Privacy Policy
1. Who we are
TheFitHero (“FitHero”, “we”, “us”) is a coaching app for independent personal trainers and their clients. TheFitHero is not yet a registered company. During the free beta it is run by its founder as an individual, who is responsible for your personal data (the “controller”):
Petar Petkov, operating TheFitHero
Email: support@thefithero.com
Postal address: [TODO: postal address]
If TheFitHero becomes a company, we will update this notice and tell you before the change takes effect.
2. Where this notice applies
This notice covers the TheFitHero iPhone app, the Android app (in testing on Google Play), the TheFitHero web app and the website thefithero.com.
FitHero has two kinds of users: trainers, who coach, and clients, who join only through a trainer's invitation. Your trainer is an independent professional, not part of TheFitHero. They decide how they coach you and how they use the coaching information you share with them in the app.
3. What we collect
Account and sign-in
- Your name, email address, role (trainer or client) and account status.
- Your password, if you set one. It is stored only as a one-way hash.
- Sign-up, invitation and password-reset records. One-time codes and invitation tokens are stored only as one-way digests.
- Sign in with Apple or Google: we receive the provider's identifier for your account, the verified email address the provider shares (with Apple this can be a private relay address) and your name if it is shared. We never receive your Apple or Google password.
Invitations
When a trainer invites a client, we store the invitee's name and email address, any personal note the trainer adds and the invitation's status, so we can deliver the invitation and connect the two accounts.
Profile
- Clients: display name, time zone and, if you add it, date of birth.
- Trainers: display name, business name, time zone, currency and an optional branding logo that your clients see in the app.
Coaching data and workout logs
- Programs and workouts your trainer assigns, the sets, reps and weights you log, personal records and workout history.
- Coaching sessions and requests to reschedule them (the reason you give is encrypted).
- Weekly check-ins. Your written wins, challenges and notes are encrypted.
- Notes a trainer writes about a client. These are encrypted and visible only to that trainer.
- Notification preferences and in-app notifications.
Body metrics
Body measurements you choose to record, such as weight, body-fat percentage and other measurements with notes, and progress photos.
Onboarding and intake answers, including health information
When you join a trainer, the app asks a few short questions so your trainer can plan your start: your main goal, your training experience and a short safety check. You can skip and let your trainer go through it with you instead. Later, your trainer may ask you to complete the full intake. Your answers can include:
- your goals, training experience and how often you train;
- contact and emergency-contact details;
- answers to safety questions, any injury or pain you mention, whether a doctor has limited your activity, and other relevant health information;
- optional baseline measurements;
- documents you upload, such as a medical clearance letter;
- your trainer's review of your intake, including any training restrictions, guidance for you and private notes.
Health information is a special category of personal data. We ask for your explicit consent before any health answer is stored as part of a submitted intake. We record the version of this notice you agreed to (this one is 2026-10-onboarding-v2), your consent and acknowledgements, the name you sign with and the time you submitted.
Intake answers, signatures, review notes and uploaded documents are encrypted by the application before they are stored. In the app, a submitted intake is visible only to you and your active coach. Every time a trainer opens or changes it, the access is logged. When your coaching relationship ends, that trainer loses access.
Messages and media
- Messages you send to your trainer or client: text, photos, videos and voice notes.
- Your location only when you choose to share it in a chat (map coordinates and an optional place name or address). We do not track your location otherwise.
- Read receipts, typing indicators and whether you are currently online in the app.
Messages and attachments are stored on our own server and are served only to the people in that conversation after they sign in. They are protected in transit with HTTPS but are not end-to-end encrypted. The app asks for camera, microphone, photo library and location permission only when you use the matching chat feature.
Device and push notification tokens
If you allow notifications, we store your device's push token, its platform (iOS or Android) and when it was last used. Notifications are delivered through Apple Push Notification service on iPhone and Firebase Cloud Messaging (Google) on Android. Message notifications include a preview of up to 120 characters of the message. Health and intake details are never included in notifications. A token is deleted when you sign out or when Apple or Google reports that it is no longer valid.
Onboarding metrics
To see whether onboarding works, we record simple events such as when onboarding started, the last screen reached, whether it was skipped or submitted, and how long it took. These records never contain your answers or any health value.
Technical, security and server logs
- Your IP address is processed to protect the service, for example to limit repeated sign-in attempts.
- Security and audit records store a one-way hash of the IP address rather than the address itself, together with what action was taken and when. They never contain passwords, tokens, email addresses or health values.
- Server logs are kept for about 14 days. Links that carry a secret, such as invitation links and calendar-feed links, are kept out of our web server access logs.
We send transactional email only: invitations, sign-up and password-reset codes, coaching-session updates and security notices, such as when a new sign-in method is linked to your account. We send it through our own mail server. We do not send marketing email.
Payments
TheFitHero is free during the beta and we do not collect any payment details. Clients never pay TheFitHero. When paid trainer plans start, they will be bought on the web and billed by Stripe. Card details will be entered on Stripe's own page and will never reach our servers. We will update this notice before billing starts.
On your device
The apps keep your sign-in token in your device's protected app storage (the Keychain on iPhone) and cache your workouts and messages so you can keep training without a connection. Workouts you log offline stay on the device until they sync.
Our website
thefithero.com does not use analytics, advertising or tracking cookies and loads no third-party scripts. The apps do not contain analytics or advertising trackers either.
4. Why we use your data and our legal bases
- To provide the service you signed up for (contract): create and run your account, connect trainers and clients, deliver programs, record workouts, power chat, send notifications and transactional email, and answer support requests.
- To process health information in your intake (your explicit consent): so your active coach can screen your readiness and train you safely. You can withdraw this consent at any time (see section 9).
- To keep TheFitHero secure (legitimate interests): verify sign-ins, prevent abuse, keep audit records, investigate incidents and keep backups so data can be restored.
- To improve onboarding (legitimate interests): using the value-free onboarding metrics described above.
- To meet legal obligations, where the law requires us to keep or disclose information.
We do not sell your data, do not use it for advertising and do not make automated decisions that have legal or similarly significant effects on you.
5. Who can see your data
- Your active coach. A trainer sees the data of the clients they actively coach. A client sees what their trainer shares with them, including the trainer's profile and branding. No other trainer or client can see your data.
- TheFitHero's operator, only where strictly needed to run, secure, restore or support the service, or when you ask us to.
- Service providers that help us run TheFitHero, only for that purpose:
- the data centre that hosts our server. We run the server and its software ourselves;
- an offsite backup storage provider, which receives only backups that are encrypted before they leave our server and cannot read them;
- Apple, for Sign in with Apple, push notifications on iPhone and app distribution (App Store and TestFlight);
- Google, for Google Sign-In, push notifications on Android (Firebase Cloud Messaging) and app distribution (Google Play);
- Meta (WhatsApp), only if you choose to contact our support on WhatsApp or opt in to WhatsApp alerts. WhatsApp then processes those messages under its own terms.
- Authorities, where the law requires it.
Email is sent through our own mail server, not a third-party email service. The exercise library is hosted on our own server, and no personal data is sent to the exercise data provider.
6. International transfers
Our server is hosted in a managed data centre, and our users, trainers and clients may be in different countries. Using TheFitHero can therefore mean that your data is stored or accessed outside the country where you live. Apple, Google and Meta may also process data in other countries, including the United States, under their own safeguards. We limit what we send them to what each service needs, and we never send health information to them.
7. How we protect your data
- All traffic between the apps or the website and our server uses HTTPS.
- Health intake data, intake documents, weekly check-in text, trainer notes, reschedule reasons and deletion-request reasons are encrypted by the application before they are stored.
- Passwords, one-time codes and invitation tokens are stored only as one-way hashes.
- Files are served only to signed-in users who are allowed to see them.
- Trainer access to health intakes is logged.
- Server administration is possible only over a private, encrypted network.
- Backups are encrypted before they leave our server.
No system is perfectly secure. If a breach affects your data, we will act to contain it and tell you and the relevant authorities where the law requires.
8. How long we keep data
- Account, coaching, workout, message and body-metric data: while your account is active, and until a deletion request is completed.
- Unfinished intake drafts: eligible for deletion after 90 days without activity.
- Submitted intakes, consent records, trainer reviews, clearance documents and access logs: kept while your account exists, so there is a record of what you agreed to and who saw it. No automatic expiry period has been set yet; they are handled through account deletion as described in section 9.
- Server logs: about 14 days.
- Push tokens: until you sign out or the token stops being valid.
- Backups: daily backups for 7 days, weekly backups for 4 weeks and monthly backups for 6 months, after which they are permanently removed.
9. Your rights
Under the UAE Personal Data Protection Law and, where they apply to you, the EU or UK GDPR and similar laws, you have rights over your personal data. We extend the rights below to every user, wherever you live.
Access and export
Choose Export my data in the app or the web app (Settings for trainers, Profile or Your account for clients). You get a file with your account details, profile and intake records. Copies of uploaded clearance documents, and any other data, are available on request from support@thefithero.com.
Correction
You can update most details yourself in the app. For anything you can't change, write to us.
Deletion
Choose Request account deletion in the iPhone or Android app, or Request deletion in the web app (Settings for trainers, Profile or Your account for clients), or email us. A person reviews each request, because some records may need to be kept for security, fraud prevention, disputes or legal obligations. You can cancel while it is under review. When a request is approved, your live data is deleted and records we must keep are de-identified where possible. Copies in backups disappear as those backups expire, within about 6 months.
Withdraw consent
You can withdraw your health-data consent for an intake in the app at any time. This immediately stops your trainer's access to it. Withdrawal does not affect processing that happened before it, and we keep the record that consent was given and withdrawn.
Object, restrict and complain
You can object to processing based on legitimate interests or ask us to restrict processing. Write to support@thefithero.com; we will respond within the time limits that apply where you live. If you are not satisfied, you can complain to a data protection authority: in the UAE, the UAE Data Office; in the EU or UK, the supervisory authority where you live or work.
If your request concerns coaching data your trainer uses to coach you, we may involve your trainer in the response.
10. Age limit
TheFitHero is only for people aged 18 or older. We do not knowingly collect data from anyone under 18. If you believe someone under 18 has an account, contact us and we will review and delete it.
11. Changes to this notice
Each version of this notice has a version label; this one is 2026-10-onboarding-v2 and replaces fithero-privacy-1. Intake records store the version you agreed to. If we make a material change, we will tell you in the app or by email before it takes effect, and ask for your consent again where the law requires.
12. Contact
Petar Petkov, operating TheFitHero
Email: support@thefithero.com
Postal address: [TODO: postal address]