Privacy Policy | CoachLink

Last updated: September 13, 2026

This Privacy Policy explains how CoachLink ("CoachLink", "we", "us" or "our") collects, uses and shares information when you use the CoachLink website, applications and related services (together, the "Service").

CoachLink is a software platform that helps fitness coaches run their coaching business and work with their clients. By using the Service, you acknowledge the practices described in this Privacy Policy. Your use of the Service is also governed by our Terms of Service.

1. Information we collect

We collect information you provide to us, information created when you use the Service, and limited technical information needed to operate it. Depending on how you use CoachLink, this may include:

Account information — such as your name, email address, and the information we receive when you sign in with a third-party account such as Google.
Profile information — such as a profile photo, contact details, and, for coaches, business and public profile information.
Coaching and program information — such as fitness goals, profile details relevant to coaching, workout and nutrition programs, check-ins, progress information and activity you record in the Service. Some of this information may relate to your health or physical condition.
Communications — such as messages exchanged between coaches and clients through the Service, and messages you send to us.
Uploaded media — such as photos, voice messages, documents and other files you choose to upload.
Payment-related information — such as the plans, packages or products you select, payment details a coach provides so clients can pay them, and payment confirmations or proof of payment you upload. We do not collect or store payment card numbers.
Information from visitors — such as details you submit through contact or enquiry forms on our website or on a coach's public page.
Technical and usage information — such as device, browser and log information, and information about how and when the Service is used, which we need to operate, secure and troubleshoot the Service.

Please do not submit information you are not comfortable sharing. Information you provide as a client is generally shared with your coach so they can coach you.

2. How we use information

We use information to:

Provide, operate and maintain the Service, including creating accounts and signing you in.
Connect coaches with their clients and enable coaching features such as programs, check-ins, progress tracking and messaging.
Support subscriptions, memberships, purchases and the related payment confirmation process.
Generate insights and reports within the Service, including optional AI-assisted features.
Send service-related communications and notifications.
Provide support and respond to your requests.
Protect the security and integrity of the Service and prevent misuse.
Understand and improve how the Service is used.
Comply with legal obligations and enforce our terms.

CoachLink does not sell your personal information.

3. How information is shared

We share information only as needed to provide the Service and as described below:

Between coaches and clients. Information a client provides through the Service is shared with the coach they have joined, and information a coach provides for their clients is shared with those clients.
Public coach pages. Coaches may choose to publish a public profile page. Content a coach publishes on that page can be viewed by anyone.
Service providers. We share information with trusted third parties who help us operate the Service, as described in Section 4.
Legal and safety reasons. We may disclose information where we believe it is required by law or reasonably necessary to protect the rights, safety or property of CoachLink, our users or others.
Business changes. Information may be transferred as part of a merger, acquisition, financing or sale of all or part of our business.
With your direction. We may share information when you ask us to or give permission.

4. Third-party service providers

We rely on trusted third-party service providers to operate the Service — for example, to host and store data and media, send emails, provide sign-in options, power AI-assisted features, and monitor errors. These providers process information only as necessary to perform services for us.

When you choose to sign in with a third-party account, such as Google, or use a third-party service linked from CoachLink, that provider's own terms and privacy policy also apply.

5. Communications

We send communications related to your account and use of the Service, such as sign-in and account messages, subscription or membership updates, payment status updates, and notifications about activity involving your coach or clients. These may be delivered in the Service or by email.

These communications are part of operating the Service. If we ever send promotional communications, we will provide a way to opt out.

6. Data security

We use reasonable technical and organisational measures designed to protect information against unauthorised access, loss and misuse. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

You are responsible for keeping your account credentials confidential. Please contact us if you believe your account has been accessed without authorisation.

7. Data retention and deletion

We keep information for as long as it is needed to provide the Service and for the purposes described in this Privacy Policy. We may also keep certain information for longer where reasonably necessary to comply with legal obligations, resolve disputes, maintain business and financial records, prevent misuse, or enforce our agreements.

Coaching records may remain available to the coach a client worked with, including after that coaching relationship ends.

When information is no longer needed, we take reasonable steps to delete or anonymise it.

8. Your choices and requests

You can review and update much of your profile information from within the Service.
Coaches can choose whether to publish a public profile page.
You can contact us to make requests relating to your account or personal information, such as access, correction or deletion. We will respond to requests in accordance with applicable law and may need to verify your identity. Some information may be retained where required or permitted for legitimate business or legal reasons.
Clients may also wish to contact their coach directly about information held in that coaching relationship.

9. Children's use

The Service is not directed to children, and we do not knowingly collect personal information from children in violation of applicable law. If you believe a child has provided personal information to us inappropriately, please contact us and we will take appropriate steps.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above and, where appropriate, provide additional notice. Your continued use of the Service after an update means you accept the revised Privacy Policy.

11. Contact us

If you have questions about this Privacy Policy or want to make a request about your information, please contact CoachLink using the contact details provided on our website or within the Service.