Privacy Policy

TrainerFlow Pro ("TrainerFlow," "we," "us," or "our") operates a trainer–client management platform that helps fitness coaches manage clients, assign workout and nutrition plans, track progress, communicate with clients, and verify payment proofs. We respect your privacy and are committed to protecting personal information in accordance with applicable data protection laws, including the Information Technology Act, 2000 and applicable rules in India, and principles aligned with global privacy standards where relevant.

By accessing or using TrainerFlow Pro, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use our services.

This policy applies to information collected through:

• The TrainerFlow Pro website and marketing pages
• TrainerFlow Pro mobile applications for Android and iOS
• Customer support, email communications, and demo requests
• Any other services that link to this Privacy Policy

This policy does not apply to third-party websites, payment apps, or messaging platforms that you may use outside TrainerFlow Pro to pay your coach or communicate with clients.

TrainerFlow Pro supports different user roles. The data controller for your account information is TrainerFlow Pro. When a trainer uploads or manages client data within the platform, the trainer is typically responsible for ensuring they have a lawful basis to collect and process that client information. TrainerFlow Pro processes such data on the trainer's instructions to provide the service.

• Trainers: account holders who manage clients, plans, payments, and communications
• Clients: end users linked to a trainer who log workouts, nutrition, progress, and payments
• Platform administrators: authorized personnel who manage platform operations

We collect information you provide directly, information generated through use of the platform, and limited technical information from your devices.

Account and profile information:

• Name, email address, phone number, and profile photo
• Account role (trainer, client, or platform administrator)
• Authentication credentials managed through Firebase Authentication
• Trainer codes, business preferences, and notification settings

Coaching and client data:

• Client profiles, goals, membership status, and trainer assignments
• Workout plans, exercise logs, sets, reps, and completion records
• Nutrition plans, meal assignments, and dietary compliance check-offs
• Progress logs including weight, measurements, and check-in responses
• Progress photos uploaded by clients or trainers
• Messages and conversation metadata between trainers and clients

Payment-related information:

• Payment request details such as plan name, amount, due date, and status
• Payment proof uploads including screenshots, transaction references, and amounts reported by clients
• Trainer payout settings such as UPI ID, bank account details, and payment instructions
• Payment approval notes and audit history

Important: TrainerFlow Pro does not process card payments or bank transfers between trainers and clients inside the app. Payment proofs are stored for verification purposes only.

Automatically collected information:

• Device type, operating system, app version, and language settings
• IP address, approximate location derived from IP, and access timestamps
• Crash reports, performance logs, and diagnostic data via Firebase Crashlytics and Analytics
• Cookies and similar technologies on our website (see Section 12)

We use personal information for the following purposes:

• Creating and managing user accounts and authenticating access
• Providing core platform features including plans, progress tracking, messaging, and payment verification
• Sending service notifications such as payment reminders, join requests, and account alerts
• Processing support requests and responding to contact form submissions
• Monitoring platform security, preventing fraud and abuse, and enforcing our Terms of Service
• Analyzing aggregated usage trends to improve product performance and user experience
• Complying with legal obligations and responding to lawful requests from authorities

We do not use health or fitness data for advertising profiling. We do not sell your personal information to third parties.

Depending on your jurisdiction and the type of processing involved, we rely on one or more of the following legal bases:

• Contract: processing necessary to provide the services you signed up for
• Consent: where you have given clear consent, such as optional marketing communications or uploading photos
• Legitimate interests: securing the platform, improving features, and preventing misuse, balanced against your rights
• Legal obligation: where processing is required by applicable law

We share information only as described below:

• Between trainers and their linked clients as required to deliver coaching services
• With service providers that help us operate the platform under contractual confidentiality obligations
• With law enforcement or regulators when required by valid legal process
• In connection with a merger, acquisition, or sale of assets, subject to continued protection of your data

Our primary infrastructure providers include Google Firebase (Authentication, Cloud Firestore, Cloud Storage, Cloud Functions, Analytics, and Crashlytics), which may process data on servers located outside your country.

TrainerFlow Pro may store and process data in India and in other countries where our service providers operate. When data is transferred internationally, we implement appropriate safeguards such as standard contractual clauses, provider security certifications, and access controls to protect your information.

We retain personal information for as long as your account is active or as needed to provide services. Specific retention practices include:

• Account data is retained until you delete your account or request deletion, subject to legal hold requirements
• Payment records may be retained for up to seven (7) years for accounting, tax, and dispute resolution purposes
• Progress photos and logs are retained while the associated client profile exists unless deleted earlier by authorized users
• Support communications are retained for up to twenty-four (24) months unless a longer period is required by law
• Anonymized analytics data may be retained indefinitely

When data is no longer required, we delete or anonymize it using commercially reasonable methods.

We implement administrative, technical, and organizational safeguards designed to protect personal information, including:

• Encrypted data transmission using HTTPS/TLS
• Firebase Authentication and role-based access controls
• Firestore security rules restricting data access by user role
• Restricted access to production systems for authorized personnel only
• Regular monitoring for unauthorized access and suspicious activity

No method of transmission or storage is completely secure. You are responsible for maintaining the confidentiality of your login credentials and for using a strong, unique password.

Depending on applicable law, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your account and associated data
• Withdraw consent where processing is based on consent
• Object to or restrict certain processing activities
• Receive a copy of your data in a portable format where technically feasible
• Lodge a complaint with a relevant data protection authority

To exercise these rights, email hello@trainerflow.pro with your account email and a description of your request. We may need to verify your identity before processing requests. Clients linked to a trainer may also contact their trainer regarding coaching data stored in the platform.

Our website uses cookies and similar technologies to remember preferences, analyze traffic, and improve performance. Types of cookies we use include:

• Essential cookies required for site functionality
• Analytics cookies to understand how visitors use our pages
• Preference cookies to remember settings such as theme or language

You can control cookies through your browser settings. Disabling certain cookies may affect website functionality.

TrainerFlow Pro is not intended for individuals under the age of 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will take steps to delete such information.

The platform may store fitness-related information such as weight, workout history, nutrition compliance, and progress photos. This information is not intended to diagnose, treat, or prevent any medical condition. Trainers and clients are responsible for determining whether sharing such information is appropriate and lawful in their jurisdiction.

We treat health and fitness data with heightened care and restrict access through role-based permissions. Do not upload sensitive medical records unless necessary for your coaching relationship and permitted by applicable law.

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date and, where appropriate, notify you via email or in-app notice. Continued use of the platform after changes become effective constitutes acceptance of the revised policy.

For privacy-related questions, data subject requests, or complaints, contact:

• Email: hello@trainerflow.pro
• Product: TrainerFlow Pro
• Subject line: Privacy Request

We aim to respond to verified requests within thirty (30) days.