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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
  • Meal photos & nutrition logs — Photos your clients log, plus the optional AI nutrition review you can generate from them
  • Workout videos & form reviews — Form-check videos your clients upload, plus the optional AI form review you can generate from them
  • 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.

Your core data is stored in the United Kingdom. A few of the services we rely on — such as AI processing and analytics — may process data outside the UK, always under the safeguards UK law requires.

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, AI processing, email delivery, analytics, and payments. 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​

Assistant Coach has a few optional AI features that help you work faster. You never have to use them.

AI response drafts — When you ask for a suggested check-in reply, the AI uses the check-in, your past responses (so it sounds like you), and client context to write a draft. The draft is only saved when you choose to save it as a response.

AI nutrition review — When you generate a review of a client's meal photo, the photo and related context (such as the meal note and the client's targets) are sent to our AI provider, and the review is saved alongside that meal photo so you can refer back to it.

AI form review — When you generate a review of a client's workout video, the video and related context (such as the exercise, recent cues, and any injuries to be mindful of) are sent to our AI provider, and the review is saved alongside that workout so you can refer back to it.

A few things stay true across all of them:

  • AI reviews and drafts are visible only to you, the coach — they're never shown to clients automatically
  • Our AI provider processes the content to generate the result and does not use it to train its public models
  • Saved AI reviews are deleted along with the client's data if you delete the client

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

How long we keep your data​

We keep your data for as long as your account is active, so the product works the way you expect. If you ask us to delete a client or close your account, we remove that data from our live systems, and copies in our backups age out automatically over time. Some records, like billing, we keep longer where the law requires it.

Your rights​

Export your data — You can view and export your coaching data from the platform, and plans and check-ins can be saved as PDFs. If you need a full archive, including files like photos and videos, just ask and we'll help.

Delete your data — Archiving a client keeps their history but removes them from your active view. If you'd like a client's data — or your whole account — permanently deleted, email us and we'll take care of it.

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.