Privacy Policy

1. Information we collect

Account and sign-in information. We collect your email address, account identifiers, authentication and verification records, and versions/timestamps associated with Terms acceptance and Privacy Policy acknowledgment. Email/password accounts use a password hash rather than a readable stored password. If you choose Apple or Google sign-in, we receive the identifiers and profile information that provider supplies, which may include your name and email address. Linked or merged accounts can have multiple sign-in identities.

Adult-eligibility information. We use your birth month and year and, where needed, a timestamped declaration that you are at least 18 or have already turned 18 this month. We do not require your exact birth day or identity documents for these age checks. We use the information to restrict coaching to eligible adults and address conflicting or incomplete information; it is not an independent verification of identity or age.

Profile, health and fitness information. Depending on what you provide and the features you use, this includes age or birth month/year, sex, height, body weight, fitness experience, goals, injury-related limitations, activity levels, exercise preferences, equipment and training-location choices. We collect generated and custom workouts, session history, exercise names, weights, repetitions, sets, durations, exertion/difficulty feedback and adjustments. Injury information and other free-text responses can contain sensitive health information. Provide only information needed for the feature; do not include another person’s sensitive information.

Voice, text and uploaded content. We process short microphone recordings and recognized speech for voice commands and workout responses. We also collect written workout feedback, derived feedback themes, support messages, product feedback and files or screenshots you choose to submit. Screenshots can contain personal information visible on your screen; review them before uploading.

Sharing and device information. When you share workouts or use partner features, we process the shared plan, sender/recipient information, reactions, session connections and workout-progress signals needed for those features. We also process authentication tokens, notification tokens when registered, technical request information, errors and diagnostic records. Network services can receive your IP address and request metadata. Diagnostic records may include account/session identifiers; they are not necessarily anonymous. Current transcription logging excludes recognized speech and transcription response bodies. Older diagnostic records may contain transcription text; this policy does not claim those historical records have already been erased.

2. How we collect and use information

We receive information directly from you, from your use of the app or website, and from sign-in, infrastructure and delivery providers. We use it to create and secure your account; generate and personalize workouts; operate voice commands; save and synchronize progress; support workout sharing and partner sessions; deliver requested account messages and notifications; respond to support and privacy requests; diagnose failures; and comply with applicable legal obligations.

We derive exercise preferences and feedback themes to support coaching adjustments. These automated results can be wrong and are not a medical diagnosis. You can use available settings and manual controls to correct workout entries and change preferences. We do not require you to submit optional free-form feedback merely to keep your account.

3. Voice processing and third-party AI

Cloud transcription. Q-Coach’s cloud voice feature sends recorded clips from your device through our server to OpenAI’s transcription API. OpenAI receives the clip and request context used to recognize workout commands and responses. We receive the resulting text and use it to interpret your response or update workout entries. Speech processing can differ by platform and feature; do not assume all voice processing occurs only on your device.

Workout-feedback analysis. Q-Coach also sends free-form post-workout feedback and relevant exercise names to OpenAI’s API to identify themes, sentiment and exercise references, and to support personalization and coaching-setting suggestions. The resulting classifications are stored with your feedback/account. These inputs are not inherently anonymous: what you type or say may identify you or disclose health information even when a separate name or email field is not included.

Permission and alternatives. Accepting our Terms or acknowledging this policy is not permission for third-party AI sharing. We ask separately before sending audio to OpenAI for transcription and before sending feedback for AI personalization. Microphone permission only permits microphone access; it is not the sharing permission. You may decline either sharing choice. Tap/manual controls remain available without cloud transcription; you can save feedback text and structured ratings without AI analysis. Section 8 explains withdrawal.

Provider processing. OpenAI’s published API data-use documentation says API data is not used to train its models by default, unless the API customer opts in. That is a provider rule with qualifications, not a guarantee of anonymous processing, zero retention, or that no human can ever access data. Retention differs by endpoint, feature and account configuration. This policy does not claim that Q-Coach has obtained zero-data-retention approval or independently verified every provider setting.

For the audio-transcription endpoint we use, OpenAI currently lists no abuse-monitoring or application-state retention. For the chat-completion endpoint used to analyze workout feedback, its standard abuse-monitoring retention is up to 30 days, with longer retention possible when required by law or reasonably necessary to protect its services or third parties from harm. Our feedback-analysis requests set storage to false; this does not turn off OpenAI's separate abuse monitoring or establish that all caching or other provider records are absent. These endpoint rules do not determine how long Q-Coach retains the resulting workout entries or feedback.

4. Who receives information

We disclose information needed for the purposes described here to the following recipients:

• OpenAI: audio and associated transcription context, or written workout feedback and exercise-name context, for the processing described above.
• Hosting, database and file-storage providers: account, profile, workout, feedback, uploaded-file and technical data needed to run and secure Q-Coach’s backend and storage. Our application uses Replit-linked infrastructure and Google Cloud Storage technology for files; the precise provider/subprocessor arrangements and locations depend on the operating environment.
• Apple and Google: sign-in information when you choose their authentication services. Provider passwords are entered through the provider’s sign-in process, not given to Q-Coach as readable passwords.
• Resend: email addresses and message content for service emails such as password-reset, verification and workout-sharing messages.
• Expo and device-platform notification services: registered notification tokens and notification content for enabled push features. Notification content may include an email address, workout name or reaction and may be visible on your lock screen.

We require service providers handling information on our behalf to use it only for authorized purposes and provide the same or equal protection described in this policy and required by Apple’s applicable guidelines, including appropriate confidentiality, security and deletion obligations. Independent providers may also process information for their own disclosed purposes, such as authentication or platform security. Their notices supplement, rather than replace, our responsibility for our disclosures to them.

5. Sharing choices, beta testing and other disclosures

Sharing with people you choose. Workout sharing and partner-session features disclose the plan, identity/contact details and live progress needed for the feature to your selected recipient or connected partner. Reactions may identify the person reacting. Share only with people you intend to receive the information. Recipients may retain their own copies, screenshots or messages; deleting your account does not recall everything already delivered to another person.

TestFlight. When you use Q-Coach through TestFlight, Apple collects crash logs and usage information and provides beta-testing information to us under its TestFlight Terms. Those terms state that beta-testing data collection cannot be opted out of while participating. Feedback and screenshots submitted through TestFlight may contain personal information. Ending beta participation does not erase data already provided. Apple’s handling is described in Apple’s Privacy Policy.

Internal access and legal disclosures. Authorized personnel may access account, workout, feedback and diagnostic information as needed to support users, maintain the service, investigate failures or fulfill privacy requests. We may disclose information when legally required, to respond to valid legal process, or as necessary and lawful to protect rights, safety and security. A genuine merger, acquisition or transfer of the service may involve information subject to applicable safeguards, notice and legal requirements; it does not authorize unrelated use of health information.

No sale or health-data advertising. We do not sell personal information. We do not use or disclose health and fitness information for targeted advertising or unrelated marketing, or provide it to data brokers. The health and fitness processing described here supports your coaching experience and service operation, not an authorization for unrelated data mining or research.

Current free testing. There is no current Q-Coach paid subscription to process. This policy does not describe RevenueCat as an active processor. If paid services are introduced, the policy and purchase disclosures must identify actual billing recipients and uses before the new processing begins.

6. Device permissions and local storage

Microphone and files. Microphone access enables voice input. You can turn it off in your device settings and use available manual controls. When submitting attachments, provide only the files or screenshots you intend to share. Declining access may prevent the related optional function, not authorize access by another means.

Notifications and local data. You can manage notification permissions in device settings. Q-Coach uses device or browser storage for sign-in state, settings, cached workout information and pending synchronization. Clearing local storage may sign you out or remove unsynchronized entries; it does not delete the server account. Logout, disabling permissions and uninstalling the app are distinct from account deletion.

This policy does not authorize tracking across other companies’ apps or websites. Any tracking that requires Apple’s App Tracking Transparency permission must be separately disclosed and authorized before it occurs. Functional storage and ordinary service diagnostics are not, by themselves, a statement that advertising tracking occurs.

7. Retention, deletion and security

Account and workout records. We retain your account, workout history, preferences and related personalization records while your account remains open so you can return to your history. We do not currently delete an account or its workout history solely because it is inactive, and there is no automatic inactivity-deletion period. This does not override your deletion rights or authorize indefinite retention for unrelated purposes. We consider the purpose of each record, your requests and applicable legal obligations. Account deletion is not a temporary archive or a promise that erased history can be restored.

Temporary audio. Our server attempts to delete uploaded transcription clips after processing, with bounded retries if deletion fails. A separate cleanup process targets unreferenced files in the current managed temporary-audio storage once they are at least one hour old; checks run at startup and approximately every 15 minutes while the service is running. In-use files are protected. Failures, shutdowns, permissions or uncertain process ownership can delay cleanup, so one hour is an eligibility threshold, not a guaranteed maximum storage time. These rules do not establish deletion from a device, legacy storage, logs or OpenAI’s systems.

Diagnostics and other technical records. Logs support troubleshooting and security and have a separate retention lifecycle from audio. Voice-diagnostic database reports are trimmed to the latest 200 per user on upload and are eligible for deletion after 90 days, including a daily age-based cleanup. These controls do not apply to ordinary server logs or provider backups. Replit's published documentation states that deployment logs are retained for 30 days. That provider rule does not establish the retention of development logs, downloaded copies, separate security records or backups. Current transcription logging excludes recognized speech and transcription response bodies, but historical logs may contain transcription text. The retention and erasure periods for other logs, copies and backups have not yet been fully verified; we do not promise a specific deletion period for those unverified categories. Structured workout entries derived from speech remain with your workout history unless deleted. Any retention remains subject to applicable law and your rights; an unverified schedule does not give us a blanket right to keep information.

Feedback and uploads. Workout feedback and classifications support your account and personalization. Account deletion removes associated feedback files from active storage. Support email is handled separately through Gmail using our email-forwarding provider. Our approved support procedure calls for reviewing correspondence when an issue is resolved and periodically afterward, and deleting identifiable messages and attachments when they are no longer needed to resolve the issue, carry out an identified follow-up, handle a privacy request, or meet a specific applicable legal obligation or lawful exception. Any retained information is limited to that purpose and reviewed for deletion when the reason ends. We do not keep support email merely because an app account remains open or inactive. Archiving is not deletion. Deleting an app account does not automatically erase separate email conversations, but applicable deletion requests are assessed across relevant records and copies. Provider-held records and recovery copies can have separate deletion processes; we do not promise immediate erasure from every system. This support-mail procedure does not broaden the account-deletion exceptions below.

Database recovery history. Our production database is configured with a seven-day point-in-time recovery window, and separate scheduled database backups are turned off. Recovery history can contain information that has been deleted from the active database. This setting applies to database recovery history, not Gmail, uploaded files, logs or every provider-held copy, and is not a guarantee that all copies are erased within seven days.

Deletion records for safe recovery — pending activation. We have developed safeguards intended to prevent deleted accounts from returning after a database restore. Once activated, these will keep restricted internal account identifiers and deletion dates separately from the database being restored, solely to reapply and verify deletions before restored service resumes. The records will not contain names, email addresses, workout history or message contents. They are intended to be removed once no retained, authorized recovery source or unfinished recovery/deletion work needs them; they are not a permanent archive. Production activation and operational expiry arrangements remain to be completed. This policy does not represent these safeguards as currently active or independently verified in production.

Transactional email provider records. We use Resend's Free plan. Resend's published standard rules for this plan provide 30-day email and log retention. Its published security information separately describes seven-day backups and deletion of remaining customer data within 90 days after termination of the Resend account. These periods cover different records and events; they are not a guarantee that all copies disappear within one period. Deleting a Q-Coach user does not terminate our Resend service account or erase messages from recipients' mailboxes.

Deletion exceptions. On account deletion, we remove the account and associated personal information from our active systems, except information we are legally required to keep. Backups and technical logs may be subject to separate retention cycles and applicable deletion requirements; they are not an authorization to retain personal information indefinitely. Where a lawful exception applies, retained information must be limited to the permitted purpose. We do not promise instant erasure from every backup, recipient’s device or third-party system.

Security and processing locations. We use authentication, access controls and other safeguards intended to protect information, but no system is completely secure. Protect your account and shared devices, and report suspected unauthorized access to us. Providers may process information outside your state or country of residence under their applicable arrangements; US-only service eligibility is not a guarantee of US-only data storage. This policy does not claim a security certification or universal compliance with healthcare privacy laws.

8. Your choices and privacy requests

Please tell us whether your request concerns your account, support correspondence or both, if you know. We will help clarify the scope and will not limit a broad request to account records alone. We use verification appropriate to the sensitivity and risk of the request, and do not ask you to email passwords or sign-in codes. We explain any applicable limits, remaining provider steps and available appeal rights in our response. You can update available profile and workout settings in the app. You may also request access to, correction of, a copy of, or deletion of personal information by emailing support@qcoach.fit. Depending on applicable law, additional rights may include portability, restrictions on certain processing, and an appeal of a denied request. We will handle requests and any applicable appeal within the periods required by law and explain applicable limitations. We will not unlawfully discriminate against you for exercising privacy rights.

We may request reasonable identity verification to protect your information, using information appropriate to your request. Do not email a password or unnecessary health information. Where applicable law permits an authorized agent to act for you, we may require proof of authorization and identity.

Withdrawing consent. Settings provides separate withdrawal controls for OpenAI audio transcription and OpenAI feedback personalization. Withdrawal stops future requests for that purpose and discards pending AI results, but cannot recall information already sent to OpenAI. Tap/manual controls and saving feedback without AI remain available. You may also send a withdrawal request to the email above. Withdrawal does not undo earlier lawful processing or automatically delete existing records. Turning off the microphone does not withdraw feedback-sharing permission or erase previously transmitted information.

9. Deleting your Q-Coach account

Initiate deletion in App Settings → Delete Account. This is the ordinary route; an email to support is not a routine prerequisite. The flow requires confirmation and may require renewed sign-in to verify your identity. Contact support@qcoach.fit if you encounter a problem; support contact is not a promise that verification or provider requirements can be bypassed.

For accounts linked to Sign in with Apple, deletion includes revocation of Q-Coach’s Apple authorization. Merged accounts can have more than one Apple identity; each authorization must be addressed. Fresh Apple authorization may be required. A cancelled or failed attempt, or revocation of only one identity, is not confirmation that deletion is complete. Deleting Q-Coach does not delete your Apple or Google account.

Account deletion removes associated active account data, subject to Section 7, and invalidates access to that account. It is not merely a pause. Removing the app from a device or stopping TestFlight participation does not delete your Q-Coach account. If deletion takes additional time, you should receive information about the applicable timeframe and completion; do not assume that a failed attempt has completed.

There is currently no Q-Coach subscription to cancel. If you later purchase an Apple-billed subscription, account deletion or uninstalling will not itself cancel that subscription; use Apple’s subscription controls. Deletion will not require cancellation first or waiting for a subscription period to end.

10. Children and service scope

Q-Coach is intended for adults aged 18 and older in the United States, not for children. We do not knowingly seek personal information from children. If you believe a child has provided information, contact support@qcoach.fit so we can investigate and take appropriate action, including deletion as required. An age policy is not a representation that identity or age has been independently verified.

The app uses birth month/year and asks “Have you already turned 18?” only when that month/year places you in your eighteenth-birthday month. A “No” answer does not allow coaching access before your birthday. Existing users whose information clearly establishes adult eligibility do not receive this extra question. Missing or conflicting information can require a targeted check. Restricted users can still contact support, correct their information and request account deletion.

State privacy and consumer-health-data laws may provide rights beyond this policy. Nothing here waives those rights. Offering the service only in the United States does not remove obligations that otherwise apply to information we handle.

11. Changes and contact

The published version will be available at qcoach.fit/privacy.html, with its effective or last-updated date. We will provide notice of material changes through the service or an account-related message as appropriate and obtain further permission where required before materially different processing begins.

For questions, privacy requests or concerns, contact:

Q-Coach LLC
51 A St, Lake Lotawana, MO 64086, United States
Telephone: (816) 289-1502
Email: support@qcoach.fit
Website: qcoach.fit