Privacy and Health Data Notice

Who is responsible for your information

Chris Mann, trading as Bodywise Coach is the data controller for Bodywise Coach. Postal address: 4 Birds Garden Cottage, Stowmarket, Suffolk, IP14 6AS, United Kingdom. Privacy contact: privacy@bodywisecoach.app.

This notice is version 1.0 and takes effect on 5 August 2026.

What we collect

• Account details: email address, password (stored only as a secure hash), display name, chosen units, theme and time zone.
• Age: your date of birth, used to confirm you are an adult and to calculate nutrition targets correctly.
• Country or UK nation you tell us you live in, used only to show the right safety wording. It is never guessed from your device, network or postcode.
• Health and body information: weight, measurements, body-composition results you enter, training history, injuries or conditions you choose to mention, recovery, sleep, stress and mood answers.
• Nutrition information: targets, food preferences, allergies and intolerances, meal plans and what you logged.
• Training information: your programme, sessions, sets, loads, effort ratings and substitutions.
• Anything you type into a free-text box, including check-in notes, workout notes and messages to the coach.
• Files you upload: profile picture, body-composition reports and progress photographs.
• Technical information needed to run the service securely, such as sign-in events and error reports.

Health data, and the consent you give separately

Most of what you enter is health data, which the law treats as a special category needing extra protection. We ask for your explicit consent to process it, separately from agreeing to the terms, using an unticked checkbox at sign-up. You are never opted in by default.

You can withdraw that consent at any time in the app under Account, then Privacy and data. Withdrawing is as easy as giving it, and never costs anything.

If you withdraw it, coaching, plans, targets and progress tracking stop working, because they cannot be produced without health information. Your account remains, and you can ask us to delete your records or export them first.

Withdrawal does not undo processing that already happened lawfully before you withdrew.

Why we use it, and our legal bases

• To provide the service you asked for — performance of our contract with you.
• To process health information for coaching, targets and safety — your explicit consent.
• To keep the service secure, prevent misuse and fix faults — our legitimate interests.
• To take safety steps when something you tell us needs a safe response — your explicit consent, and, where someone may be at serious risk, protection of vital interests.
• To keep records we are legally required to keep, such as tax records for payments — legal obligation.
• To send optional updates about the service — your separate consent, which you can withdraw at any time.

Automatic decisions and how they are made

Your training plan, nutrition targets and coaching prompts are produced by fixed, published rules and calculations, not by guesswork and not by a system that learns about you in secret.

Every automatic change records what it changed, what evidence it used, and why, so it can be explained to you and reviewed by a person. These decisions do not have legal effects on you, and you can always ask a person to look at one.

The virtual coach explains decisions. It cannot invent formulas, thresholds or safety rules, and it never makes a safety decision on its own.

Who can see your information

• You can always see your own records.
• A small number of verified administrators can see the records needed to run and support the service: your setup answers, your recorded training and nutrition, the automatic decisions made for you, and anything you reported as a problem. They cannot sign in as you, and every change they make is recorded in an audit log.
• Administrators cannot see your private files, such as body-composition reports and progress photographs, and they can only see the details behind a safety flag while that flag is open.
• Administrator access is granted only through a protected backend process. It can never be obtained by registering, or by anything you can change in the app.

Service providers we rely on

• Hosting, database, authentication and private file storage: our cloud platform provider, which stores your records and files.
• Email delivery, for sign-in, password reset and service notices.
• Payment processing, when you buy paid access. Card details are handled by the payment provider and never reach us.
• Error and security monitoring, to keep the service working safely.
• These providers act on our instructions only, under contract, and may not use your information for their own purposes. Where information is transferred outside the UK or the EEA, we rely on approved safeguards such as the UK addendum to the European Commission's standard contractual clauses. Ask us at privacy@bodywisecoach.app for the current list of providers and the safeguards in place.

Advertising

Paying members never see advertising. Where advertising appears on the free plan, it is never targeted using health, nutrition, training, body-composition, weight, mood, stress, behavioural or coach-conversation information, and it never interrupts safety messages, consent, check-ins or entering your training.

Cookies and information stored on your device

• We use only what the service needs to work: a secure sign-in token so you stay signed in, and small preference values such as your chosen theme.
• We do not use advertising or cross-site tracking cookies, and we do not build advertising profiles, so no cookie banner asking for tracking consent is needed.
• You can clear this storage in your browser at any time. Doing so signs you out.

How long we keep things

• Your records are kept while your account is open, so your history and progress remain useful to you.
• If you close your account, your personal records are deleted, apart from a small amount we must keep by law, such as payment and tax records.
• Safety records and audit logs are kept for a limited period so that safety decisions can be reviewed, then deleted.
• If you fail the age check at sign-up, we keep only the fact that the check failed and when.

Your rights, and how to use them here

• See and get a copy of your data — download it yourself from Account, then Privacy and data.
• Correct something that is wrong — request a correction in the same place; measurements and answers can also be corrected directly where the app allows it.
• Delete your data and close your account — available in the same place, on every plan.
• Withdraw health-data consent or marketing consent — a single control in the same place.
• Restrict or object to processing, and ask for a copy in a portable format — request it in the same place, or by email.
• We reply within 30 days. If a request is complex we will tell you and may take longer, and we will explain why. Using these rights is free.
• If you are unhappy with how we handle your information, complain to us at privacy@bodywisecoach.app first. You can also complain to Information Commissioner's Office (ICO), United Kingdom or your own national data-protection authority.

Keeping your information safe

Access to your records is enforced at database level, so one person's records cannot be read by another. Sensitive files are stored in private storage that is not publicly reachable. Administrator actions are logged.

If you believe you have found a security problem, please tell us at security@bodywisecoach.app.

Accessibility

We aim to meet WCAG 2.2 level AA. The app is designed for mobile first, with large touch targets, visible focus states, text alternatives, support for reduced motion, and meaning that is never carried by colour alone.

If something is hard to use with your assistive technology, tell us at support@bodywisecoach.app and we will help and fix it.

Children

Bodywise Coach is not for anyone under 18. We do not knowingly keep information about children. If you believe a child has created an account, tell us at privacy@bodywisecoach.app and we will delete it.

Changes to this notice

If we change this notice we will tell you in the app before the change applies, and we will ask again for your consent if the change affects how health information is used. Earlier versions are available from us on request.