Privacy Policy
This Privacy Policy explains how Designatic, LLC, doing business as CoachingHQ (“CoachingHQ,” “we,” “us,” or “our”), collects, uses, discloses, and protects information in connection with the CoachingHQ.ai website and the CoachingHQ dashboard, wins pages, and related services (collectively, the “Service”).
Who this is for. CoachingHQ is a business-to-business tool for fitness coaches and coaching businesses (each, a “Coach” or “Customer”). The Service connects to a Coach’s own Trainerize account and helps them understand and retain their clients. This policy covers data about Coaches (our direct users) and explains how we handle data about a Coach’s own clients (“End Clients”), which we process on the Coach’s behalf — see our Data Processing Agreement.
1. Who we are & how to contact us
The data controller for Coach account data is:
- Designatic, LLC (DBA CoachingHQ)
- Registered agent: Hutchinson Black and Cook, Boulder, Colorado
- Mailing address: c/o Hutchinson Black and Cook, LLC (registered agent), 921 Walnut St #200, Boulder, CO 80302
- Email: hello@coachinghq.ai
2. Information we collect
2.1 Information you provide as a Coach
- Account & contact details — your name, email address, business name, and similar details you submit (for example, through our sign-up form).
- Trainerize connection credentials — your Trainerize Business ID and a read-only Trainerize API key that you generate and provide so we can sync your data. You supply your own credentials; we do not share a single key across customers.
- Branding & configuration — your logo, colors, domain preferences, and dashboard settings.
- Billing details — information needed to invoice and collect payment, handled through our payment providers (see Section 7). We do not store full payment card numbers on our systems.
- Communications — messages you send us by email or during onboarding/support.
2.2 Data we sync from your Trainerize account (including End Client data)
Using the read-only API key you provide, we pull data from your Trainerize account to power your dashboard and wins pages. This includes information about your End Clients, such as:
- Names and basic profile/contact details;
- Coach assignment and program/phase;
- Health-adjacent fitness data — body weight and body stats, nutrition/macro logs, step counts, workout completion, goals, habits, and engagement/messaging activity.
We process End Client data on behalf of, and under the instructions of, the Coach. For this data the Coach is the “controller” and CoachingHQ is the “processor.” The Coach is responsible for having the legal right and any consents needed to share End Client data with us. See the Data Processing Agreement.
2.3 Information collected automatically
- Usage & device data — log data, IP address, browser/device type, pages viewed, and similar technical information collected when you use the Service.
- Cookies / local storage — used for authentication, security, and remembering preferences (for example, theme settings).
3. How we use information
- To provide, operate, brand, and maintain the Service and your dashboard;
- To sync, store, aggregate, and display your Trainerize data, including flagging at-risk End Clients and generating wins pages;
- To authenticate users and secure the Service;
- To bill you and collect payment;
- To provide support and respond to your requests;
- To send service and account communications (and, where permitted, occasional product updates — you can opt out of non-essential messages);
- To improve and develop the Service; and
- To comply with law and enforce our Terms of Service.
4. Legal bases for processing (EEA/UK users)
Where the EU/UK GDPR applies, we rely on: performance of a contract (to provide the Service you signed up for); legitimate interests (to secure, support, and improve the Service); consent (where required, e.g., certain communications or cookies); and legal obligation (to meet our legal duties). For End Client data, the Coach is responsible for establishing a lawful basis and obtaining any consents.
5. How we share information
We do not sell personal information. We share information only as described here:
- Service sub-processors — vendors that host and run the Service on our behalf (Section 6);
- At your direction — for example, displaying a wins page you choose to share with an End Client;
- Legal & safety — when required by law, to respond to lawful requests, or to protect rights, safety, and the integrity of the Service; and
- Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this policy.
6. Sub-processors
We use the following third parties to operate the Service. Each handles only the data needed for its function:
| Sub-processor | Purpose | Data involved |
|---|---|---|
| Cloudflare | Hosting, storage (database/cache), content delivery, security | All Service data, at rest and in transit |
| Trainerize | Source system we sync from, using the Coach’s own read-only API key | Coach and End Client fitness data |
| PropelAuth | Authentication and access control | Coach account / login data |
| Easy Pay Direct | Payment processing and invoicing | Billing and payment details |
7. Payments
Payments are processed by our payment provider(s) named above. Your payment details are handled by them under their own terms and privacy policies. We receive limited information (such as confirmation of payment and billing contact details) but do not store full card numbers on our systems.
8. Data storage, location & international transfers
The Service is hosted on Cloudflare’s infrastructure. Data may be processed in the United States and other locations where our sub-processors operate. Where we transfer personal data internationally, we rely on appropriate safeguards (such as Standard Contractual Clauses) where required. The Service is currently offered to U.S.-based coaching businesses and we process data in the United States; if we begin offering it to customers in the EEA or UK, we will put Standard Contractual Clauses or another approved transfer mechanism in place at that time.
9. Security
We use reasonable technical and organizational measures to protect information, including encryption in transit, encryption of sensitive credentials, access controls, and per-tenant isolation. Each Coach supplies their own read-only Trainerize API key, which can be revoked at any time from within Trainerize. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
10. Data retention
We retain information for as long as your account is active and as needed to provide the Service, then for a reasonable period afterward to comply with legal, accounting, or reporting obligations. You may request deletion as described below. On account termination, we will delete or de-identify Coach and End Client data within a commercially reasonable period, and generally within ninety (90) days, subject to legal retention requirements.
11. Your rights & choices
Depending on where you live (for example, under the California CPRA or the EU/UK GDPR), you may have rights to access, correct, delete, port, or restrict the use of your personal information, and to object to certain processing. To exercise these rights for Coach account data, contact us at hello@coachinghq.ai.
For End Client data, the Coach is the controller. If you are an End Client and want to exercise rights regarding your data, please contact your Coach; we will assist the Coach in responding as required.
We will not discriminate against you for exercising your rights.
12. HIPAA notice
CoachingHQ is a general fitness and coaching analytics tool. It is not a HIPAA “covered entity” or “business associate,” and the Service is not intended to receive, store, or process Protected Health Information (PHI) as defined by HIPAA. Fitness and wellness data collected by a personal trainer is generally outside HIPAA’s scope. Do not submit PHI from a healthcare provider or covered entity to the Service. This is a disclaimer of intended use, not a guarantee of regulatory status — consult your own advisor if HIPAA may apply to you.
13. Children’s privacy
The Service is intended for businesses and is not directed to children under 16. We do not knowingly collect personal information directly from children. If a Coach’s End Client data includes minors, the Coach is responsible for having the necessary consents.
14. Changes to this policy
We may update this Privacy Policy from time to time. We will post the updated version with a new “Last updated” date and, where appropriate, notify you. Your continued use of the Service after changes take effect means you accept the updated policy.
15. Contact us
Questions about this policy or your data? Email hello@coachinghq.ai or write to Designatic, LLC (DBA CoachingHQ) at the mailing address above.