Privacy Policy

Last updated: September 24, 2026 · Person in charge of personal information: David Gill, founder — support@totalcoaching.com · Français

TotalCoaching (totalcoaching.ai) is a platform where personal trainers, physios and other professionals (together, "coaches") manage the people they work with ("clients", or patients), and clients follow their plan, log their training and related health information, and talk to their coach's AI assistant. This policy explains what we collect, how we use it, and the promises we make about it. We have tried to write it the way we would want to read it.

The short version: your data exists to deliver your coaching. Only you and your own coach see it. It is never sold, never used for advertising, and never used to train AI models. It is encrypted, you are asked to agree before you start, and you can take it with you or have it deleted at any time.

What we collect

Coach accounts — name, email, password (stored only as a salted hash), practice type, and billing status.
Client information — what your coach records to coach you (name, availability, goals, relevant health context, notes), and the email address used for invitations and notifications.
Training and wellness data — workouts, measurements (e.g. body weight), habits, meals you report, pain or symptoms you mention, and your conversation with the assistant. Because some of it is health information, we treat all of it as sensitive.
Photos — if your coach photographs you doing an exercise so your plan can show you your own movement, that photo is kept in private storage and shown only to you and your coach. Photos sent to the coach's assistant for any other purpose are held for one hour, then deleted.
Files from your coach — a handout, exercise sheet or other document your coach sends you as it is (a PDF or an image) is kept in private storage and can be opened only by your coach and the clients it was sent to, until your coach deletes it.
Connected device data (with your consent) — if you connect a supported device account such as Garmin, we receive activity data (workout type, duration, distance, heart rate) and daily wellness data (such as steps, sleep, and resting heart rate) to keep your training record accurate automatically. You choose to connect, and you can disconnect at any time.
Technical basics — logs and identifiers needed to run and secure the service. Our public web pages count visits without cookies and without identifying you. The client app and the coach console carry no analytics at all.

How we use it

To deliver coaching: showing your plan, recording what you did, computing your progress and trends, and preparing summaries for your coach.
To power the coaching assistant: an AI assistant, always labelled as one, answers routine questions from your coach's plan and logs what you report. Anything important — plan changes, new advice, pain, anything medical — goes to your coach, and no decision about you is made by the assistant alone.
To notify you (with your permission): push notifications and emails about your plan and messages.
To bill coaches (clients are never billed by us).

Who is responsible for what

Your coach decides what is recorded about you and why; for a physio's patients, the physio remains responsible for their professional records. TotalCoaching keeps and processes that information on your coach's behalf, only to provide the service. Questions about what your coach keeps can go to them or to us.

What we never do

We never sell your data — including activity data from connected devices such as Garmin — to anyone, for any purpose.
We never use your data for advertising, and we show no ads.
We never use your data to train AI models.
We never show your data to anyone except you and your own coach. TotalCoaching staff access it only when needed to run, secure, or support the service.

Service providers we rely on

We use a small set of providers to run the service, each receiving only what its role requires: Vercel (hosting and private file storage), Neon (database), Anthropic (the AI assistant — Anthropic does not train on this data, and keeps what it processed for up to 30 days before deleting it), SendGrid (email), Stripe (coach billing; we never see full card numbers), and device platforms you choose to connect (such as Garmin). Push notifications travel through Apple's and Google's delivery services encrypted end to end, so they cannot read them. We have no other data-sharing relationships.

These providers store and process data in the United States. Our hosting, database, AI, email and billing providers each hold independent security certifications (SOC 2 and ISO 27001; Stripe is also PCI DSS Level 1), and each may use your data only to provide its service to us. Before relying on them we assessed the protection your information receives there, as Quebec's privacy law requires. Your coach's assistant asks for your agreement to this the first time you open the app.

Connected devices (Garmin and others)

Device connections are optional and initiated by you through the device platform's own authorization screen. We use the received data only to record your training automatically and inform your own coach's programming. Disconnecting (in the app or by revoking access in your device platform account) stops all future syncing, and you can ask us to delete previously synced data at any time.

Retention and deletion

We keep your data while the coaching relationship is active. You (or your coach) can request deletion at any time by emailing support@totalcoaching.com. We delete it from the live service promptly; backups are rolling and replaced within seven days, so a deleted record leaves them within a week. A photo of you can be taken down on your word, through your coach's assistant or by email.

If your coach closes their TotalCoaching account, your data is not deleted: your plan, history and conversation stay available to you, and your assistant tells you what changed. Trial accounts that are never saved are deleted after 14 days without use, with everything in them.

Your rights

Quebec's privacy law (Law 25) and Canadian law give you the right to access your personal information, have it corrected, have it deleted, and take it with you. For the last one you do not need to write to anyone: ask your coach's assistant to export your data and you receive a spreadsheet of everything you logged plus a file with your plan and your whole conversation. For anything else, write to our person in charge of personal information at support@totalcoaching.com; we answer within 30 days. You may also contact the Commission d'accès à l'information du Québec.

Security

Data is encrypted in transit (HTTPS everywhere) and at rest; connected-device credentials are encrypted a second time inside the database.
Passwords are stored only as salted hashes. Login attempts are limited, and resetting a password signs out every other device.
Every request is checked so that a coach can only ever reach their own clients.
Your app opens from a private link with a long random key that cannot be guessed and is never listed by search engines. If you think someone else has your link, cancel it and get a new one at totalcoaching.ai/client, or ask your coach to.
Any confidentiality incident is logged, and one that could harm you is reported to you and to the Commission d'accès à l'information without delay.

Changes

If this policy changes in a way that matters, we will note it here with a new date and inform coaches, who remain the point of contact for their clients.