CoachGrid Privacy Policy

1. Information We Collect

Depending on how you use CoachGrid, we may collect:

Account and profile information

• Name and display name
• Email address
• Profile information
• Authentication identifiers
• Language and account preferences
• Account type and workspace relationships

Fitness, coaching and progress information

Information you or an authorised coach choose to enter into CoachGrid may include:

• Training programmes and workout history
• Sets, repetitions, load and exercise performance
• Nutrition plans and meal-completion information
• Food swaps and nutrition-related entries
• Bodyweight and measurements
• Steps, sleep, cardio and wellbeing information
• Check-ins
• Progress photos
• Coaching notes and messages
• Plan history and adherence information

Some of this information may be sensitive or health-related in nature.

CoachGrid uses this information to provide the features requested by the user and, where applicable, the user's authorised coach.

Private fitness and health-related information is not treated as advertising inventory.

Coach, gym and business information

If you operate or participate in a coach, gym, studio, merchant, or other business workspace, we may process information relating to:

• Workspace identity
• Staff and ownership relationships
• Client relationships
• Plans and templates
• Business profiles
• Public listing information
• Products or services made available through CoachGrid
• Platform permissions and activity

Communications

We may process messages and communications sent through CoachGrid, including:

• Client and coach messages
• Support requests
• Feedback
• Platform notifications
• Business communications

Payment and transaction information

Payments may be processed by ABA PayWay or another authorised payment provider.

CoachGrid may receive and retain information such as:

• Transaction reference
• Order reference
• Payment status
• Amount
• Currency
• Payment method category
• Purchase or entitlement details
• Refund or reconciliation status

CoachGrid does not intend to build or operate its own card-data vault.

Where card or payment credentials are required, they should be handled through the approved payment-provider architecture unless a compliant integration specifically requires otherwise.

Device, security and usage information

We may collect technical information such as:

• Browser and device type
• IP address
• Session and authentication information
• Security events
• Application activity
• Error and diagnostic information
• Feature usage

This information may be used for security, fraud prevention, debugging, reliability and product improvement.

2. How We Use Personal Information

We may use information to:

• Create and maintain accounts
• Authenticate users
• Operate CoachGrid
• Provide training, nutrition, check-in and progress features
• Enable coach-client relationships
• Deliver Coach OS and business workspaces
• Provide AI-assisted features
• Process and reconcile purchases
• Grant purchased digital entitlements or AI credits
• Provide customer support
• Prevent fraud, abuse and unauthorised access
• Maintain security and platform reliability
• Maintain accounting and transaction records
• Improve product functionality and user experience
• Send important service communications
• Comply with legal, regulatory or accounting obligations
• Enforce our Terms of Service

3. Coaches and Workspace Access

Creating a CoachGrid account does not automatically create a coaching relationship.

A coach receives access to client information only through an authorised relationship or workspace permission.

Knowing a person's email address alone does not give a coach access to that person's private CoachGrid information.

Where a user intentionally joins or connects to a coach, gym or business workspace, information necessary to provide that relationship may be shared with the authorised participants in that workspace.

4. Google Accounts and Google Sheets

Google authentication and Google Sheets connectivity are separate functions.

Using a Google account to sign into CoachGrid does not automatically give CoachGrid or a coach access to the user's Google Sheets.

Google Sheets may be connected separately where the user or authorised coach chooses to use the CoachGrid spreadsheet integration.

5. Artificial Intelligence

CoachGrid may provide AI-assisted features for explanations, summaries, analysis, drafting and other permitted assistance.

AI features may use permitted CoachGrid context necessary to respond to the user's request.

CoachGrid is designed to keep sensitive/private information outside normal AI context where it is not required.

AI-generated content may contain errors and should not be treated as a substitute for qualified professional judgement.

AI does not automatically become the user's doctor, healthcare provider or licensed clinician.

Where a human coach is responsible for an official programme, AI assistance does not silently replace that coach's programme decisions.

6. Advertising and Commercial Recommendations

CoachGrid may display clearly labelled sponsored or commercial content in appropriate public or discovery areas.

Private health, medical, coaching, check-in or similar sensitive information is not treated as advertising inventory.

CoachGrid does not permit payment for advertising to secretly determine a user's official coaching prescription.

Where content is sponsored, affiliated or commercially promoted, CoachGrid aims to identify that relationship appropriately.

7. How We Share Information

We may share information with:

Service providers

Companies that support infrastructure such as:

• Hosting
• Authentication
• Communications
• Analytics
• Security
• AI infrastructure
• Payment processing
• Error monitoring
• Technical operations

These providers may process information only as necessary to provide their services to CoachGrid.

Coaches and connected workspaces

Information may be shared with coaches, clients, gyms, merchants or other workspace participants where the user has intentionally created or joined the relevant relationship.

Payment providers

Transaction-related information may be exchanged with ABA PayWay or another authorised payment provider to process, verify, refund or reconcile transactions.

Legal requirements

We may disclose information where reasonably necessary to comply with:

• Applicable law
• Court orders
• Valid legal process
• Regulatory obligations
• Fraud or security investigations

Corporate transactions

Information may be transferred as part of a legitimate merger, acquisition, restructuring, financing or sale of business assets, subject to applicable law.

8. Sale of Personal Information

CoachGrid does not operate as a data broker and does not sell users' personal information as a standalone data product.

9. Data Retention

We retain information for as long as reasonably necessary to:

• Provide CoachGrid
• Maintain account and coaching relationships
• Maintain transaction and accounting records
• Meet legal obligations
• Prevent fraud
• Resolve disputes
• Protect platform security
• Enforce agreements

Retention periods may differ depending on the type of information and the user's relationship with CoachGrid.

Certain transaction, accounting, security or audit information may need to be retained even after an account is closed.

10. Security

CoachGrid uses reasonable technical and organisational safeguards designed to protect personal information.

These may include:

• HTTPS/TLS encrypted connections
• Authentication controls
• Role and relationship-based access
• Server-side authorisation
• Restricted administrative access
• Security logging
• Separation of user, coach and platform contexts

No online service can guarantee absolute security.

Users should protect their login credentials and notify CoachGrid if they suspect unauthorised access.

11. International Processing

CoachGrid and its infrastructure providers may process information in more than one country.

Where information is processed across borders, CoachGrid uses service providers and safeguards appropriate to the nature of the processing and applicable requirements.

12. Your Choices and Rights

Depending on applicable law and technical requirements, users may request:

• Access to account information
• Correction of inaccurate information
• Deletion of eligible account information
• Account closure
• Information about how personal information is used

Some information may need to be retained for:

• Legal obligations
• Accounting
• Fraud prevention
• Security
• Dispute resolution
• Enforcement of agreements

Information held within a coach or business workspace may also be subject to the legitimate rights and responsibilities of that workspace.

13. Children and Minors

CoachGrid is not intended for children who cannot lawfully consent to the relevant service in their jurisdiction without a parent or legal guardian.

Coaches and business customers who onboard minors are responsible for obtaining any legally required parental or guardian consent.

14. Changes to this Privacy Policy

We may update this Privacy Policy when:

• CoachGrid changes
• Our infrastructure changes
• New services are introduced
• Legal requirements change
• Our operational practices change

The current version will be published on CoachGrid with an updated effective date.

Material changes may also be communicated through the platform where appropriate.

15. Contact

CoachGrid is operated by Benny.Q IT AND MARKETING, Siem Reap, Cambodia.

Privacy and data requests: privacy@coachgrid.fit

Website: https://coachgrid.fit