Privacy Policy

1. Information We Collect

Contact and account information. When you fill out a form on our website (for example, the founding-coach application, our contact form, or an invite link), we collect the information you submit, which typically includes your name, email address, and any message or details you provide. When you create a CoachPilot account, we collect your name, email address, and authentication credentials.

Client health and fitness data. Coaches use CoachPilot to store and manage information about their own clients, which can include names, contact details, body-composition and progress metrics, dietary preferences and restrictions, meal plans, workout plans, and messages exchanged between a coach and their client. This information is entered by coaches (or by clients directly, where the platform allows it) and is processed by CoachPilot on the coach's behalf, in order to deliver the coaching service the coach has set up. Coaches are responsible for having a lawful basis to collect and share this information with us, including any consents required from their own clients.

Payment information. Subscription payments are processed by our payment provider, Paddle. We do not store your full card or billing details ourselves; Paddle collects and processes that information under its own privacy policy.

Usage and analytics data. We use privacy-focused, cookieless analytics (Vercel Analytics) to understand aggregate traffic patterns on our marketing website, such as which pages are visited and general device/browser information. We do not use this data to build individual advertising profiles.

2. How We Use Information

• To provide, operate, and maintain the CoachPilot platform, including generating meal plans, workout plans, and AI-assisted coaching recommendations.
• To respond to inquiries submitted through our contact form or founding-coach application.
• To process subscription payments and manage billing.
• To send service-related communications, such as account notices or updates to this policy.
• To monitor, secure, and improve the reliability and performance of our website and application.
• To comply with legal obligations.

We do not sell personal information, and we do not use client health or nutrition data to train third-party AI models outside of delivering the coaching features a coach has enabled.

3. Who We Share Information With

We share information with a limited set of service providers ("processors") who help us operate CoachPilot, under contractual obligations to protect your data:

• Supabase — database hosting and authentication.
• Paddle — payment processing and subscription billing.
• Vercel — website hosting and cookieless analytics.

Within the platform itself, a client's information is visible to the coach who invited them (and that coach's staff, if applicable), because that visibility is the core function of a coaching tool. We do not otherwise share personal information with third parties for their own marketing purposes, and we disclose information beyond this list only where required by law, to protect the rights and safety of CoachPilot or its users, or in connection with a merger, acquisition, or sale of assets.

4. Data Retention

We retain account and client data for as long as an account remains active, and for a reasonable period afterward to comply with legal, tax, or security obligations, or to allow a coach to reactivate their account. Contact-form submissions are retained only as long as needed to address the inquiry. You can request deletion of your data at any time using the contact details below.

5. Your Rights and Choices

Depending on where you live, you may have rights to access, correct, export, or delete your personal information, or to object to or restrict certain processing (for example, under the GDPR in the EU/UK or the CCPA in California). Coaches can manage most of their clients' data directly within the platform. To exercise any of these rights, or if you are a client and would prefer to contact us directly rather than through your coach, email [email protected].

6. Data Security

We use industry-standard technical and organizational measures, including encryption in transit, to protect information stored on our platform. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

7. Children's Privacy

CoachPilot is intended for use by adult coaches and their adult clients. Our services are not directed at children under 16, and we do not knowingly collect personal information from them.

8. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last updated" date above and, where appropriate, notify account holders directly.

9. Contact Us

CoachPilot is based in Bel Air, Maryland. If you have questions about this Privacy Policy or how your information is handled, contact us at [email protected].