Privacy Policy

1. Who we are

Coachbase runs coachbase.in and the Coachbase apps for iPhone and Android. Under India's Digital Personal Data Protection Act, 2023 (DPDP Act), we are the data fiduciary for the personal data you share with us. This policy covers the website and the apps.

2. What we collect

Information you give us: your name, email address and phone number, and the fitness and health data you enter during onboarding, check-ins and chat (goals, injuries, medical conditions, women's health answers, workout and meal logs, and photos, voice notes and documents you add to chat).

Information from services you choose to connect: activity from Strava, and fitness data from Health Connect or Apple Health. See section 5.

Information we receive when you use Coachbase: subscription and payment status, a device token if you allow notifications, and usage data such as pages visited, features used and performance metrics.

We also keep a record of when you gave or withdrew consent for the AI coach.

If you rate or report a coach reply, we keep the rating, the reason you chose and any note you add with that reply. Our team reads reports to keep coaching safe and accurate.

3. How we use it

Your data is used solely to provide and improve the Coachbase service. That means generating your training programs, adapting recommendations, and personalising your coaching experience.

We do not sell your personal data to third parties. We do not use your health data for advertising.

4. AI providers

Coachbase uses AI models to write your coach's replies, your program guide and feedback on check-ins. To do that, we send them what you share with us.

We ask for your permission before your coach uses AI. If you started using Coachbase on the website before we began asking, the coach may keep working as before until you answer. Once you say no, or turn it off later in Settings under AI coach, nothing more is sent to these providers. Turning it off stops coach chat and deletes what your coach has remembered about you. Your chat history stays.

Without the AI coach you can still log workouts and get a program built from our training rules.

5. Health data from Health Connect and Apple Health

In the Coachbase apps for Android and iPhone you can connect Health Connect or Apple Health. If you do, Coachbase reads only the types you allow, and only these five: steps, workouts, weight, sleep and heart rate. We keep a daily summary of them with your account. We only read this data. We never write to Health Connect or Apple Health.

We use this data only to fill in your check-ins and, if the AI coach is on, to coach you. It is never sold, never used for advertising, and never sent to analytics. You can change these values before you send a check-in.

Disconnect in Settings stops reading and deletes the health data we synced. You can also remove access in the Health Connect app or in the Health app on your iPhone. Our use of data from Health Connect follows the Health Connect Permissions policy, including its Limited Use requirements.

6. Push notifications

If you allow notifications in the app, your phone gives us a device token. We use it only to send you Coachbase notifications, such as reminders about your workouts, check-ins and program, through Google Firebase Cloud Messaging on Android and Apple Push Notification service on iPhone. On the website, your browser gives us a push subscription for the same purpose.

The app's token is deleted when you sign out of the app or delete your account. If you uninstall the app, the token stops working and we stop using it. A browser subscription is deleted when you sign out of that browser, turn notifications off or delete your account. You can turn notifications off at any time in your phone or browser settings.

7. In-app purchases

When you subscribe in the iPhone or Android app, Apple or Google processes the payment. We receive the purchase status, the product, renewal and expiry dates, and a store transaction identifier. We never receive your card or UPI details.

We use RevenueCat, Inc. (USA) as a processor to receive and check store purchases, linked to your Coachbase account id. This data is used only to provide your subscription and is kept with your payment records as tax law requires.

Payments on coachbase.in go through Razorpay. We never see your full card number, card security code or UPI PIN. Razorpay tells us the payment method, your UPI ID or the last four digits and network of your card, and the email and phone number used to pay, and we keep these with the payment record.

8. Data storage and security

Your data is stored securely using Supabase (PostgreSQL) with row-level security. All data is encrypted in transit and at rest.

Some of the services we use process data outside India, including in the United States and the European Union.

9. Service providers

We use these services to run Coachbase. Each one receives only what it needs for its purpose and has its own privacy policy.

• Supabase: database, file storage and sign-in
• Vercel: hosting the website and the app
• AI service providers: writing coach replies, your program guide and check-in feedback, turning voice notes into text and searching our coaching library, as described in section 4
• Pinecone: search over our coaching library
• PostHog: product analytics
• Sentry: error reports, with personal details removed before they are sent
• Razorpay: payments on coachbase.in
• Apple (App Store) and Google (Google Play): payments in the iPhone and Android apps
• RevenueCat, Inc. (USA): receiving and checking App Store and Google Play purchases
• Google Firebase Cloud Messaging and Apple Push Notification service: delivering notifications to your phone
• Google and Apple: sign-in, if you choose Sign in with Google or Sign in with Apple
• Strava: importing your activities, if you connect Strava
• YouTube (Google): showing exercise video previews in chat and playing a video when you open one

10. How long we keep it, and account deletion

We keep your data while your account is open, for as long as we need it to coach you.

You can delete your account in Settings, then Account, then Delete Account. Deletion is permanent and happens straight away: your profile, onboarding answers, programs, workouts, check-ins, chat history, coach memories, uploaded photos, Strava data, health data, credits and subscription details, notification tokens, your AI choice history and your login are erased. Encrypted backups held by our database provider expire on their normal schedule, after which no copy remains. See the delete account page for the full steps.

A Coachbase Pro plan bought on our website is cancelled right away when you delete your account, so there are no further charges. A subscription bought through the App Store or Google Play is not cancelled by deleting your account. Cancel it in the store first.

We keep the record of payments and invoices for as long as Indian tax law requires. That covers Razorpay, App Store and Google Play payment events. It holds the amount, the date, the plan, the payment method details described in section 7, and the email and phone number used to pay. It holds no health or training data. We also keep counts of how the product is used and what our AI usage cost, with no link to your account.

If you delete your account, we keep a one-way code made from your email address and sign-in ID, together with whether you already used the free week, the free program and the launch price window. It cannot be turned back into your email. It is used only to stop a new account with the same details from getting a second free week, a second free program or the launch price. We keep this code for 2 years after the account is deleted, then delete it.

If you sign in with Apple, we keep an encrypted token from Apple only so we can ask Apple to disconnect Coachbase when you delete your account.

When you delete your account, we ask PostHog to delete the product analytics linked to it where we can. If any remain, email support@coachbase.in and we delete them within 30 days.

11. Your rights under India's DPDP Act

• Access: ask for a summary of the personal data we hold about you and how we use it.
• Correction: correct, complete or update your data. Most of it you can edit yourself in Settings.
• Erasure: delete your account and data from Settings at any time, or ask us to.
• Withdraw consent: turn the AI coach off in Settings, disconnect a health app or Strava, or turn off notifications. Withdrawing is as easy as giving consent and does not affect what happened before.
• Nominate: name someone who can use these rights for you if you die or cannot act yourself.
• Grievance: complain to our grievance officer, and if you are not satisfied, to the Data Protection Board of India.

To use any of these rights, email support@coachbase.in from the email address on your account. You can also ask us to stop using your data for product analytics.

12. Grievance officer

Grievance officer, Coachbase: support@coachbase.in

We reply to a grievance within 30 days, and never later than the 90 days the DPDP rules allow. If you are not satisfied with our answer, you can complain to the Data Protection Board of India.

13. Data breaches

If a breach affects your personal data, we tell you without delay what happened, what it means for you and what we are doing about it. We also report it to the Data Protection Board of India as the law requires, including a detailed report within 72 hours.

14. Children

Coachbase is for adults 18 and over. We do not knowingly collect data from anyone under 18. If you believe someone under 18 has an account, email us and we will delete it.

15. Cookies

We use session cookies for authentication and a small number of analytics cookies (PostHog). We do not use advertising or third-party tracking cookies.

16. Changes and contact

If we change this policy in a way that matters, we tell you in the app or by email before the change applies.

Questions about this policy? Email support@coachbase.in.