Our Privacy Policy

Last Updated: Oct 22nd, 2025

Applies to: Wellness Coach mobile apps, web app, Coach Dashboard, APIs, and related services (the “Services”).

Wellness Coach provides a digital platform with coaching, team challenges, and wellness tools to help members reach their goals. This Privacy Policy explains what we collect, how we use and share information, and the choices you have. It is incorporated into our Terms of Service. By using the Services, you agree to this Policy.

Quick summary: Certain health, activity, meal, and biometric data can be optionally shared with your coach. You choose what to share, nothing is pre‑checked, and you can withdraw consent anytime in. We do not use Apple Health, Google Fit/Health Connect, or other health data for advertising or sell this data.

1. Information We Collect

We collect information in three ways: (A) information you provide, (B) information from connected services you authorize, and (C) information collected automatically.

A. Information You Provide

  • Account & profile. Username, password, email, name, gender, city, age, profile photo, and other details you add. You may sign in with SSO (e.g., Google, Microsoft); we receive basic profile and verification info from your identity provider.

  • Coaching interactions. Messages, notes, survey responses, preferences, goals, and content you share in groups or 1‑1 coaching.

  • Support & communications. Contact information and any content you send to us (e.g., support requests, feedback forms).

B. Optional Health, Activity, Meal & Biometric Data (By Consent)

If you opt in, we may collect and process:

  • Activity & sleep: steps, distance, workouts, heart rate, sleep duration/stages (as available).

  • Meals & nutrition: meal photos, tags, and calculated nutrition/macros (from on‑device or cloud analysis).

  • Biometrics: weight, body composition, blood pressure, glucose and similar metrics you choose to share.

  • Integrated tool : Calendar, Weather, Gym access (like via Class pass), Communication tools (like Slack) and similar supported tools


Sources & frequency. With your permission, we read only the data types you approve from Apple Health (HealthKit), Google Fit/Health Connect, and supported wearables/apps (e.g., Fitbit, Garmin). Sync typically occurs once per day for wearable/biometric data and near‑real‑time for meals you log.

Who can see it. Only your assigned coaches and a small number of authorized Wellness Coach personnel under confidentiality and role‑based access. We do not share your individual results with your employer. Employer reporting is aggregated and de-identified.

How we use it. To personalize recommendations, goals, and check‑ins; surface trends; support quality and safety; and produce de‑identified analytics to improve our programs. We do not use this data for cross‑context behavioral advertising and do not sell it.

Apple Health (HealthKit). Data obtained via HealthKit is used solely to provide health and fitness features to you. We do not use HealthKit data for marketing/advertising or data mining and we do not store HealthKit data in iCloud. You control access in iOS Settings.

Google Fit / Health Connect. Our use of information received from Google Fit/Health Connect adheres to Google’s User Data Policy, including the Limited Use requirements. You control access in your device settings.

Team challenges. If you join team challenges, we may display your contribution (e.g., steps) within the challenge experience. You control participation.

Your control. Nothing is pre‑checked. You can change or withdraw consent anytime in settings. Withdrawing consent stops future syncing and features that depend on these data. We retain previously collected records per our retention policy unless you request deletion.

C. Information We Get Automatically

  • Usage data. How you interact with our Services (e.g., classes attended, features used, timestamps).

  • Device & log data. Device model, OS, app version, language, time zone, crash/diagnostic data, and basic telemetry.

  • Location (optional). If you allow location, we may use it to improve experiences (e.g., time zone, locale). We do not use geofencing around sensitive health locations to identify, track, or target individuals. You can disable location in your device settings.

  • Cookies/SDKs. We use cookies and similar technologies for authentication, preferences, and analytics. You can control cookies through browser settings; some features may not function without them.

  • Photos & content. Images you upload (e.g., meal photos, chat/media). We may process images with AI to estimate portions/macros.

D. Personal 1‑1 Coaching Sessions (AI‑Generated Summaries)

For 1‑1 sessions, we may generate AI‑assisted summaries of key takeaways and recommendations. Summaries are shared with you and your coach to personalize future coaching. Coaches may edit or correct summaries.

E. AI Health Coach – Sensing, Predictions, and Goal Adjustments

With your consent, our AI Health Coach may process data from wearables, calendars, environment (e.g., time zone, weather), nutrition entries, and partner services (e.g., ClassPass, Slack) to personalize recommendations, daily goals, and reminders.

You control which integrations are active (e.g., calendar, meals, wearables), and whether suggestions appear passively or auto-trigger actions (e.g., auto-book a class).

AI health Coach continuously learns from your interactions and updates goals daily. All AI outputs are reviewed for safety and fairness. You can withdraw consent to any source or automation feature at any time.


2. How We Use Information

We use information to:

  • Provide, maintain, and improve the Services.

  • Personalize content, goals, insights, and recommendations.

  • Support coaching quality, safety, and program analytics (de‑identified).

  • Communicate with you (e.g., service messages, feature updates).

  • Monitor trends, debug, and prevent fraud/abuse.

  • Comply with legal obligations and enforce our Terms.

Use of Large Language Model (LLM). Our app uses AI/LLMs to assist with insights and summaries. AI outputs may be inaccurate or incomplete. Do not rely on AI for medical advice; consult a qualified professional for medical decisions.

We do not use Apple Health/Google Fit/Health Connect data for advertising and we do not sell this data.

3. How We Share Information

We share information as follows:

  • With coaches. Your individual health/activity/meal/biometric data (if you opted in) and coaching summaries are shared with your assigned coach; limited authorized personnel may access data under confidentiality.

  • With other users / public. We do not publicly share your health/activity/meal/biometric data. If you join challenges, certain metrics may be visible to participants within that challenge.

  • With employers/partners. We provide aggregated and de‑identified program analytics; we do not provide individual results unless you give separate authorization.

  • With service providers (processors). Vendors that support our Services (hosting, analytics, customer support, communications) may process data under written agreements limiting use to our instructions.
    For enterprise clients, a list of subprocessors is available upon request or via your DPA. We notify clients of material changes to subprocessors.

  • For legal reasons. To comply with law, respond to lawful requests, protect rights, safety, or prevent fraud/abuse.

  • Business transfers. In connection with a merger, acquisition, financing, or sale of assets, subject to this Policy’s protections.

We do not sell personal information, and we do not “share” it for cross‑context behavioral advertising as defined by certain U.S. state laws.

4. Your Choices & Rights

  • Manage sharing. Toggle categories (Activity/Sleep, Meals, Biometrics) on/off; pause or disconnect sources; choose specific data types where supported.

  • Access, export, delete. Request export and/or deletion of data by category/date range, or close your account. Some data may be retained as required by law or for legitimate business purposes (e.g., security, fraud prevention, audit logs).

  • Notifications. Control push/email preferences in-app or via your device settings.

  • Sensitive Personal Information (US). In California and certain states, you may limit the use and disclosure of Sensitive Personal Information. We do not use Sensitive PI for cross‑context behavioral advertising.

  • Appeals. Where required by law, you may appeal our decision regarding a privacy request.

To exercise rights, contact compliance@wellnesscoach.live. We may need to verify your identity. Authorized agents may submit requests where permitted.

5. Legal Bases (EU/UK)

Where the GDPR/UK GDPR applies, we process personal data on these legal bases:

  • Contract (Art. 6(1)(b)): to provide the Services you request.

  • Legitimate interests (Art. 6(1)(f)): service improvement, security, and de‑identified analytics (with safeguards).

  • Consent (Art. 6(1)(a) & Art. 9(2)(a)): explicit consent for special‑category data (health, biometrics) from connected services and nutrition photos. You may withdraw consent anytime in Settings → Data Sharing; withdrawal does not affect processing performed before withdrawal.

  • Where required, Wellness Coach uses Standard Contractual Clauses (SCCs) approved by the European Commission for cross-border data transfers.

6. Data Retention

We retain raw health/activity/meal/biometric records for 24 months and de-identified aggregates for 12 months, unless you request earlier deletion, we need the data to comply with legal obligations, resolve disputes, or enforce agreements. If you disconnect a source or withdraw consent, we stop future collection/syncing.


Upon termination of enterprise agreements, Wellness Coach will delete or de-identify personal data within 12 months unless required to retain it by law or regulation.

7. Data Security

We use technical and organizational measures appropriate to the risk, including:

  • Encryption in transit and at rest; key management and rotation.

  • Role‑based access controls, MFA for administrative access, and audit logging.

  • Vulnerability management, security reviews, and independent testing.
    No method of transmission or storage is 100% secure.

8. Children & Minors

The Services are not directed to children where parental consent is required by law. We do not knowingly allow minors to enable health data sharing without appropriate verified parental consent. If we learn we collected such data without required consent, we will delete it.

9. Single Sign‑On (SSO)

For enterprise clients, we support SSO (e.g., Google Workspace, Microsoft). The identity provider may send us limited profile information to authenticate you and enable access.

10. Changes to this Policy

We may update this Policy. If we make material changes, we update the “Last Updated” date. Continued use of the Services after changes means you accept the updated Policy.

11. Contact Us

Wellness Coach
8020 S. Rainbow Blvd Ste 100 #418
Las Vegas, Nevada 89139 USA
Email: compliance@wellnesscoach.live

12. Definitions (for clarity)

  • Personal Information / Personal Data: Information that identifies or relates to an identifiable individual.

  • Sensitive Personal Information: Includes health, biometric, precise location, and similar data defined by applicable law.

  • Aggregated / De‑identified Data: Data that cannot reasonably be linked to an individual.

Platform‑Specific Disclosures

Apple Health / HealthKit
Data obtained through Apple Health/HealthKit is used solely to provide health and fitness features to you. We do not use HealthKit data for marketing, advertising, or data‑mining and we do not store HealthKit data in iCloud. You can revoke access in iOS Settings.

Google Fit / Health Connect
Our use of information received from Google Fit/Health Connect adheres to Google’s User Data Policy, including the Limited Use requirements. You can revoke access in your device settings.