal plans (foods, macros, notes) and workout plans (sessions, exercises, parameters)
  • Goals — Target metrics, progress values, completion status
  • Notes — Your private coaching notes and to-dos
  • Forms — Templates you've built and client responses
  • Coach profile — Your name, email, brand name, and settings

Where data is stored​

Your data is stored in a managed database hosted on trusted cloud infrastructure with built-in redundancy to protect against hardware failures.

Progress photos and file uploads are stored in a separate, secure cloud storage service with access controls and encryption at rest.

Who can access your data​

You can access all data for your clients — profiles, check-ins, plans, goals, notes, and forms.

Your clients can access their own data through the client portal — their check-ins, your responses, their goals, and their plans. They cannot see other clients' information, your coaching notes, or anything outside their own account.

Other coaches have zero access to your data. Each coach's data is completely isolated. There is no cross-coach visibility.

AI tools you've connected via MCP have read-only access to your coaching data, scoped to your account only. You can revoke this access instantly from Settings. AI tools cannot modify any data.

The Assistant Coach team has access to infrastructure for maintenance, support, and debugging. We don't browse coaching data for fun — access is limited to what's needed to keep the service running and to help you if you reach out with an issue.

Data backups​

Your data is backed up automatically on a regular schedule. If something goes wrong — a bug, a server issue, or anything else — we can restore from backups to prevent data loss.

Backups are stored securely and are separate from the primary database, so an issue with one doesn't affect the other.

Progress photos​

Progress photos deserve a special mention because they're particularly sensitive.

  • Photos are stored in secure cloud storage with access controls
  • Each photo URL is time-limited — it expires after a short period, which means even if a URL were shared, it would stop working quickly
  • Photos are only accessible to you (the coach) and the client who submitted them
  • Photos are never used for any purpose other than displaying them in the app

Third-party services​

Assistant Coach uses a small number of trusted infrastructure providers to operate — for hosting, database management, file storage, and AI processing. These are strictly operational services, not business partners.

We don't sell, share, or provide your data to any other third parties.

AI and your data​

When you use the AI response draft feature:

  • The AI processes check-in data, your writing style (from previous responses), and client context to generate a draft
  • This processing happens in-memory during generation — the AI does not store your coaching data
  • The generated draft is stored only when you explicitly save it as a response
  • You can choose to never use the AI feature — it's entirely optional

When you connect an external AI tool (ChatGPT, Claude) via MCP:

  • The AI tool can read your coaching data through authenticated, read-only API calls
  • Data displayed in the AI tool is subject to that tool's own privacy policy
  • You control the connection — revoke it anytime from Settings

Your rights​

Export your data — You can access all your coaching data through the platform at any time. All plans and check-ins are viewable and exportable as PDFs.

Delete client data — Client data is retained as long as you have an active account. Archiving a client preserves their data for future reference but removes them from your active view.

Revoke AI access — If you've connected an AI tool, you can disconnect it instantly from Settings, cutting off all access.

Questions​

If you have questions about how your data is handled, please reach out to us. We're coaches building for coaches — we understand why this matters.