Privacy policy
Last updated September 30, 2026
Coachtor is a coaching app. Coaches use it to plan training, message clients and keep records. Clients use it to log workouts and stay in touch with their coach. Gym owners use it to see how their coaches are doing. This page explains, in plain English, what we store, why, who helps us run it, and what you can do about it.
The short version: we store what the app needs to work and nothing more. We do not sell your data. We do not show ads. This website has no tracking or analytics. AI helps write drafts, but a draft never goes to anyone until a coach reads it and taps send.
What we store
| What | Why |
|---|---|
| Your account: email address, name, and the name you show to clients | To sign you in (we email you a link or code, there is no password) and to show who a message or plan came from. |
| Your gym, team and coach connections, and the invites that set them up | So the right coach sees the right clients, and nobody else does. |
| Workouts: plans, sets, reps, weights, tempo, swaps, personal bests, practice attendance | This is the training record, the core of the app. |
| Goals, weigh-ins, measurements and notes you add | So you and your coach can see progress. |
| Messages, and the photos, videos and voice notes sent in them | So coach and client can talk in the app. |
| Consult recordings, and the transcript and write-up made from them | A coach can record the first consult, with the client's consent, so Coachtor can write up the client record and a draft plan. The audio itself is deleted automatically 30 days after the consult. The transcript and write-up stay with the client record. |
| Check-ins and forms: weekly check-in answers, the intake health screen, and signed waivers | So the coach can follow up, and the gym has a record of what was signed. A signed form keeps the exact words the client saw, and cannot be changed after it is signed. |
| Progress photos | Private to the client and their current coach. |
| Appointments and workout reminder settings | So a booked session shows on both calendars. Reminders themselves are set on the client's own phone. |
| Coach notes, and the at-risk flag we call GONE QUIET | So a coach can spot a client who has stopped showing up, before it becomes a cancellation. |
| A client's monthly rate, if the coach or owner types it in | Only to show the gym owner revenue per coach. Coachtor does not take payments. |
| The waitlist form on coachtor.com: your name, email, whether you coach or own a gym, and roughly how many clients you have | So we can invite you when a spot opens. Only we can read the list. Ask us and we will take you off it. |
| Push notification tokens | A code from your phone that lets us send you a notification, such as a new message. |
Photos, videos, voice notes and recordings sit in private storage. They are not on public links, and only the people allowed to see them can open them.
Who can see what
- Clients see their own record.
- Coaches see the clients they coach now. When a client moves to a new coach, their history moves with them.
- Gym owners see summaries across their gym, such as revenue per coach and who has gone quiet.
- Every table in our database has access rules that enforce this on the server, not just in the app.
Who helps us run Coachtor
We use a few companies to run the app. They handle data only to provide their service to us.
- Supabase hosts our database, file storage and sign-in.
- Anthropic (the company behind Claude) writes AI drafts: the consult write-up and draft messages. It receives the text needed to write that draft, such as a consult transcript or recent check-ins.
- Deepgram turns consult recordings into text.
- Expo delivers push notifications to your phone, through Apple.
AI drafts never send themselves
Coachtor uses AI to save coaches time on writing. Every AI draft is shown to the coach first. Nothing an AI wrote goes to a client until the coach reads it, can edit it, and taps send. The consult write-up and draft plan work the same way: the coach approves them before a client sees anything.
Your choices
- Export. A client can export their full history at any time from inside the app, as a PDF to read and a data file other apps can open. The export is made on your phone and handed to you directly.
- Delete. You can delete your account and your data at any time from inside the app: Delete my account, at the bottom of the Coach tab (clients), Today (coaches) or Gym (owners). Or email hello@coachtor.com from the address you sign in with. See how to delete your account.
- Consult recording. A client can say no to being recorded. The coach can still take notes by hand.
- Notifications. Turn them off any time in your phone's settings.
Health screen answers are deleted with your account. A signed waiver is kept by your gym as a legal record: your typed name, the date and the exact words you signed, with nothing else of yours attached.
Children
Coachtor is not meant for children under 13, and we do not knowingly collect their data.
Changes
If we change this policy, we will update the date at the top. If a change matters, we will tell you in the app.
Contact
Questions about privacy: hello@coachtor.com.