Coaching context is personal.
We treat it that way.

1. Scope

This policy applies to MyElitePT websites, lead and consultation forms, accounts, PT marketplace profiles, QR and PT-code referrals, programmes, journals, progress records, AI features, chat, calendar and bookings, payments, personalised top orders and delivery, emails, support and related services. It applies whether you are a visitor, lead, client or PT.

2. Information we collect

We may collect identity and contact information; login and consent records; PT qualifications, profile, services, pricing and business details; client goals, availability, equipment, experience and lifestyle; consultation and PAR-Q answers; injuries, symptoms, medications and other health information you choose to provide; programmes, alternatives and PT sign-offs; food, macro, exercise, RPE, activity, check-in and progress logs; appointment, cancellation and no-show records; chat and community content; package, entitlement, payment, refund and payout records; personalised product choices, printed name, PT code and delivery address; reviews, complaints and coach-change requests; and technical, security and usage information such as device, browser, IP address, timestamps and diagnostics.

3. Where information comes from

Information comes from you, your PT, a lead form or QR journey, authorised app activity, payment and identity providers, support conversations and other users who interact with you. A PT may add notes, plans, appointments, safety decisions and progress observations. We do not require online clients to provide unnecessary gym information, but may request equipment and training-location information where needed to make a plan usable.

4. Why we use information

We use information to create and secure accounts; link leads and clients to the correct PT; show marketplace choices; assess package eligibility and payment access; support consultations, PAR-Q review and programme publishing; deliver training or optional nutrition features; operate journalling, macros, progress, RPE, chat, community, calendar and booking tools; generate AI-assisted drafts and responses; process payments and calculate platform and PT shares; produce and deliver personalised top orders; send service messages; handle cancellations, refunds, no-shows and disputes; prevent misuse; provide support; comply with law; and improve service reliability and safety.

5. Legal bases

• Accounts, enquiries, coaching administration and orders: contract or steps you request before a contract (Article 6(1)(b)). This includes answering your enquiry, providing the service you choose and fulfilling your order.
• Accounting, data rights and legal reporting: compliance with legal obligations (Article 6(1)(c)).
• Security, fraud prevention, support, service diagnostics and marketplace integrity: legitimate interests (Article 6(1)(f)) in protecting people, resolving problems and operating a reliable service. We balance these interests against your rights. You may object.
• Optional AI assistance, connected health, promotional marketing and website tracking: consent (Article 6(1)(a)). Providing a purchased AI Coach service also involves performing that contract, but processing your health information still requires your explicit permission.
• Legal claims: legitimate interests in establishing, exercising or defending a claim; health information is retained for that purpose only where necessary under Article 9(2)(f), not simply because it might be useful.

Health processing relies on explicit consent under Article 9(2)(a), as explained below. You can withdraw consent through the Privacy & Data Centre or by contacting us. Withdrawal stops future consent-based use, without making earlier lawful use unlawful. Essential account and payment details are needed to provide the service you request. Optional marketing, tracking and health connections are not a condition of an account. Required form fields are identified where we ask for them.

6. Health and special-category information

Health, injury, disability, medication, nutrition and PAR-Q information may reveal special-category data. We request explicit health-data consent for the coaching features that need it and limit collection to relevant information. A client may decline optional information, but a PT may be unable to coach or publish a programme safely without necessary screening. Medical-clearance flags are safety controls, not diagnoses. Emergency services and medical care are not provided through MyElitePT.

Body measurements on a short enquiry are optional. We ask separately for permission to share them with your chosen PT to discuss your goals. You can enquire without measurements, and withdraw that permission through Privacy & data rights. This choice does not authorise AI processing or replace the later coaching health-data consent.

7. AI-assisted processing

If you make the separate AI-processing choice, relevant account context may be sent to AI service providers to draft programmes, independently review a self-service programme, interpret food or external activity logs, estimate macros from a description or a meal photograph, summarise consultation information, suggest alternatives and answer gym-related questions. Client context is separated by account and coaching relationship. We minimise the information sent for each task. A meal photograph used for an estimate is processed once and is not stored by MyElitePT; only the nutrition entry the client reviews and saves is retained. AI output may be inaccurate and does not make medical diagnoses. PT-managed programmes require human PT review and sign-off before publication; the £19.99 app-only tier instead uses a separate AI review and does not include human PT approval or support.

Client app accounts include AI-assisted features and ask for explicit AI-processing permission beside the Client Terms and Privacy Policy. You can decline or withdraw that permission without losing account access or non-AI coaching tools. AI features, including the AI-only Coach’s programme generation, require it to be enabled. Manage the choice at any time in the Privacy & Data Centre.

Active coached clients may use the client-facing AI features made available to their service. A PT’s optional AI Toolkit permits client-specific briefs, suggestions, imports, scoring and programme reviews. We record the PT account entitlement and relevant usage for access control, billing, safety and audit purposes.

AI-generated replies and plans are not human assessments. You can question an output, ask your PT to review a human-coached plan, or contact Support about an AI-only plan. We do not use your health information for advertising or sell it to AI providers. Providers process requests under their service and data-protection terms; deleting a record here does not imply that every provider copy is deleted immediately.

7A. Apple Health, Watch and device permissions

Apple Health is optional. With the permissions you choose, MyElitePT reads the relevant activity, workout and health measurements to show your activity and help you log a workout. Workout and health values saved to your MyElitePT account can be used in your coaching records and, with separate AI permission, for the selected AI feature. Watch workouts sync with your signed-in account; writing a workout to Apple Health needs the corresponding device permission. Health information is not used for advertising, marketing or data brokerage. You can revoke Health access in device settings and manage consent and deletion in the Privacy & Data Centre. Revoking access stops future imports; it does not by itself delete a workout already saved.

Optional PT calendar sync sends event identifiers, start/end times and the all-day setting to reserve busy time. It does not upload external event titles, notes or attendee lists. Disconnecting removes the imported availability blocks. Photo and camera permissions let you select or take an image for a feature you choose; we do not copy your whole photo library.

The iPhone app keeps account-specific data on your device for faster loading and offline use. Shared devices should be locked and signed out when no longer in use. Notification previews may show a name, appointment or completed-workout title. Control previews and push permissions in your device settings; detailed coaching records remain inside the authenticated app.

8. PT access and responsibility

A client’s assigned PT can access information reasonably needed to assess safety, create services, track adherence, manage bookings and provide support. PTs must not access, export, reuse or disclose information for unrelated purposes and must maintain suitable confidentiality and security. A PT-change request does not automatically move private notes; MyElitePT reviews the lawful and safe transition before granting a replacement PT access.

9. Marketplace, profiles and reviews

Published PT profile details, specialties, credentials, prices, availability and aggregated reviews may be visible to prospective clients. Lead and private client data is not public. Reviews may be moderated for authenticity, safety and unlawful content but will not be edited merely because they are critical.

9A. Ambassador referrals and QR attribution

If you intentionally submit an active Founding Ambassador referral code during account creation, we permanently record that code, the account type, signup date and limited progress milestones needed to determine a reward. The Ambassador sees only a masked reference, referral type, signup date and high-level milestone status. They do not receive your health information, qualification documents, verification-failure reasons, payment amounts, bank or Stripe details. A referral is not added retrospectively through ordinary user controls. Optional website measurement and PT profile/QR-link alerts use a random 30-minute browser identifier to group repeat activity, not a device or network fingerprint. With your separate choices, MyElitePT may count public-page visits and top-shop actions (customisation, size-guide opens, sign-in clicks and checkout attempts, opens or errors) and send grouped visit alerts. The relevant PT may receive a link-open alert. Shop measurement does not collect your personalised wording or link the browser identifier to order records. Alerts do not include your name or contact details. Public-page and shop-action totals expire after 30 days; notifications remain in account history. See our Cookie notice to change your choices.

10. Payments and payouts

Payment providers process card or bank details under their own notices. MyElitePT normally receives payment identifiers, status, amounts, package, refunds, disputes and payout information rather than full card numbers. We use these records to grant service access, enforce booking allowances, calculate PT FairScale and AI Toolkit billing and the disclosed marketplace share (20% of the first payment and 10% on later renewals), pay PTs, account for refunds and chargebacks, prevent fraud and meet tax or accounting obligations. For personalised product orders, Stripe also collects the delivery name, address and telephone number. We use the fulfilment details to produce, deliver, support and retain appropriate business records for the order.

11. Communications

We send transactional messages needed for account claims, security, payment, bookings, plan publication, service changes and support regardless of promotional consent where lawful. Marketing emails and promotions require a separate opt-in and include an unsubscribe route. Unsubscribing from marketing does not stop essential service messages.

An enquiry may receive relevant follow-ups from the PT about the request you made. Later re-engagement and promotional offers require current marketing permission. You can stop automatic enquiry follow-ups using the link in the email. PT Toolkit introductions and reminders are optional marketing, including an introduction after signup. We record delivery, bounce and complaint outcomes to prevent unwanted or repeatedly failed sends; these emails do not use open tracking pixels or tracked-click redirects.

12. Community and chat

Direct messages are visible to authorised participants and may be accessed by MyElitePT when reasonably required for support, safety, abuse investigation or legal compliance. Community posts are visible to the relevant community. Do not publish private health or contact information in community areas. Chat is not monitored continuously and is not an emergency channel.

13. Who we share information with

We share only what is reasonably needed with assigned PTs, infrastructure and database providers, AI providers, authentication services, payment and payout providers, email and communication providers, print and delivery suppliers for your top order, error-monitoring providers, professional advisers and authorities where legally required. We may share information during a genuine corporate transaction subject to appropriate confidentiality and legal safeguards. We do not sell personal data. The current named services and their functions are listed on our service-provider page.

14. International transfers

Our main database is hosted in the United States. Other providers may process information outside the United Kingdom. Where required, we use adequacy regulations, the UK International Data Transfer Agreement or Addendum, or another lawful transfer mechanism, together with appropriate supplementary measures. The provider list explains the main locations and safeguards. Contact our privacy address for information about, or a copy of, the relevant safeguards, with confidential or third-party information protected where necessary.

15. Retention

We keep unconverted leads for up to 12 months after inactivity, or up to 24 months where marketing permission remains active and there is no engagement. Expired unused invitations are removed 30 days after expiry; notification delivery records after 180 days; and completed AI-job payloads after 90 days. Routine chat is normally kept for the active relationship and up to 24 months. Contract, payment, tax, consent, complaint and safety records may be kept for up to six years where needed for accounting, legal obligations or legal claims. Optional health imports and photographs are removed with the account or a valid erasure request unless a specific legal hold applies. Our database recovery history rolls off after seven days. Minimal suppression records may be retained to honour an opt-out or prevent repeated failed delivery. When a period ends, information is deleted or irreversibly anonymised. A justified live dispute, safeguarding matter or legal duty may pause deletion for the affected record only.

15A. Exercise demonstrations and reports

Optional PT demonstration uploads are held in private storage and reviewed by authorised administrators before sharing with assigned clients. We record the owner, upload details, review decisions and reports to operate the feature and investigate safety concerns. Reporting a video hides it for the reporter; report details are restricted to the administrative team, not shown to the PT. Removing a demonstration does not remove training records.

Uploaded footage loads only when requested. The iPhone app prepares a smaller copy for upload and removes its temporary preparation files afterwards. It does not automatically download the video library for offline use. Opening a YouTube link connects to YouTube, whose own privacy practices apply; we do not load a YouTube player merely because you open your plan.

Unfinished uploads become eligible for deletion after one day; removed or declined footage after seven days. Scheduled cleanup retries failed deletions. Evidence for an unresolved report is held until the concern is resolved or a specific legal hold is released. Minimal review and report records follow the complaint and safety retention periods above. Contact us about privacy, removal or an inappropriate demonstration using the contact details below.

16. Security

We use access controls, authenticated sessions, account separation, logging and reasonable organisational and technical safeguards. PTs must protect their devices and credentials and access client data privately. No online service can guarantee perfect security. Contact privacy@myelitept.app immediately if you suspect unauthorised access or disclosure.

17. Your rights

Subject to applicable UK data-protection law, you may ask to access, correct, erase, restrict or receive your personal data, object to certain processing, withdraw consent, and complain about how it is used. Some rights are qualified—for example, we may retain records needed for legal claims, safeguarding, accounting or fraud prevention. We may verify identity before responding. You can download portable account data or submit a tracked request through the Privacy & Data Centre.

We normally respond to rights requests within one calendar month. Where the law permits more time for a complex request or necessary identity checks, we will explain the reason and applicable deadline. Requests are normally free. An objection to direct marketing stops that marketing without requiring you to give a reason.

18. Automated decisions

AI generates and reviews AI-only plans; it does not replace human review of a PT-managed programme. Payment status can automatically control paid feature access under the package contract, and safety answers can flag a programme for human review. Programme-delivery records can affect PT marketplace eligibility. You can ask for human review, explain your position and challenge an incorrect outcome by contacting privacy@myelitept.app if you believe an automated process made an incorrect material decision involving your data.

19. Children

MyElitePT accounts and purchases are for people aged 18 or over. We do not knowingly provide accounts to children. If you believe a child has supplied personal information, contact our privacy address so we can investigate and take appropriate action.

20. Cookies and local storage

We use essential cookies and local storage for authentication, security, preferences and app operation. Optional public-website measurement and PT link alerts are off until you choose them. Change either choice using Cookie settings in the website footer. The Cookie notice explains storage, providers and retention. Private app, payment and intake answers are not collected by this optional activity feature.

21. Complaints and regulator

Use our electronic complaint form or email privacy@myelitept.app. We record the complaint, acknowledge it promptly and in every case within 30 days, investigate it appropriately and communicate the outcome. You do not have to complete our process before complaining to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint. A complaint does not remove any other legal remedy.

22. Changes

We may update this policy as the service, providers or law change. We will show the new version and effective date, give appropriate notice of material changes, and request fresh acceptance where needed. Previous acceptance records are retained for audit purposes.

23. Contact

Send privacy and data-rights requests to privacy@myelitept.app, or use the tracked rights form, including enough information to identify your account and request. For ordinary app or account help use support@myelitept.app; formal legal notices go to legal@myelitept.app. Do not send additional medical information by unsecured email. Related documents: Client Terms and PT Platform & Marketplace Terms.