Legal & Privacy
Privacy Policy
How Coach Impact OS collects, processes, and protects your information across our web application and mobile software.
Effective Date: October 29, 2026 · Version 1.4
1. Overview & Scope
This Privacy Policy applies to Coach Impact OS (“Coach Impact”, “we”, “our”, or “the platform”), accessible via our web application at https://coachimpact.in and associated native mobile applications.
Coach Impact OS is a software platform designed for athletic coaches, personal trainers, and their clients to manage workout and cardio programming, log exercise performance, track nutrition and health-related coaching metrics, exchange messages and voice notes, and evaluate physical progression. We are committed to transparency and the responsible handling of all user information.
2. Categories of Information We Collect
A. Account & Contact Credentials
When a coach or client account is established, we collect basic identifying information including your name, email address, optional contact telephone number, and authentication identifiers necessary to provide secure login.
B. Workout & Athletic Training Data
To deliver customized coaching, we record training logs, exercise selections, resistance weight, repetition counts, sets completed, Rate of Perceived Exertion (RPE), rest intervals, cardio metrics (such as duration, distance, and exertion), and daily biofeedback reflections.
C. Health Screening & Safety Notes
Coaches may administer physical activity readiness questionnaires (including PAR-Q+), capture lifestyle assessment responses, and record medical reports, injury history, movement limitations and safety notes to tailor training and flag matters for qualified clinical review. These tools are for coaching context and are not medical diagnosis or a guarantee of injury prevention.
D. Media, Photographs & Documents
If you choose to upload profile avatars, progress photographs, voice recordings, medical or training documents, meal photographs, or coaching resources, we process and store the files as required for the relevant feature. Access is controlled according to account permissions; AI processing of selected uploads can occur when you request AI-assisted functionality.
E. Connected Health & Wearable Integrations
If a trainee explicitly grants access, Coach Impact OS may import selected health and fitness records from Android Health Connect, connected wearable providers such as WHOOP, and any other integrations actually enabled and authorised for the account. Depending on the permissions granted and data made available by the source app or device, this can include steps, walking distance, exercise sessions, heart rate, resting heart rate, HRV, respiratory rate, oxygen saturation, VO₂ max, sleep, weight, body fat, energy expenditure, speed, power, cadence, and elevation. Coach Impact OS V1 reads these records for coaching and analytics and does not write health records back to Health Connect. Trainees can review and revoke permissions in Android Health Connect, disconnect the integration, and use the available Disconnect & Delete Data control to request deletion of imported Coach Impact health records without deleting their accounts. Extended historical reads require a separate permission when supported.
F. Food, Nutrition & Meal Planning
Food entries, recipes, supplements, estimated nutrient totals, body-composition goals, dietary preferences, exclusions, meal photographs and draft meal plans may be processed for nutrition logs, nutrient summaries and AI-assisted meal planning. Coaches or authorised users review suggested plans before activation where the workflow requires approval. Estimated values are not a substitute for professional dietary or clinical advice.
G. Coaching Messages, Audio & AI Interactions
Messages, voice notes, audio submitted for transcription, AI prompts, generated responses, conversation history and related citations may be processed and retained to provide the requested messaging, dictation, AI assistance and coaching workflows. Depending on your access permissions, selected client records or uploaded documents may be included as context for an AI request. Safety reports submitted in-app record the reason, optional description, reference to the reported user, message or AI answer, and restricted review status. Authorised platform administrators may access the referenced content for moderation and keep limited decision records for legitimate safety and compliance needs. Participants can block a conversation, and reporting rules are described in our Community Safety page.
H. Usage, Security & Device Information
We may process authentication and session data, operational error information, feature usage or request records and device/browser information necessary for secure access, troubleshooting and reliability. Local device storage may preserve application preferences or temporary workflow state. We do not describe these records as advertising profiles.
3. How We Use Your Information
- To provide workout delivery, progress analytics, volume-load charts, and coach-client communication.
- To authenticate user sessions, protect against unauthorized access, and manage access permissions.
- To process requested AI coaching assistance, text or image meal logging, nutrition and meal-plan drafts, voice transcription, document search and medical-report summaries, using only the context and permissions applicable to the feature.
- To support food and supplement logging, dietary preferences, estimated nutrient analysis and coach-reviewed planning.
- To provide messaging, voice feedback, assessments, health integration and source-aware research features when used.
- To maintain audit trails of coaching relationship changes and platform integrity.
- To accept and enforce messaging conduct rules, review abuse/AI safety reports, manage blocked conversations and investigate safety complaints.
We do not sell, rent, or trade your personal information or athletic training data to third-party data brokers or advertising networks.
4. Third-Party Service Providers & Subprocessors
We partner with established cloud infrastructure providers to operate Coach Impact OS:
Supabase, Inc.
Primary relational database, authentication provider, and secure asset storage.
Vercel, Inc.
Web application hosting, edge serverless API execution, and CDN delivery.
OpenAI, L.L.C.
AI API processing for requested coaching, nutrition/meal-planning, transcription, document research, medical-report and other enabled AI features. Data handling is subject to the applicable provider terms and account configuration; do not submit information you are not authorised to use.
WHOOP, Inc.
OAuth 2.0 wearable service provider for user-consented sleep, recovery and workout telemetry.
Garmin and other optional integrations
Third-party wearable or training integrations only when available, connected and authorised. Availability and data categories depend on provider approval and the enabled connection.
Android Health Connect
On-device Android health permission and aggregation layer. Coach Impact OS requests only user-approved read categories and stores normalized copies needed for the features the trainee enables.
4A. AI Requests, Sources & User Control
AI features are initiated by an authorised user and may combine their prompt, eligible client records (including connected health and fitness data where permitted), uploaded files and selected coaching references. This information may be transmitted to contracted AI processing providers to fulfil the request, and audio or images supplied to AI tools may also be transmitted for processing. Where an internet-research option is used, general research questions may be sent to external search services. Do not submit client information to an AI feature unless you have authority to process it. Outputs can be incomplete or incorrect and require human review, especially for injury, medical and dietary concerns.
Access to a client’s information depends on their account, coach relationship and feature permissions. Disconnecting a wearable alone does not erase previously imported records. Users may separately request removal of imported health data or other eligible records without necessarily deleting their entire account, as explained on our Account Deletion Page. We do not use health or fitness data for advertising or sell that data to data brokers.
4B. AI evidence coverage and human-coach visibility
When you request AI advice, the feature may retrieve relevant authorized training, cardio, nutrition, check-in, assessment, coaching and connected-health information. This may include client-authored workout, exercise, set and cardio notes, and coach-authored notes marked shared. Assigned coaches may use their own internal coaching observations in coach-facing AI; internal and team notes are not given to client-facing AI. Sensitive coaching-memory categories require applicable permissions; unclassified general notes can be withheld. Larger histories may be summarized across the requested period rather than transmitted in full. The application should disclose unavailable or excluded sources and cannot guarantee that an AI conclusion is complete or correct.
A client-facing AI request is different from a human coach receiving records. Coach-facing AI must be restricted to the same data categories that the current coach is allowed to use. Connected-health and detailed medical information require their respective additional permissions; private Life Intelligence content is not included in coach-facing AI. A request to exclude a source such as WHOOP applies to that request, including inseparable derived metrics.
Review the full AI Data Use & Coach Sharing explanation for categories, use cases and controls. If your coach relationship, provider permission or sharing choice changes, access must be reevaluated by the application and database.
5. Non-Medical & Fitness Disclaimer
Coach Impact OS is an instructional athletic training and coaching management tool. It is not a medical device, nor does it provide clinical diagnosis, medical care, physical therapy prescription, or disease treatment. AI-generated meal plans, dietary suggestions, report summaries and other AI outputs are drafts or coaching decision support, not medical nutrition therapy or professional healthcare advice. Health screening questionnaires (such as PAR-Q+) are intended solely for basic physical activity readiness screening. Always seek the advice of a physician or licensed healthcare provider with any questions regarding a medical condition before undertaking physical exercise.
6. Data Security
We use administrative and technical safeguards intended to protect user data. Application connections use HTTPS encryption in transit; private media access relies on access controls and time-limited signed URLs where applicable. Database Row-Level Security (RLS), role checks and server-side authorisation are used to restrict access to coaching records. No technical measure can guarantee that every security incident is prevented.
7. Account Deletion & Data Retention
We retain account, coaching, nutrition, messaging, AI and integration records for feature delivery, safety, troubleshooting and legitimate operational or legal purposes. Retention varies by record type, backup cycle and applicable obligations. Users can request account deletion, or request deletion of eligible selected data without account closure; already-imported Health Connect records can also be removed through the supported trainee control. Deletion of active records may occur before expiry of encrypted service-provider backups. We will investigate incomplete cleanup steps rather than represent them as completed.
To learn how to request account deletion, selected-record deletion, verification and follow-up, please visit our dedicated Account Deletion Page.
8. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact us at: