Privacy Policy

The data controller responsible for your personal data is:

Sweatora is not yet a registered company, so the controller is the private trader named above. We have not appointed a Data Protection Officer; the email address above reaches the person responsible for every data-protection question.

We collect the following categories of personal data:

• Account & contact information — your email address, any name or display handle you choose to set, a profile photo if you upload one, your Instagram or TikTok handle if you add one, and when you accepted our Terms.
• Fitness profile — age, gender, activity level, experience level, training goal, training days, available equipment, and your gym's name and address if you add one.
• Body measurements — height, body weight, body-weight history, waist, chest and thigh measurements, and any food logs you record, only if you allow health data (see section 3).
• Training data — completed workouts, per-set logs (exercise, weight lifted, reps, RPE), post-workout ratings and any notes you write, personal records, and training streaks.
• AI Coach data — a running summary the AI keeps about your training, scheduled review notes, and proposed program changes, if you use the AI Coach feature.
• Coach communication — notes and messages exchanged with a linked coach, if you use a coach — see section 7.
• Device & notification data — a push-notification token, your timezone, language, and notification preferences.
• Consent records — the choices you make about health data, analytics, and crash reports, with the date, policy version, and platform, so we can show what you agreed to and when.
• Support data — messages you send us, a screenshot only if you choose to attach one, your account ID, the screen you were on, and basic browser/device information.
• Usage & technical data — pages and features used (only with analytics consent — see section 9), crash reports from the mobile app (only with consent), IP address, browser type, device type, and operating system.
• Coach inquiries — if you send the coach inquiry form on our website: your name, email address, city, number of current clients, and your message.

Your height, body weight, and body-weight history are health data under the GDPR. We only process them with your explicit consent (Art. 9(2)(a) GDPR), which we ask for separately during onboarding — or, for accounts created before this policy, the next time you open the app. With your consent we use them to calculate nutrition and calorie targets, show your weight trend, tailor workout programs and AI Coach feedback, and share them with a coach you link to. Food logs you record are also health data, processed under the same consent — we use them to show your intake against your nutrition targets and share them with a coach you link to.

Giving consent is optional. Without it the Service still works — you can generate programs and log workouts — but weight tracking, nutrition targets and food logging are switched off, and your height and weight are never sent to the AI. You can withdraw consent at any time in Settings → Privacy. Withdrawing deletes your height, body weight, weight history, and food logs straight away; your workouts and programs are kept.

We don't ask for medical diagnoses, medication, or injury history. Free-text fields — post-workout notes, the AI Coach questionnaire, and messages with a coach — may contain health details if you choose to write them. With health-data consent we process such details on that basis; without it, please leave health details out. See Terms and Conditions, section 4, for why the Service is not a substitute for professional advice.

We process your personal data under the following legal bases:

• Consent (Art. 6(1)(a) GDPR) — analytics cookies on our website, usage analytics in the mobile app and web portal, and crash reports in the mobile app. You can withdraw consent at any time — via “Cookie settings” in the website footer, or Settings → Privacy in the app — without affecting processing that already happened.
• Explicit consent for health data (Art. 9(2)(a) GDPR) — your height, body weight, weight history, food logs, and any health details you write in free-text fields, as described in section 3.
• Performance of a contract (Art. 6(1)(b) GDPR) — creating your account, generating and delivering your personalised workout program, AI Coach features you have access to, linking with a coach you choose, and every other core feature of the Service. This also covers answering a coach inquiry you send us through the website.
• Legitimate interests (Art. 6(1)(f) GDPR) — fraud and abuse prevention, bot protection on our forms, network and account security, short-term backups, aggregating and publishing the public leaderboard, handling feedback and support requests, and communicating service-critical information. You have the right to object to processing on this basis — see section 13.

Your workout programs, exercise alternatives, and AI Coach warm-ups, post-workout feedback, and reviews are generated by Google's Gemini models. To produce them, we send Gemini the relevant parts of your fitness profile — gender, activity level, experience level, training days, goal, and equipment — and, only if you have given health-data consent, your height, body weight, and body-weight trend. For AI Coach features we also send your recent training history and any notes you've written about a session. We never send your name, email address, or account ID to Gemini.

We use Gemini under Google's paid service terms, under which Google does not use your prompts or the generated responses to train or improve its models. Requests are processed on Google's infrastructure, which may be outside the EEA — see section 11.

If you have AI Coach access, a review of your recent training is generated automatically once a day. You can switch automatic reviews off in Settings → Privacy; the rest of the AI Coach keeps working without them.

None of this is a decision that produces a legal or similarly significant effect about you within the meaning of Art. 22 GDPR — nothing is applied to your account or acted on without you seeing it first, and you can always disregard, edit, or ignore what's generated. See Terms and Conditions, sections 4 and 5, for how AI output should be used.

The Service publishes a public leaderboard of the heaviest logged lifts across users, for a small set of barbell movements. Entries are pseudonymised — shown under a handle and initials generated from your account ID, with a colour, never your name, email address, or chosen display handle. We can link a handle back to your account; other people can't, unless you also choose to show your Instagram or TikTok handle, which is then published alongside your entry.

Whether you appear is up to you. New accounts start off the leaderboard and are listed only if you turn on "Show my best lifts on the public leaderboard", either during onboarding or in Settings → Privacy. Accounts created while the leaderboard was on by default stay listed unless they opted out. In both cases we rely on our legitimate interest in running a community leaderboard. You can leave at any time in Settings → Privacy, or by emailing us. The leaderboard is rebuilt roughly every six hours, so removing yourself takes effect within that window.

If you redeem an invite code from a coach, you're shown the coach's name and a summary of what they'll see before you confirm the link. While you're linked, your coach can read your whole profile record: your name, display handle, email address, age, gender, activity and experience level, goal, training days, equipment, gym name and address, social handles and leaderboard settings, profile photo, language, timezone, notification and reminder settings, training streak, the dates of app events such as your last reminder, AI Coach review, or data export, your privacy settings (for example whether you've allowed health data), and technical identifiers such as your device's push-notification token — plus, only if you've allowed health data, your height, body weight, body-weight history, and food logs. They can also see your workout programs (which they can edit), sessions, set logs, post-workout ratings and notes, and AI Coach feedback on your sessions, and they're notified when you complete a workout or set a personal record. They can also set your daily nutrition targets, which replace the calculated ones until you or they reset them. They can't see your AI Coach reviews and summary, your in-app notifications, or the log of your consent choices. Your coach's client list keeps your name and email address for as long as you stay linked.

Your coach is an independent professional, responsible for how they use this information to coach you. You can unlink from your coach at any time from the app, which removes their access to everything above immediately. Notes and messages you've already exchanged remain as history for both of you — see Terms and Conditions, section 7.

If you enable notifications, we use a device push token to send you workout reminders, weight check-in prompts (only with health-data consent), streak nudges, leaderboard rank alerts, AI Coach reviews, and — if you use a coach — activity from your coach or client. You can turn each of these on or off individually in Notification settings, and remove the device token entirely by disabling notifications for the app.

On our website (sweatora.fit), we use the following cookies and browser storage. Only the analytics cookies need your consent, and they are set only after you accept:

You can change your choice at any time using the “Cookie settings” link in the website footer. Withdrawing consent deletes the Google Analytics cookies and stops measurement.

Our mobile app and web portal (app.sweatora.fit) use on-device storage rather than tracking cookies: to keep you signed in, remember your language, theme, and privacy choices, and cache your training data for offline use (cleared when you sign out or delete your account). Only if you opt in from Settings → Privacy does Firebase Analytics store an app-instance identifier on your device (and, in the web portal, _ga cookies); crash reporting in the mobile app works the same way. If you don't opt in, these tools stay switched off.

The web portal loads parts of its program code and some fallback fonts from Google's content delivery network (gstatic.com), which receives your IP address in order to deliver those files.

We share personal data with the following processors, each under an appropriate data processing agreement:

• Google Firebase — sign-in, database, cloud functions, file storage, push notifications, and hosting of the web portal (Google LLC, USA; EU–US Data Privacy Framework / Standard Contractual Clauses apply).
• Google Gemini API — generates your workout programs, exercise alternatives, and AI Coach content, under paid terms that exclude training on your data (Google LLC, USA; same safeguards).
• Firebase Analytics & Crashlytics — usage analytics in the app and web portal, and crash reports in the mobile app, each only with your consent (Google LLC, USA; same safeguards).
• Google Analytics 4 — website analytics, only with your consent. GA4 does not log or store IP addresses (Google LLC, USA; same safeguards).
• Cloudflare Turnstile — bot protection on the coach inquiry form (Cloudflare Inc., USA; same safeguards).
• Brevo — sends our transactional emails, such as password resets and email verification (Sendinblue SAS, France — within the EEA).
• Slack — receives feedback you send in the app — with your account ID, the screen you were on, device details, and a screenshot only if you choose to attach one — and coach inquiries from the website (Slack Technologies LLC, USA; same safeguards).
• Vercel — hosts our website and runs its server functions in Frankfurt (EU), including the relay that forwards program-generation requests from the app to Gemini (Vercel Inc., USA; same safeguards).

We do not sell your personal data to third parties, and we do not use it for advertising profiling. Apple and Google also process data about you when you download the app from their stores, under their own privacy policies.

Your account data, training history, database backups, and cloud functions are in Google Cloud's europe-west1 (Belgium) region. The public leaderboard runs in a separate, EU multi-region database. Our website's server functions run in Frankfurt, and Brevo, our transactional email provider, is based in the EU.

Some processors — Google's Gemini and Analytics services, Cloudflare, Slack, and Vercel — are based in the USA or may process data there. Where data is transferred outside the European Economic Area (EEA), we rely on the EU–US Data Privacy Framework and/or the EU Standard Contractual Clauses.

We keep your data while your account is active, and delete it on the following schedule:

• Deleting your account — from Settings → Data in the app, or by emailing us — deletes your profile, training history, weight log, notes, messages, consent records, and files from our live systems immediately. Encrypted database backups roll off within 14 days.
• Withdrawing health-data consent deletes your height, body weight, weight history, and food logs immediately (backups as above).
• Your leaderboard entry is removed within six hours of deleting your account or opting out.
• In-app notifications are deleted automatically after 180 days.
• Data exports you create are kept until you create a new export or delete your account.
• Feedback and coach inquiries in our Slack workspace are deleted after 12 months. A screenshot attached to feedback is deleted after 7 days.
• Support emails are kept for up to 24 months after the conversation ends.
• Analytics data (Google Analytics 4 and Firebase Analytics) is deleted automatically after 14 months, and crash reports after 90 days.
• Server logs, which can include your account ID and IP address, are deleted after 30 days.

We don't otherwise delete individual pieces of training data — such as a single old workout — while your account stays active; the point of that history is to track your progress over time.

As a data subject under the GDPR, you have the following rights:

• Right of access — to receive a copy of the personal data we hold about you.
• Right to rectification — to correct inaccurate or incomplete data.
• Right to erasure — to request deletion of your personal data (“right to be forgotten”).
• Right to data portability — to receive your data in a structured, machine-readable format.
• Right to object — to processing based on legitimate interests, such as the public leaderboard.
• Right to restriction — to limit how we use your data in certain circumstances.
• Right to withdraw consent — at any time for consent-based processing, without affecting the lawfulness of prior processing.

Most of these are self-service: Settings → Data lets you download a copy of your data or delete your account, and Settings → Privacy lets you withdraw consents and leave the leaderboard.

To exercise any of these rights, email hello@sweatora.fit. We will respond within one month, extendable by a further two months for complex requests. You also have the right to lodge a complaint with the Finnish Data Protection Ombudsman (tietosuoja.fi) or the data protection authority in your country of residence.

The Service is not intended for anyone under 16, and we do not knowingly collect data from them. If we learn that an account belongs to someone under 16, we will close it and delete the associated data. See Terms and Conditions, section 2.

We encrypt all traffic to and from the Service with TLS, restrict access to your data with security rules scoped to your own account (and, if applicable, your linked coach), require your current password before an account can be deleted, and keep API keys and other credentials out of our source code. No system is perfectly secure, but we take reasonable technical and organisational measures to protect your data.

If a personal data breach is likely to result in a risk to your rights and freedoms, we will notify the Finnish Data Protection Ombudsman within 72 hours of becoming aware of it, and notify you directly without undue delay where the breach is likely to result in a high risk to you, as required by Art. 33 and 34 GDPR.

We may update this Privacy Policy from time to time. We will notify you of material changes by posting a notice in the app or by email at least 14 days before the change takes effect, and if a change affects something you've consented to, we'll ask for your consent again. The “Last updated” date at the top of this page indicates when the policy was last revised.

Questions about this Privacy Policy or how we handle your data? Contact us at hello@sweatora.fit.