Privacy Policy

NexCoach ("we", "us", "our") is committed to protecting the privacy of our users, including fitness coaches, personal trainers, nutritionists, and their clients. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Platform. By using NexCoach, you consent to the data practices described in this policy. If you do not agree, please discontinue use of the Platform. This policy applies to all data collected through our web application, mobile interfaces, and related services. It does not apply to third-party websites, apps, or services that may be linked from our Platform.

We collect the following categories of information: Account Information • Name, email address, and password when you register. • Professional details such as your coaching credentials, business name, and professional specialization. • Billing information (processed securely through our payment provider; we do not store full card numbers). Profile & Usage Data • Profile photo and bio (if provided). • Feature usage patterns and interactions within the Platform. • Log data including IP addresses, browser type, device identifiers, and timestamps. Client Data (Entered by Coaches) • Client profiles including name, age, weight, height, dietary preferences, allergies, and fitness goals. • Meal plans, diet plans, and workout programs assigned to clients. • Progress data, check-in notes, and session records. • Weight, body composition, and adherence tracking data. AI Interaction Data • Prompts submitted to AI features (meal builder, exercise builder, macro lookup). • AI-generated outputs created during your sessions. Communication Data • Messages sent through our contact or support system. • Email correspondence with our team.

We use the information we collect for the following purposes: Service Delivery • To provide, operate, and maintain the NexCoach Platform. • To generate AI-powered meal plans, workout programs, and nutrition insights. • To display client data, progress analytics, and dashboards. Account Management • To manage your account, process payments, and send billing-related communications. • To verify your identity and prevent unauthorized access. Product Improvement • To analyze usage patterns and improve Platform features. • To train and refine our AI models using anonymized, aggregated data (never individual client records). Communication • To send important service updates, security alerts, and policy changes. • To send promotional emails about new features or plans (you may opt out at any time). • To respond to support requests and inquiries. Legal Compliance • To comply with applicable laws, regulations, and legal obligations. • To enforce our Terms of Service and protect against fraud or misuse.

We do not sell your personal data or your clients' data to third parties. We may share information only in the following circumstances: Service Providers We share data with trusted third-party service providers who assist in operating our Platform, including: • Cloud infrastructure providers (for data hosting and storage). • Payment processors (for subscription billing). • Email service providers (for transactional and marketing emails). • Analytics providers (for Platform performance monitoring). All service providers are bound by data processing agreements and may only use your data to provide services on our behalf. Legal Requirements We may disclose your information if required by law, court order, or government authority, or to protect the rights, property, or safety of NexCoach, our users, or the public. Business Transfers In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you before your data becomes subject to a different privacy policy. With Your Consent We may share data with third parties if you explicitly authorize us to do so.

We retain your data for as long as your account is active or as needed to provide services. Specifically: • Account data is retained for the duration of your subscription plus 90 days after account deletion, unless a longer period is required by law. • Client data entered by coaches is retained as long as the coach's account is active. After account deletion, client data is deleted within 90 days. • AI interaction logs are retained for up to 12 months for quality and safety monitoring, then anonymized or deleted. • Billing records are retained for up to 7 years to comply with financial regulations. You may request earlier deletion of your data by contacting us at [email protected]. Note that some data may be retained where legally required.

We implement industry-standard security measures to protect your data, including: • Encryption in Transit: All data transmitted between your device and our servers is encrypted using TLS (Transport Layer Security). • Encryption at Rest: Sensitive data stored in our databases is encrypted at rest. • Access Controls: Access to user data is restricted to authorized personnel on a need-to-know basis. • Authentication: We support strong password requirements and encourage two-factor authentication. • Regular Audits: We conduct regular security reviews and vulnerability assessments of our Platform. While we take reasonable precautions, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data. If we become aware of a data breach that affects your personal information, we will notify you promptly in accordance with applicable laws.

Depending on your location, you may have the following rights regarding your personal data: Right to Access You may request a copy of the personal data we hold about you. Right to Rectification You may request correction of inaccurate or incomplete data. Right to Erasure ("Right to be Forgotten") You may request deletion of your personal data, subject to legal retention requirements. Right to Portability You may request an export of your data in a structured, machine-readable format. Right to Object / Restrict Processing You may object to or request restriction of certain data processing activities. Right to Withdraw Consent Where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing. For EU/EEA users (GDPR): You have all the rights listed above and may lodge a complaint with your local Data Protection Authority. For California residents (CCPA): You have the right to know what personal information we collect, request deletion, and opt out of any "sale" of personal information (we do not sell your data). To exercise your rights, contact us at [email protected]. We will respond within 30 days.

We use cookies and similar tracking technologies to enhance your experience on the Platform. Essential Cookies: Required for the Platform to function (authentication, session management). Cannot be disabled. Analytics Cookies: Help us understand how users interact with the Platform (e.g., pages visited, time spent). You may opt out. Marketing Cookies: Used to track the effectiveness of our marketing campaigns. You may opt out. You can manage cookie preferences through your browser settings. Disabling certain cookies may affect Platform functionality. We do not use cookies to track you across third-party websites for advertising purposes.

NexCoach is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children under 18. Coaches must ensure that any client under 18 has appropriate parental or guardian consent before entering their data into the Platform. If we become aware that a child under 18 has created an account or had their data entered without appropriate consent, we will delete that data promptly. Contact us at [email protected] if you believe this has occurred.

NexCoach is operated from and our servers may be located in various countries. If you are accessing our Platform from outside these regions, your data may be transferred to, stored, and processed in jurisdictions with different data protection laws than your own. Where we transfer data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) for EU-US transfers, or other legally recognized transfer mechanisms. By using NexCoach, you consent to the transfer of your information to our servers and service providers globally.

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or Platform features. When we make material changes, we will: • Post the updated policy on this page with a new "Last Updated" date. • Send an email notification to registered users. • Display a notice within the Platform. Your continued use of NexCoach after changes are posted constitutes your acceptance of the updated policy. We encourage you to review this policy periodically.

For privacy-related questions, data requests, or concerns, please contact: Email: [email protected] Support: [email protected] We are committed to resolving privacy concerns promptly and will respond to all requests within 30 days. Last updated: March 2026