Privacy Policy

Who this policy covers

Coach Adam James is the coaching service responsible for deciding how the information described here is used. This policy does not cover the separate Recovery or LifeMatrix apps, which have their own privacy notices.

Coaching and the tools are for adults aged 18 and over. We do not offer coaching to children. Contact us if a child has supplied personal information so we can investigate and remove it.

What we collect and why

• Contact and account details, enquiries, purchases, and subscription records let us respond to you, provide the service, and manage payments. The lawful basis is taking steps you request before a contract or performing that contract, UK GDPR Article 6(1)(b). Stripe handles full card details; we do not store them.
• Coaching intake, training history, nutrition information, body measurements, progress photos, check-ins, and workout logs help us tailor and deliver coaching. Contract under Article 6(1)(b) is the general lawful basis. When these reveal health information, we also require your separate explicit consent under Article 9(2)(a). Agreeing to terms or paying does not give health-data consent.
• Optional connected-health summaries support the fitness and readiness features you request. We use contract under Article 6(1)(b) together with explicit health-data consent under Article 9(2)(a). Device permission controls which records the app may read.
• Free tool inputs calculate your result locally in your browser. If you choose Email my results, we receive your email address and your results so Resend can email them to you. We do not save the results, your calculator inputs or, unless you also tick the newsletter box, your email address. If you tick the box, or join the newsletter elsewhere on the site, we store your email address with the consent wording you saw, the time you agreed, the page you used and any campaign tags (utm_source, utm_medium, utm_campaign) in the page address. Marketing emails and newsletters use separate consent under Article 6(1)(a). You can use the unsubscribe link in any marketing email or email us to stop marketing.
• Security and error logs help prevent abuse and diagnose faults. Our legitimate interests under Article 6(1)(f) are keeping the service secure and reliable. Public-page visit statistics help improve the website, also under Article 6(1)(f), subject to your objection control below.
• Records required by tax or accounting law are kept under Article 6(1)(c), legal obligation. Where necessary, limited records may be retained to establish or defend legal claims. We explain any applicable exception when handling an erasure request.

Optional health connections

With permission, the mobile app reads daily summaries of sleep, resting heart rate, steps, active energy, and body mass from Apple Health or Android Health Connect. HRV, heart rate variability, is read from Apple Health only. The Android integration does not read HRV. The app does not write health records back to either service.

Health summaries are used for your requested fitness features and coaching where applicable. We do not sell health data, use it for advertising, send it to website analytics or marketing services, or use it for credit or insurance decisions. Our use and transfer of information received from Health Connect are limited to the purposes you request and adhere to the Health Connect Permissions policy, including its Limited Use requirements. Apple Health data is used for health and fitness purposes, not advertising or data brokerage.

Workout drafts and pending health summaries can be stored on your device until they sync. In the app, open Health and choose Disconnect & wipe to remove synced health summaries and stop that connection. Also revoke permission in Apple Health or Health Connect settings. Revoking device permission alone does not erase information already synced to our servers.

Consent and withdrawal

You can withdraw consent at any time without affecting processing that was lawful before withdrawal. Use the health disconnection controls, unsubscribe from marketing, or email coaching@ptadamjames.com to withdraw consent for coaching or tool health information and request deletion.

Connected-health access, marketing, and WhatsApp videos are optional. Withdrawing connected-health or marketing consent does not cancel your coaching. If you withdraw consent for health information necessary to personalise coaching safely, we may need to stop or adapt that part of the service and discuss your options. Account deletion and subscription cancellation are separate controls.

Providers and recipients

We do not sell personal information. Providers receive information needed for their role. Health information is not used to build advertising audiences.

• Supabase provides account authentication, the database, and private file storage. Vercel hosts the website and provides public-page analytics.
• Stripe processes payments and subscriptions. Resend sends transactional emails and newsletters. Kit, formerly ConvertKit, manages mailing-list and service tags when configured. Make.com routes lead and workflow notifications when configured.
• Sentry receives error diagnostics, and on the website a small sample of page-speed measurements, when enabled on the website or app. Browser and device push providers, which can include Apple, Google, or Mozilla depending on your browser, deliver notifications when you opt in.
• WhatsApp, operated by Meta, processes messages and any optional videos you choose to send. YouTube and Vimeo receive connection information only when you choose to load their video player on a blog page. These providers have their own privacy terms.
• Cloudinary and ImgBB host some website images and videos, so your browser connects to them and shares its IP address and basic device details when those files load.
• Muscle & Motion is a separate exercise-library provider. If you use an invitation or follow its links, its service and privacy terms also apply. We may share information with professional advisers or authorities where necessary to meet legal obligations.

International processing

Some providers operate internationally, so information may be processed outside the UK, including in the EEA or United States. The actual countries depend on the configured hosting region, provider, and its subprocessors; a provider name alone does not confirm where all processing takes place.

Where a restricted transfer takes place, UK law requires an applicable adequacy decision or other appropriate safeguards, such as approved contractual clauses with the UK Addendum or an International Data Transfer Agreement and any necessary additional measures. Contact coaching@ptadamjames.com for details of the arrangements and a copy of relevant safeguards. We do not treat your agreement to this policy as blanket consent to international transfers.

WhatsApp and body videos

Sending progress or exercise-form videos through WhatsApp is optional. You can complete check-ins without sending a video. Avoid including other people, identifying documents, or unnecessary intimate imagery. Ask the coach about alternatives before sharing sensitive information.

WhatsApp messages and downloaded copies are outside the platform database. The account export and automatic account-deletion tools cannot delete them. Email coaching@ptadamjames.com to request a separate review and deletion of these copies. Deleting a message on one device does not guarantee removal from another device or a provider backup.

WhatsApp videos are kept while your coaching continues so progress can be compared over time. After your coaching ends, the coach deletes them by hand, including downloaded copies. You can ask for earlier deletion at any time. Do not rely on the platform’s automatic account deletion to remove WhatsApp copies.

Cookies, browser storage, and video choices

• Essential authentication cookies keep you signed in. Browser storage holds preferences, form drafts, and queued workouts so the service can work when a connection drops.
• Vercel Analytics counts public-page visits and broad device and referrer information. We block custom analytics events and signed-in pages, and remove query strings and fragments from the page URL before sending it. Form answers and health information are not analytics payloads.
• Use the Don’t count my visit control below or in dashboard Settings to object to website analytics, including the sampled Sentry page-speed measurements, at no charge. Your choice takes effect immediately and is stored in this browser. Repeat it on other devices or after clearing browser storage.
• YouTube and Vimeo blog players stay unloaded until you choose Load video. That choice allows a connection to the named provider, which may use cookies or browser storage. YouTube uses its privacy-enhanced player; Vimeo requests do-not-track mode. Some authored articles instead offer a link to watch on the provider’s website. You can leave the video unloaded and still read the article.

How long information stays

• Coaching records are used while your coaching access is active. After a failed renewal, the recovery period lasts seven days from the first failed payment, with access continuing for the first 24 hours. After normal cancellation, the seven days start when already-paid access ends. The daily cleanup is designed to erase coaching records after that window unless another valid purchase protects them.
• That coaching cleanup removes intake, check-ins and photos, assigned programmes, nutrition plans, coach notes, workout records, and coaching reports. It keeps your login, required payment records, and independent app or connected-health data separately.
• Connected-health summaries remain until you use Disconnect & wipe, delete your account, or request erasure. There is no separate automatic age-based expiry for those summaries. Your login remains until account deletion.
• Tool leads unlinked to a coaching account are retained for up to 24 months after submission. Leads linked to a login, subscription or coaching intake follow that account’s deletion process. This is measured from submission rather than email engagement. External mailing-list and workflow copies require separate processor deletion.
• WhatsApp videos are kept until your coaching ends and then deleted by hand, as described above.
• Payment records may need to be retained for applicable tax, accounting, dispute, or fraud requirements after account deletion. Stripe records are not automatically erased by cancelling a subscription. We review what must be retained and explain the reason and applicable period when you request erasure.
• Operational and error-log retention depends on the hosting and monitoring settings. The application does not implement a separate automatic log-expiry job. Provider settings, backups, mailing-list copies, and manual retention schedules require operational verification. Contact us for the current settings or to request a retention review.

Your choices and rights

You can request access, correction, erasure, restriction, or portability of information you supplied, and object to processing based on legitimate interests. These rights can be subject to legal exceptions. We do not make solely automated decisions that have legal or similarly significant effects on you.

Dashboard Settings provides Export my data and Delete account. The mobile app also provides account deletion in Settings. The account-deletion page explains the steps and what requires manual follow-up. If you cannot sign in, email coaching@ptadamjames.com from your account address; we may need to verify your identity without asking for unnecessary information.

We normally respond to rights requests within one month, subject to lawful extensions for complex requests. You can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or by calling 0303 123 1113. You do not have to contact us first. If you are in the EEA, you can also complain to your local supervisory authority.