Privacy Policy

Introduction

TrainerSuite ("we," "our," or "us") helps independent personal trainers manage clients, sessions, packages, payments, scheduling, and related business records. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use TrainerSuite.

TrainerSuite is operated by Champion Lifestyle LLC and is available at https://trainersuite.app. This policy applies to the TrainerSuite web application, the TrainerSuite mobile app, the client portal, and the trainersuite.app marketing site.

Information We Collect

We collect information you provide directly to us, including:

• Account information, such as name and email address.
• Mobile phone numbers, when a trainer enters one for a client or a user adds one to their own account.
• Client, session, package, scheduling, and training-business records.
• Payment, package and session, transaction, and reconciliation information you enter.
• Calendar connection settings and scheduling metadata.
• Connected wearable data, if a client connects WHOOP (see WHOOP Data below).
• Health data, if a client connects Apple Health (see Apple Health Data below).
• Forms a client signs or fills in for their trainer (see Client Forms below).
• Support requests and communications you send to us.

Weight entries and coaching notes a client records are stored with their client record and shared with that trainer's workspace. Deleting a client account removes the login and unlinks it from the record; the entries and notes are deleted when the trainer's workspace is deleted.

We may also collect technical information such as device, browser, log, analytics, and usage data to operate, secure, and improve the service.

When you sign up we note how you found us (for example the link you came from and your answer to 'How did you find TrainerSuite?') so we know which channels work. We don't share it.

We collect diagnostic and crash data when something goes wrong in the app. These reports are deliberately sanitized before they are recorded: they contain a categorized error name, a hashed identifier for the error message rather than the message text, the page template where the error happened rather than the exact address, stack frames stripped of line and column numbers, and a short browser and platform summary such as Safari on iOS. Crash reports are not linked to your account or your records, and we do not use them for advertising or tracking.

Google Calendar Data

If a trainer chooses to connect Google Calendar, TrainerSuite uses Google OAuth to request only the calendar permissions needed for the calendar sync features enabled in the product.

TrainerSuite may access or process Google Calendar data such as:

• Calendars available to the connected trainer, including calendar names, identifiers, and access role metadata.
• Calendar event details from selected calendars, such as event titles, start and end times, locations, descriptions, links, status, and attendee information when included on the event.
• Google Calendar access tokens and refresh tokens needed to provide connected calendar features.

TrainerSuite may use Google Calendar data to:

• List calendars available to the connected trainer.
• Read calendar events for import, scheduling, and conflict review.
• Match calendar events to TrainerSuite clients, sessions, and training business records selected or managed by the trainer.
• Create, update, and delete Google Calendar events that TrainerSuite created for that trainer's sessions.
• Keep TrainerSuite scheduling records aligned with selected calendar events.

TrainerSuite does not sell Google Calendar data. TrainerSuite does not use Google Calendar data for advertising, targeted advertising, personalized advertising, retargeting, interest-based advertising, data broker services, information reseller services, credit-worthiness decisions, lending purposes, or generalized AI or machine learning model training. TrainerSuite does not use Google Calendar data to create unrelated databases or profiles outside the user-facing TrainerSuite scheduling and session-management features.

TrainerSuite reads selected Google Calendars and events to detect sessions. It manages only Google Calendar events TrainerSuite created on calendars the trainer owns, and never edits or deletes events created directly in Google Calendar. Google user data is not sold. Apple (iCloud) calendar connections follow the same rules.

Google Calendar access tokens and refresh tokens are stored securely, and refresh tokens are encrypted before storage. TrainerSuite's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

WHOOP Data

If a client chooses to connect WHOOP, TrainerSuite uses WHOOP's sign-in to request read-only access to their recovery, sleep, strain, workout and basic profile data.

We store:

• Daily recovery %, heart rate variability (HRV), resting heart rate, sleep duration and sleep performance, and day strain.
• Workouts: sport, time, strain, average and max heart rate, calories, distance, climb, and time in heart rate zones.
• The client's WHOOP account ID and first name.

We store these values only, not a copy of the client's WHOOP account. WHOOP access and refresh tokens are encrypted at rest.

Only the trainers the client chooses, and anyone on their team in TrainerSuite, can see this data, with a switch for each trainer in the client's Settings → WHOOP. Those trainers see a summary on the client's page, a WHOOP page, and a mark on upcoming sessions when recovery is low. This is for information only, not medical advice.

TrainerSuite does not sell WHOOP data, use it for advertising, share it with AI assistants connected to TrainerSuite, or use it to train AI models. We do not share it with third parties other than the service providers we need to run TrainerSuite.

A client can disconnect WHOOP at any time from Settings → WHOOP. Disconnecting ends our access to WHOOP and deletes the WHOOP data we stored, and deleting the account does the same. Reconnecting with a different WHOOP account deletes the earlier account's data.

TrainerSuite is not affiliated with or endorsed by WHOOP.

Apple Health Data

If a client chooses to connect Apple Health in the TrainerSuite iPhone app, TrainerSuite asks for permission to read the data below. We only read it. TrainerSuite never writes to Apple Health. Apple's permission screen lets the client choose which types to allow.

We store, starting from the 30 days before connecting:

• Workouts: type, start time, length, distance, average and peak heart rate, calories, and the name of the app that recorded the workout.
• Daily steps, sleep time, resting heart rate, and heart rate variability (HRV).
• Weight and body fat percentage, each with the time it was measured.

We do not store Apple Health data in iCloud. It is kept in the TrainerSuite database with the rest of the client's account.

Connecting shares nothing. Only the trainers the client chooses, and anyone on their team in TrainerSuite, can see this data, with a switch for each trainer in the client's Settings → Apple Health. The client chooses whether a trainer sees it from the day sharing is turned on or from the past 30 days. This is for information only, not medical advice.

TrainerSuite does not sell Apple Health data or use it for advertising or marketing. We do not send it to an AI service without the client's explicit permission, and we do not use it to train AI models. We do not share it with third parties other than the service providers we need to run TrainerSuite, who must protect it the same way this policy does.

A client can disconnect at any time from Settings → Apple Health. Disconnecting deletes the Apple Health data we stored and turns sharing off for every trainer, and deleting the account deletes the data too. A client can also remove a single weigh-in from their Body page, or email us to ask us to delete their data.

Removing TrainerSuite's access in the Health app stops new data, but does not delete what we already stored. To stop Apple sharing: Health app, your profile, Apps, TrainerSuite.

TrainerSuite is not affiliated with or endorsed by Apple.

Client Forms

A trainer can send a client a form to sign or fill in, such as a waiver or a training agreement. When the client signs or submits it, we store the form as it was sent, the name they typed, the date and time, and the IP address and device (browser and phone type) it came from.

Only the client and their trainer, and anyone on the trainer's team in TrainerSuite, can see a completed form. A signed copy, including those details, is emailed to the client and the trainer. Forms are deleted when the trainer deletes the client or their workspace.

TrainerSuite does not sell forms or use them for advertising.

AI Assistants You Connect

A trainer can connect an AI assistant, such as ChatGPT or Claude, to their TrainerSuite account. The trainer chooses the connection and its level: Read (look things up), Draft (prepare changes the trainer approves in TrainerSuite) or Write (also book, move and cancel sessions). Apps TrainerSuite hasn't approved are labelled that way when you connect them, show where access goes, and can't book, move or cancel sessions directly.

When the assistant asks on the trainer's behalf, TrainerSuite sends it only what that request needs, such as:

• The business name and time zone.
• Client names. Not client email addresses, phone numbers or home addresses.
• Schedule and session details: dates, times, session types, locations and session status.
• Sessions left, packages and prices.
• Payments the trainer recorded and payment requests they sent: amounts, methods and dates.
• Business totals, like revenue for a week or month.

When the trainer asks the assistant to add clients or record payments, TrainerSuite receives the details they give it, such as a client's name, email and phone, and stores them like anything entered in the app.

TrainerSuite never sends a connected assistant passwords, payment card or bank details, or client health and body information (goals, injuries, measurements, weight or notes).

TrainerSuite uses this connection only to answer the trainer's requests and to prepare the changes they ask for. Changes to money, sessions left, setup, clients and deleting sessions happen only after the trainer approves them in TrainerSuite. When a trainer approves a payment request, TrainerSuite sends it to that client in the app, and by email if email is on. Nothing is charged automatically.

The assistant's provider receives this information under its own terms and privacy policy. TrainerSuite does not sell it and does not use it for advertising.

A trainer can revoke an assistant's access at any time from Connected apps in TrainerSuite settings. Access stops right away.

Text Messages (SMS)

If you opt in, TrainerSuite sends recurring automated service text messages to your confirmed mobile number. These cover your sessions, payments, package balances, and account activity. Sign-in and verification codes you request are also sent by text. We do not send marketing or promotional text messages.

Opting in is optional and is not a condition of using TrainerSuite. Only you can opt in your number. Message frequency varies. Message and data rates may apply. Reply STOP to any message to opt out, reply HELP for help, or email support@trainersuite.app. You can also turn text messages off in Settings. Opting out of text messages does not close your account or stop email from TrainerSuite.

We collect your mobile number, your opt-in consent (including the date, time, and method), and message delivery status so we can send these messages and honor your choices. Mobile numbers are processed by our messaging provider only to deliver messages on our behalf.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information won't be shared with any third parties.

How We Use Information

We use information to:

• Provide, maintain, secure, and improve TrainerSuite.
• Authenticate users and manage accounts.
• Operate client, session, package, payment, and calendar features.
• Provide customer support and service communications.
• Monitor usage, reliability, performance, and security.
• Understand public marketing page performance using analytics tools.
• Detect, prevent, and address technical issues, abuse, and security risks.

Sharing and Disclosure

We do not sell personal information, and we do not give it to advertisers or data brokers. We may share information with service providers that help us operate TrainerSuite, such as hosting, database, analytics, email, push notification, authentication, and payment-related infrastructure providers. We may also disclose information if required by law, to protect rights and safety, or with your direction or consent.

All the above categories exclude text messaging originator opt-in data and consent; this information won't be shared with any third parties.

Push notifications. If you turn on notifications in the app, we send notification text (such as a client's name, a session time, or a balance alert) through Google Firebase Cloud Messaging and Apple Push Notification service so it can reach your device.

Mobile phone numbers and text-message consent are excluded from any sharing for marketing purposes. See Text Messages (SMS) above.

Trainers you work with can see the mobile number on your client record.

We do not transfer, disclose, sell, or share Google Calendar data with third parties except as needed to provide or improve TrainerSuite's user-facing calendar, scheduling, session-management, support, security, and infrastructure features; as required by law; or with your direction or consent. We do not transfer Google Calendar data to advertising platforms, data brokers, information resellers, or parties that use it for credit-worthiness, lending, targeted advertising, personalized advertising, retargeting, or interest-based advertising.

WHOOP data is shown only to the trainers the client chooses and anyone on their team in TrainerSuite, and is never sold, used for advertising, or shared with AI assistants.

Apple Health data is shown only to the trainers the client chooses and anyone on their team in TrainerSuite, and is never sold or used for advertising.

Data Security

We use reasonable technical and organizational measures to protect personal information, including access controls, secure transport, encryption where appropriate, and limited access to production systems. Google Calendar refresh tokens are encrypted before storage. Sensitive information like private notes about a client, session notes, and a client's injuries and emergency contact are encrypted before they're stored. No method of transmission or storage is 100% secure, so we cannot guarantee absolute security.

Your Choices and Rights

You may request to access, correct, export, or delete your personal information by contacting us at the email address below.

Trainers can disconnect Google Calendar from TrainerSuite settings. Disconnecting stops future sync and removes local Google credentials from TrainerSuite. You can also revoke TrainerSuite access from your Google Account permissions page.

Clients can disconnect WHOOP from Settings → WHOOP, which ends our access and deletes the stored WHOOP data. They can also turn sharing off for each trainer there. The same goes for Apple Health, from Settings → Apple Health.

Data Retention

We retain information for as long as needed to provide TrainerSuite, comply with legal obligations, resolve disputes, maintain business records, and enforce agreements. We delete or de-identify information when it is no longer needed for those purposes.

When you disconnect Google Calendar, TrainerSuite stops future Google Calendar sync and removes local Google credentials from TrainerSuite. You may also contact us to request deletion of personal information associated with your account, subject to legal, security, billing, dispute, and legitimate business recordkeeping needs.

If you start over, we keep a short record that it happened, with counts and card payment ids, for billing and dispute support. It can also list the titles of past calendar events whose calendar was disconnected.

We keep records of text message consent after an account is deleted, as proof of consent.

When a trainer disconnects an AI assistant, its access tokens are deleted right away. TrainerSuite keeps a record of the connection and of the changes prepared and approved through it, like other account history, until the workspace is deleted.

WHOOP data is kept while the client stays connected. Disconnecting deletes it, and WHOOP webhook delivery records are deleted after 30 days. Copies in our database backups are deleted within 7 days.

Apple Health data is kept while the client stays connected. Disconnecting deletes it. Copies in our database backups are deleted within 7 days.

Cookies and Analytics

We use cookies and similar technologies to keep you signed in, remember your preferences, and keep the service secure. These are required for TrainerSuite to work and cannot be turned off from within the product.

On our public marketing pages we use analytics to understand which pages visitors reach and how those pages perform. We do not use advertising cookies, we do not run interest-based advertising, and we do not use Google Calendar data for any analytics or advertising purpose. You can block or delete cookies in your browser settings, though signed-in features will not work without them.

Children's Privacy

TrainerSuite is a business tool for personal trainers and is not directed to children under 13, and we do not knowingly collect personal information from them. A trainer may keep records about a client who is a minor; those records are entered by the trainer, and the trainer is responsible for having the consent required to keep them. If you believe a child has provided us personal information directly, contact us at the address below and we will delete it.

International Data Transfers

TrainerSuite is operated from the United States and our hosting, database, email, and authentication providers process information there. If you use TrainerSuite from outside the United States, you understand that your information will be transferred to and processed in the United States, where privacy laws may differ from those in your country.

Changes to This Policy

We may update this Privacy Policy as TrainerSuite changes or as the law requires. When we do, we revise the Last Updated date at the top of this page. If a change materially affects how we handle your information, we will give notice in the product or by email before it takes effect. Your continued use of TrainerSuite after a change takes effect means you accept the updated policy.

Contact Us

If you have questions about this Privacy Policy or want to request access, correction, deletion, or export of your data, contact us at:

support@trainersuite.app