01Who we are and what this covers
In short: This policy explains how Fitlog handles personal information on our website, web platform, mobile apps and the branded apps we run for coaches.
Fitlog ("Fitlog", "we", "us") provides software that coaches, trainers, gyms and studios use to run their coaching business and deliver training, nutrition, protocols, check-ins and messaging to their clients. This policy applies to fitlog.io, the Fitlog web platform, the Fitlog mobile apps, and any branded app or website that runs on Fitlog (together, the "Services").
It applies wherever you are. Some laws give additional rights to people in certain places, and those are described in the sections for Europe, the United States and Canada below. This policy is part of our Terms of service. By using the Services you confirm you have read it. If you do not agree, do not use the Services.
02Coaches control their clients’ data
In short: For client information, the coach is in charge. Fitlog processes it on the coach’s behalf.
Fitlog is used by two kinds of people: coaches (including trainers, team owners, gyms and studios) and the clients they invite. Our role depends on whose information it is:
- Coach account information. For the details coaches give us to open and run their own account, Fitlog decides how it is used and is responsible for it (the "controller").
- Client information. For information about clients that coaches collect, add, request or receive through Fitlog, the coach decides what is collected and why, and is responsible for it. Fitlog only processes it on the coach’s instructions to provide the Services (as a "processor" or "service provider").
- Teams. In an organization, the owner controls the information of its trainers and clients, and decides what each trainer can access.
Coaches are responsible for having a lawful basis to collect their clients’ information, including health information, for getting any consent required (including from a parent or guardian for a minor), and for providing their own privacy notice to their clients. Clients with questions about how their coach uses their information should contact their coach first. If you contact us about information we hold for a coach, we may pass your request to that coach.
03Information we collect
In short: Account details, the coaching data you and your coach put in Fitlog, and technical data from your devices.
Information you give us
- Account details: name, email, phone number, password, date of birth, gender, country, time zone, language, profile photo.
- Coach business details: business name, brand name, logo and colors, website content, number and type of clients, team members and roles, subscription and billing history.
- Health and fitness information: body weight, measurements, body fat, progress photos and videos, food logs, nutrition targets, training logs, cardio, steps, sleep, habits, check-in answers, questionnaires, injuries or conditions you choose to share, supplements, and protocols including medications or compounds.
- Content and communications: programs, diets, recipes, notes, messages, voice notes, files, comments and anything else you upload or send through the Services, and your messages to our support team.
Information we collect automatically
- Device and usage data: IP address, device type and model, operating system, app version, browser, pages and screens viewed, features used, clicks, crash reports and diagnostic logs.
- Approximate location: derived from your IP address or time zone. We do not collect precise GPS location unless a feature asks for it and you allow it.
- Cookies and similar technologies: see section 9.
Information from others
- From your coach, who may create your client profile and add information about you.
- From services you connect, such as Apple Health, Google Health Connect, wearables or Google sign-in, limited to what you allow.
- From payment processors such as Stripe, which tell us whether a payment succeeded. We never receive full card numbers.
- From advertising and analytics partners, about how you found and used our website.
04Health information
In short: Health data is sensitive. It is collected because you or your coach choose to use those features.
Some information in Fitlog is health-related and treated as sensitive under many laws. Providing it is optional, but some features will not work without it. By entering health information, or by allowing your coach or a connected service to share it with Fitlog, you consent to it being processed to provide the Services.
Fitlog is not a healthcare provider, and information in the Services is not a medical record. Fitlog is not a "covered entity" or "business associate" under the US Health Insurance Portability and Accountability Act (HIPAA), and HIPAA does not apply to information in Fitlog unless we have signed a separate written agreement saying otherwise.
05How we use information
In short: To run the Services, support you, keep Fitlog safe, and improve it.
- Provide, operate and maintain the Services, including showing your coach the information you share and delivering their plans and messages to you.
- Create and manage accounts, teams, permissions and branded apps.
- Process subscriptions and billing, and prevent payment fraud.
- Send service messages, such as account, security, billing and product notices, and push notifications you have allowed.
- Send marketing about Fitlog to coaches, where allowed by law. You can unsubscribe at any time. We never send our marketing to a coach’s clients.
- Provide support and respond to requests.
- Understand how the Services are used, fix problems, and develop new features, mostly using aggregated or de-identified data.
- Protect the security and integrity of the Services, detect abuse, and enforce our Terms.
- Comply with legal obligations and respond to lawful requests.
06Legal bases (Europe and UK)
In short: If European law applies to you, here is why we are allowed to use your information.
- Contract: to provide the Services you or your coach signed up for.
- Legitimate interests: to secure, support, measure and improve the Services, and to market to coaches, where these interests are not overridden by your rights.
- Consent: for health information, push notifications, non-essential cookies and certain marketing. You can withdraw consent at any time, without affecting earlier processing.
- Legal obligation: to keep records, handle tax and respond to authorities.
07How we share information
In short: We share information only to run the Services, with your coach, and when the law requires it. We do not sell personal information.
We do not sell personal information and we do not share it for cross-context behavioral advertising of a coach’s clients. We share it only as follows:
- With your coach or team. Information clients enter or share is visible to their coach and, in a team, to the trainers the owner allows.
- With service providers who help us run the Services, such as cloud hosting, databases, email, SMS and push delivery, customer support, analytics, crash reporting, AI model providers and payment processing. They may use it only to provide their services to us.
- With services you connect or choose to use, such as Stripe, Apple Health, Google Health Connect, app stores or partner stores.
- For legal reasons: to comply with law, a court order or a government request, to enforce our Terms, or to protect the rights, safety or property of Fitlog, our users or others.
- In a business transfer: if Fitlog is involved in a merger, acquisition, financing, reorganization, bankruptcy or sale of assets, information may be transferred as part of that transaction.
- Aggregated or de-identified data that does not identify anyone may be shared or used for any lawful purpose.
08AI features
In short: Some features use AI models from third-party providers. Review what they produce.
Features such as Website AI and other drafting or suggestion tools send the content needed for the request, such as your business details, brief or text, to the AI model providers we use to generate a result. We use more than one provider and may change them over time. They process that content to return the result to us under their own terms. AI output can be inaccurate, and you are responsible for reviewing it before you use it.
09Cookies, analytics and advertising
In short: Our website uses analytics and advertising tools. You can control cookies in your browser.
We and our partners use cookies, pixels, SDKs and similar technologies to keep you signed in, remember preferences, measure traffic, understand how the Services are used and measure our own advertising.
- Essential: needed for sign-in, security and core features.
- Analytics: such as Google Analytics, to understand how visitors use our website and apps.
- Advertising: such as the Meta Pixel and Google Ads tags on our marketing website, to measure our ad campaigns and show Fitlog ads to people who visited our website. These may use hashed contact details and event data.
You can block or delete cookies in your browser settings, and opt out of Google Analytics using Google’s browser add-on. Some features may not work without cookies. Where the law requires it, we ask for your consent to non-essential cookies. We do not currently respond to "Do Not Track" signals, but we honor Global Privacy Control signals where the law requires it.
10Health apps and Google services
In short: Data from Apple Health, Google Health Connect and Google APIs is used only to provide Fitlog features.
If you connect Apple Health (HealthKit), Google Health Connect or a wearable, we read only the data types you allow, and use them only to show them in Fitlog and share them with your coach. This data is never used for advertising or marketing, never sold, and never shared with third parties except as needed to provide those features or when the law requires it. You can disconnect at any time in your device settings.
Our use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.
11Payments
In short: Card payments are handled by Stripe. We never see or store your full card number.
Subscription payments to Fitlog, and any payments a coach collects from clients through Fitlog, are processed by Stripe and, for in-app purchases, by Apple or Google. They collect and handle card details under their own privacy policies. We receive limited information such as the payment status, amount, the last four digits and expiry date of the card, and billing country.
12Downloading your plans
In short: Diets, workouts, supplements and protocols can be downloaded as PDFs at any time.
Coaches and clients can download their diets, workouts, supplements and protocols as PDF files at any time from inside the Services. This is how Fitlog provides copies of plan content. Fitlog does not offer a bulk export of an entire account, client list or database in CSV or other formats.
13How long we keep information
In short: We keep information while it is needed, then delete or de-identify it.
We keep personal information for as long as your account is active and as long as needed for the purposes described in this policy. After an account is closed, we may keep certain information for as long as reasonably necessary to comply with legal, tax and accounting obligations, resolve disputes, prevent fraud and abuse, and enforce our agreements. Client information is kept for as long as the coach’s account keeps it, unless deletion is requested. Copies may remain in backups for a period before they are overwritten. De-identified information may be kept indefinitely.
14Security
In short: We use reasonable safeguards. No system is 100% secure.
We use reasonable administrative, technical and physical measures designed to protect personal information, such as encryption in transit and access controls. No method of transmission or storage is completely secure, and we cannot guarantee the security of information. You use the Services at your own risk. You are responsible for keeping your password and devices secure and for the information you choose to share. If a security incident affects your personal information, we will notify you and the authorities where the law requires it.
15International transfers
In short: Your information may be stored and processed outside your country.
Fitlog and our service providers operate in several countries, including Canada and the United States. Your information may be transferred to, stored and processed in countries whose data protection laws differ from those where you live. Where the law requires it, we use appropriate safeguards for these transfers, such as the European Commission’s Standard Contractual Clauses. By using the Services, you understand your information may be transferred this way.
16Your choices and rights
In short: Depending on where you live, you may have rights over your information. Contact us to use them.
You can update most account information directly in the Services, and unsubscribe from marketing emails using the link in each email. Depending on the laws that apply to you, you may also have the right to:
- access the personal information we hold about you;
- correct inaccurate information;
- delete your information or close your account;
- restrict or object to certain processing;
- withdraw consent you have given;
- receive your information in a portable form, which for plan content is provided through the PDF downloads described in section 12;
- not be discriminated against for using these rights.
To make a request, email help@fitlog.ca from the address on your account. We will verify your identity before acting, and respond within the time required by applicable law. These rights are not absolute. We may refuse or limit a request where the law allows, for example where it is unfounded or excessive, would affect the rights of others, or where we must keep information for legal reasons. For client information we hold for a coach, we may refer your request to that coach. You may appoint an authorized agent where the law allows. You also have the right to complain to your local data protection authority.
17Europe and the United Kingdom
In short: Extra information for people in the EEA, UK and Switzerland.
For coach account information, Fitlog is the controller. For client information, the coach is the controller and Fitlog is a processor. The legal bases we rely on are listed in section 6. If you are in the EEA, UK or Switzerland, you may complain to the supervisory authority where you live or work. Coaches who need a data processing agreement with Fitlog can request one at help@fitlog.ca.
18United States
In short: Extra information for residents of California and other US states with privacy laws.
Residents of California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon and other states with consumer privacy laws may have the rights described in section 16. In the last 12 months we have collected the categories of information described in section 3, including identifiers, commercial information, internet activity, approximate location, audio and visual information, and sensitive information such as health data, for the purposes in section 5, and shared them with the recipients in section 7.
We do not sell personal information, and we do not use sensitive personal information to infer characteristics about you. Our use of advertising cookies on our marketing website may be considered "sharing" for targeted advertising under some state laws. You can opt out by blocking these cookies or using Global Privacy Control. Washington and Nevada residents may have additional rights over consumer health data, which you can exercise by contacting us.
19Canada
In short: Extra information for people in Canada, including Québec.
We handle personal information in line with applicable Canadian privacy laws, including PIPEDA and Québec’s Act respecting the protection of personal information in the private sector. The person responsible for the protection of personal information at Fitlog can be reached at help@fitlog.ca. You may file a complaint with the Office of the Privacy Commissioner of Canada or, in Québec, the Commission d’accès à l’information.
20Children
In short: Fitlog is not for children under 13. Teens need a parent’s consent through their coach.
The Services are not directed to children under 13, or under 16 where local law sets a higher age, and we do not knowingly collect their personal information. Coach accounts require users to be 18 or older. A coach may invite a client aged 13 to 17 only with the consent of a parent or guardian, which the coach is responsible for obtaining. If we learn we have collected information from a child without the required consent, we will delete it. Contact us at help@fitlog.ca if you believe this has happened.
21Other websites and services
In short: Links and connected services follow their own privacy policies.
The Services may link to or integrate with websites and services we do not control, including a coach’s own website, partner stores and social networks. Their privacy practices are their own, and we are not responsible for them. Review their policies before sharing information with them.
22Changes to this policy
In short: We may update this policy. The date at the top shows the current version.
We may update this policy at any time by posting a new version on this page with a new "Last updated" date. If you continue to use the Services after a new version is posted, it applies to you. Please review this policy from time to time.
23Contact us
In short: Questions or requests about privacy go to help@fitlog.ca.
For privacy questions or requests, or to reach the person responsible for privacy at Fitlog, email help@fitlog.ca. Please include the email address on your account and, if you are a client, the name of your coach.