Privacy Policy

Privacy Policy

Last updated: 17 September 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;
• progress 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.

Progress Photos

CalCoach lets users upload progress photos so they and their Coach can track physical changes over time. Progress photos can show your body and face, so we treat them as special category health data.

Before you upload your first progress photo, the app shows a notice explaining how your photos are handled and links to this Privacy Policy. Uploading a progress photo is optional, and choosing to upload one is how you give your consent for us to store and process it.

When you upload a progress photo:

• it is stored securely and encrypted;
• it is visible only to you and your Coach, if you have one;
• it is never shared with anyone else, including other users, gyms or third parties, without your permission;
• it is never sold or used for advertising.

Our hosting providers store progress photos on our behalf under contract and may not use them for their own purposes.

You can withdraw your consent at any time by deleting your progress photos or asking us to delete them at team@calcoach.com. Withdrawing consent does not affect processing that took place before you withdrew it.

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 (progress photos are shared only with your Coach, as described in section 4);
• 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.

Progress photos are kept until you delete them, ask us to delete them, or close your account.

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.