Privacy Policy

Privacy Policy

Last updated: 11 May 2026

This Privacy Policy explains how CalCoach Ltd collects, uses, stores, shares, and protects personal data.

Your use of CalCoach is also governed by the Terms of Service: calcoach.com/terms-of-service

1. Who We Are

CalCoach Ltd is a company registered in England and Wales under company number 16272273.

Contact: team@calcoach.com

Depending on how CalCoach is used, we may act as either:

• a Data Controller;
• or a Data Processor.

2. Who This Privacy Policy Applies To

This Privacy Policy applies to:

• direct consumers;
• Coaches and gyms;
• Clients managed by Coaches;
• website visitors;
• app users;
• business users.

3. Information We Collect

We may collect:

Identity Information

• names;
• email addresses;
• phone numbers;
• usernames;
• profile information.

Health and Nutrition Information

• weight;
• body measurements;
• food logs;
• meal photos;
• nutrition preferences;
• allergies;
• progress information;
• exercise information.

Technical Information

• IP addresses;
• device information;
• browser information;
• analytics;
• session activity.

Messaging and AI Information

• chatbot conversations;
• support requests;
• coaching messages;
• AI interactions.

Business and Subscription Information

• billing information;
• subscription details;
• Coach or gym details.

4. Special Category Health Data

Certain information processed through CalCoach may be considered special category health data under applicable data protection laws.

This may include:

• body measurements;
• food behaviour;
• nutrition information;
• progress photos;
• health-related information.

We process this information only where an appropriate lawful basis applies.

5. How We Use Information

We use personal data to:

• operate the Platform;
• provide AI-assisted nutrition support;
• personalise user experiences;
• support coaching workflows;
• process subscriptions;
• provide customer support;
• improve the Platform;
• maintain security;
• comply with legal obligations.

6. AI Processing

CalCoach uses AI systems to generate:

• nutrition suggestions;
• summaries;
• accountability prompts;
• recommendations;
• automated assistance.

AI systems may produce inaccurate or unsuitable outputs.

AI Outputs are not medical advice.

Users remain responsible for reviewing and deciding whether outputs are appropriate.

7. Sharing Information

We may share information with:

• Coaches and gyms;
• hosting providers;
• AI providers;
• analytics providers;
• payment providers;
• customer support providers;
• professional advisers;
• authorities where legally required.

We do not sell personal data.

8. International Transfers

Some providers may process data outside the UK.

Where required, appropriate safeguards will be used.

9. Data Retention

We retain information only as reasonably necessary for:

• service provision;
• legal compliance;
• security;
• operational purposes.

10. Your Rights

Depending on the circumstances, you may have rights to:

• access your data;
• correct inaccurate information;
• request deletion;
• restrict processing;
• object to processing;
• request portability;
• withdraw consent.

Requests may be sent to: team@calcoach.com

11. Security

We use technical and organisational measures intended to protect personal data.

No system is completely secure.

Users remain responsible for maintaining secure passwords and devices.

12. Cookies and Analytics

CalCoach may use:

• cookies;
• analytics tools;
• tracking technologies.

These help:

• improve functionality;
• analyse usage;
• improve performance;
• support security.

13. Children

CalCoach is not intended for children under 16.

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically.

Material changes may be communicated through:

• email;
• website notices;
• in-app notices.

15. Contact and Complaints

For privacy questions or complaints:

You may also complain to the UK Information Commissioner's Office where applicable.