Privacy policy

Last updated Nov 2, 2026

Coachtor is a coaching app. Coaches use it to plan training, message clients and keep records. Clients use it to log workouts and stay in touch with their coach. Gym owners use it to see how their coaches are doing. This page explains, in plain English, what we store, why, who helps us run it, and what you can do about it.

The short version: we store what the app needs to work and nothing more. We do not sell your data. We do not show ads. There are no analytics or tracking tools in the app or on this website. When the app breaks, it sends us a short crash report with nothing about you in it. AI helps write drafts, but a draft never goes to anyone until a coach reads it and taps send.

What changed on 2026-11-02

Coachtor's AI now names everything it reads: consults, weigh-ins, check-ins, messages and workouts. The app asks every client once; until a client answers, the AI help their coach already has keeps working, and Not now turns it off.
Workouts now say that past workout history can come over from another app (such as Strong, Hevy, Trainerize, TrainHeroic or a spreadsheet), brought by you or by any coach who coaches you, including a coach of your team, with any notes on those workouts. You see it all once you join, and you can ask your coach or us to remove any of it.

What changed on 2026-10-15

This page now names everything listed in the app's App Store privacy answers: phone numbers, birthday, gender and pronouns, and problem reports. Nothing new is collected; these were already in the app and are now spelled out here.

What changed on 2026-10-14

Food tracking, when a coach turns it on for a client: a meal photo or a typed meal goes to Anthropic to estimate protein and calories, and is not kept there. The meal is saved only after the client checks it; a saved photo sits in private storage that only the client and their coach can open.
A client whose phone gets notifications is now emailed for a coach's message, a new plan and a consult ask as well, unless they switch off "Email me too when my phone buzzes" under Notifications. The app asks once, the first time.

What changed on 2026-10-13

A consult's word-for-word transcript is now closed to the client in the database itself, not just left off the screen. Only their coach can read it.
The transcript is now deleted automatically 30 days after the coach approves the write-up. The write-up stays.

What changed on 2026-10-08

A coach can now get email alerts about their own clients' messages and check-ins waiting on a reply, only when no phone of theirs gets notifications. The email never holds the message's words or the check-in's answers.
A client can see how their coach asks to be paid: a note and an optional link the coach writes.

What changed on 2026-10-06

Added the emails we send to a client whose phone cannot get notifications, and how to stop them.
A coach's phone now buzzes once when a client has gone a week with no workout.

What changed on 2026-10-05

Added crash reports: what the app sends us when something breaks, and what it leaves out.
Deleting an account that used Sign in with Apple now also disconnects Coachtor from your Apple ID.
Updated where Delete my account is: the Me tab for clients, Your account for coaches and gym owners.

What changed on 2026-09-30

Added heart rate from Bluetooth chest straps, MyZone belts and Apple Watch.
Explained what Apple Health and Health Connect read and write, including the Apple Watch app.
Added Sign in with Apple and Google, and what we receive from each.
Added the payment log, a coach's expenses log, and the optional Stripe and billing-tool connections.
Named every company that helps run Coachtor, including Resend (sign-in emails) and Cloudflare (hosting and email).
Listed each phone permission and what it is used for.

What we store

What	Why
Your account: email address, name, and the name you show to clients	To sign you in and to show who a message or plan came from. You sign in with a code we email you, or with Apple or Google. Normal accounts have no password.
Your gym, team and coach connections, and the invites that set them up	So the right coach sees the right clients, and nobody else does.
Workouts: plans, sets, reps, weights, tempo, swaps, personal bests, practice attendance, and past workout history brought over from another app (such as Strong, Hevy, Trainerize, TrainHeroic or a spreadsheet), by you or by any coach who coaches you, including a coach of your team, with any notes written on those workouts. You see it all once you join and can ask your coach or us to remove any of it.	This is the training record, the core of the app.
Heart rate: the average and max for a workout, when you wore a Bluetooth strap or recorded it on Apple Watch	So you and your coach can see how hard a session was. See Heart rate.
Goals, weigh-ins, measurements and notes you add	So you and your coach can see progress.
Messages, and the photos, videos and voice notes sent in them, including form-check videos	So coach and client can talk in the app.
Consult recordings, and the transcript and write-up made from them	A coach can record the first consult, with the client's consent (the coach confirms in the app that the client agreed before recording starts), so Coachtor can write up the client record and a draft plan. The audio itself is deleted automatically 30 days after the consult. The transcript is for the coach only: the client sees the write-up, never the word-for-word text, and the database refuses to hand it to anyone else. The transcript is deleted automatically 30 days after the coach approves the write-up. The write-up stays with the client record.
Check-ins and forms: weekly check-in answers, the intake health screen, and signed waivers	So the coach can follow up, and the gym has a record of what was signed. A signed form keeps the exact words the client saw, and cannot be changed after it is signed.
Progress photos	Private to the client and their current coach. Your coach can add photos you sent them before, dated in the past; they show as added by your coach, and you can remove any.
Appointments and workout reminder settings	So a booked session shows on both calendars. Reminders themselves are set on the client's own phone.
Coach notes, and the at-risk flag we call GONE QUIET	So a coach can spot a client who has stopped showing up, before it becomes a cancellation.
Payments: a client's price and due date, and each payment logged (amount, how it was paid, the date, a short note)	So a coach knows who has paid and the owner sees revenue per coach. See Payments. No card or bank numbers.
A coach's own expenses, if they log them	So a coach can see what their business made. Only that coach sees them.
A client list a coach brings over (names and email addresses, for example from a Trainerize export)	So the coach can invite their clients. Nobody is emailed until the coach taps send on each invite.
The invite form on coachtor.com: your name, email, whether you coach or own a gym, and roughly how many clients you have	So we can invite you. Only we can read the list. Ask us and we will take you off it.
A coach's phone number, if they add it	So the gym owner and managers can reach their coaches. Clients see it only if the coach switches on sharing it with them.
A client's birthday, height and weight, if the coach or client adds them	So the plan fits the person, and the coach gets a birthday reminder with a drafted message.
Gender and pronouns, if you choose to add them (both optional, with "Self-describe" and "Prefer not to say")	So the body map and the coach's messages use the right words for you. Shown only to you and your coach.
Problem reports you send (shake the phone or "Report a problem"): what you write, a screenshot if you add one, the screen you were on and the one before, your app version, phone model and system version	So we can find and fix the problem. If you tick that we may contact you, we reply by email.
Push notification tokens	A code from your phone that lets us send you a notification, such as a new message.

Photos, videos, voice notes and recordings sit in private storage. They are not on public links, and only the people allowed to see them can open them.

Heart rate

Bluetooth straps. A client can pair a heart-rate chest strap, a MyZone belt, or a watch that broadcasts heart rate. During the workout the phone shows your live heart rate. When you tap Done, Coachtor saves only two numbers with that workout: your average and max. The beat-by-beat readings stay on your phone and are cleared after the workout.
Apple Watch. The Coachtor Watch app reads your heart rate and calories from the Watch during a workout to show them live, on the Watch and on your iPhone. The finished workout, with its heart rate, is saved to Apple Health on your phone. The Watch never talks to our servers; only your iPhone does. It sends your sets, the same as a workout logged on the phone, and the workout's average and max heart rate, the same two numbers a strap gives. Calories and the beat-by-beat readings are not sent.
Who sees it: you and your current coach. Bluetooth is used only to talk to the strap, never to find where you are.

Apple Health and Health Connect

A client can connect Apple Health (iPhone and Apple Watch) or Health Connect (Android). It is off until you turn it on, and you choose what to allow on your phone's own permission screen.

What we read: your weight, your daily steps, and your workout heart rate. Weight and steps from the last 30 days go to your record so your coach sees your progress without you typing it. Heart rate is read only for a workout you logged with no strap and no Coachtor Watch app, from that workout's own time, and only its average, max and minutes in each zone go to your record; the beat-by-beat readings stay on your phone. During a Watch workout, the Watch also reads your heart rate and calories (see Heart rate). Workouts are read only to avoid saving the same one twice; they are not uploaded. A smart scale's weight, with the scale's name, becomes a weigh-in unless you turn that off. Body fat is read and sent to your coach only if you turn on "Share body fat with your coach"; turning it off removes what was sent.
What we write: workouts you finish in Coachtor, with an estimate of their active calories (a workout recorded on the Apple Watch also carries the heart rate it measured), and weigh-ins you type in Coachtor, so they count toward your Activity rings and your other health and fitness apps see them.
Who sees it: you and your current coach, the same as any weigh-in. Your weigh-ins, including ones read from Apple Health or Health Connect, can help Coachtor's AI draft your plan for your coach; they go to Anthropic for that only if you said yes to Coachtor's AI (see One yes covers all of Coachtor's AI). Health data is never sold and never used for ads. It goes only to the companies below that run Coachtor for us.
Turning it off: tap Disconnect in the app. To remove access fully, use the Health app on iPhone (Sharing, Apps, Coachtor) or Health Connect on Android (App permissions, Coachtor). What already reached your coach stays on your record until you delete your account.

What we receive: your name and email address, and an account id from Apple or Google that lets them confirm it is you. We ask Google only for your basic profile (name, email). We never see your Apple or Google password, and we do not get your contacts, photos or anything else from those accounts.
Hide My Email: if you hide your email with Apple, Apple gives us a private relay address instead of your real one. Coachtor only lets in people a coach invited, by email, so a relay address will not match your invite. The app tells you this and lets you sign in with an email code instead.
Deleting your account also tells Apple to disconnect Coachtor from your Apple ID. To do that we keep one token from Apple on our server, where only our server can read it, and it is deleted with your account.
Email codes are sent for us by Resend. The email holds a sign-in link and a 6-digit code that works for one hour.

Payments

Coachtor never takes, holds or moves money, and takes no fee. It keeps a log of payments that happen elsewhere.

The payment log. A coach marks a client paid (amount, how: Zelle, Apple Cash, Venmo, cash, check or card, the date, a short note). A client can tap "I paid", and the coach confirms it, and the client sees the payments their coach confirmed. No card or bank numbers are ever stored.
How to pay. A coach can write how their clients pay (a short note and an optional https link). Only that coach and their current clients can see it.
Stripe, only if a coach switches it on. A coach who takes payments through their own Stripe account can connect it. Money goes straight to the coach's Stripe account. Coachtor receives only the payment events: who paid (name and email), how much, and when, so it can log the payment or invite a new client. Coachtor never sees card details.
Gym billing tools (such as PushPress or Wodify, through Zapier) work the same way, only if the gym connects one: a name, email, amount and date, never a card, address or phone number.

What the app asks your phone for

Each one is asked for only when you first use the feature, and you can turn it off in your phone's settings.

Camera: to take a progress photo or a meal photo, or film a set for your coach.
Microphone: to record a consult (when coach and client both agree), for voice notes, to talk to the app mid-workout, and for the sound on a video.
Speech recognition: to turn what you say into words on your phone, so you can log a set or ask your coach mid-workout, and a coach can change a plan by talking.
Photos: to add a progress photo or a meal photo, or send a photo or video to your coach. Coachtor only sees the ones you pick.
Bluetooth: to read a heart-rate strap. Never to find your location.
Health: Apple Health or Health Connect, as above.
Notifications: new messages, reminders and check-ins.

Coachtor does not use your location, contacts or calendar.

Emails we send

Besides the sign-in code, Coachtor emails a client only for the three things below. It sends a short email to the address they sign in with when it cannot send a notification to their phone (they use the web app, notifications are switched off, or no phone of theirs is signed in). A client whose phone does get notifications is emailed for these three as well, unless they switch off "Email me too when my phone buzzes" under Notifications; the app asks once, the first time, whether to turn the emails off. The two-day reminder stays a phone notification when the phone can get one.

Their coach sent them a message ("Coach Ray sent you a message"). One email until they open the conversation, however many messages arrive meanwhile.
Their coach sent their plan ("Coach Ray sent your plan").
Their coach asked for a first or follow-up consult, and one reminder if it is still not opened two days later.

Each email names the coach and says what kind of thing is waiting, with a link to app.coachtor.com. It never holds the message's words, the plan, consult answers, numbers or anything about your health. Emails are sent for us by Resend. They follow your notification switches: if "Messages from your coach" or "New plan" is off, that email is not sent either. Every email has a link to stop them, and you can switch them off or back on in the app (Notifications, "Email me when there's no buzz").

A coach is emailed the same way, only when no phone of theirs can get a notification, and only about their own clients, for two things: a client sent them a message ("Ana sent you a message") and a client answered a check-in that is waiting on a reply ("Ana checked in"). At most one email of each kind an hour; when several clients are waiting, it gives a count instead of names. It names the client by first name and nothing else: never the message's words or the check-in's answers. It follows the coach's "Client messages" and "Check-in waiting" switches and quiet hours, and stops with the same link or the same "Email me when there's no buzz" switch.

A coach's phone also buzzes once when a client has had seven days with no workout; it names the client and nothing else, and can be switched off under Notifications.

Analytics and tracking

None. The app and this website have no analytics, advertising or tracking tools. We do not link your data with other companies' data, and we do not use data brokers.

Crash reports

When the app crashes or hits an error it did not expect, it sends us a short report so we can fix it. It is our own, not another company's tool, and it goes to our database (Supabase).

What a report holds: the error's own words, where in the app's code it happened, which kind of screen was open (for example "a client's page", never which client), the app version, and whether it was an iPhone, Android or the web. If someone was signed in, it says whether they were a coach, client or gym owner, not who.
What it leaves out: your name, email and account id, anything you typed, and numbers. Emails, ids, quoted text and runs of digits are stripped out on your phone, and stripped again on our server.
Not linked to you: a report is not saved with your account. To stop one phone flooding us, the server counts how many reports each signed-in account sent in the last hour; that count is deleted after two days.
How long: a report is deleted 90 days after that error was last seen.

Who can see what

Clients see their own record.
Coaches see the clients they coach now. When a client moves to a new coach, their history moves with them.
Gym owners see summaries across their gym, such as revenue per coach and who has gone quiet.
Every table in our database has access rules that enforce this on the server, not just in the app.

Who helps us run Coachtor

We use a few companies to run the app. They handle data only to provide their service to us.

Supabase hosts our database, file storage and sign-in.
Anthropic (the company behind Claude) writes AI drafts: the consult write-up and draft messages. It receives the text needed to write that draft, such as a consult transcript, a client's goals, recent workouts, check-in answers and recent messages, plus a few of the coach's own past messages so the draft sounds like them. It also runs the AI assistant in a client's self-serve consult (see Talking with the AI assistant).
Anthropic also reads photos and PDFs you choose to import. When you add a body-scan printout (a photo, a screenshot of the scanner's app, or the PDF), it is sent to Anthropic so the AI can read the numbers off it; you check them before anything is saved. When a coach imports a training program from a photo or PDF, that file is sent to Anthropic the same way. Anthropic does not receive audio, progress photos, or the photos and videos sent in messages.
Deepgram turns consult recordings into text, and in a talked self-serve consult it turns what the client says into text and gives the AI assistant its voice.
Resend sends the sign-in emails and the emails to clients whose phone cannot get notifications. It receives the email address and the email's few lines.
Cloudflare hosts this website and the web version of the app (app.coachtor.com), and forwards mail sent to hello@coachtor.com and support@coachtor.com to our inbox.
Expo delivers push notifications to your phone, through Apple (iPhone) or Google (Android), and delivers app updates.
Apple and Google confirm who you are when you use their sign-in buttons.
Stripe, only when a coach connects their own Stripe account (see Payments).

Talking with the AI assistant

A client can do their first consult on their phone, typed or talked, without their coach there. In that consult the client is talking with Coachtor's AI assistant, not a person. Before it starts, the app says so and asks the client to agree once:

The questions are asked by an AI assistant, and the assistant says so in its first line.
What the client says or types is turned into a written transcript for their coach, who builds their plan from it.
Anthropic processes it to run the conversation and write it up; when the client talks, Deepgram turns speech into text and speaks the assistant's lines.

We keep a record that the client agreed, which version of these words they saw, and when. Nothing from the consult is sent to Anthropic or Deepgram until they agree. The client and their current coach can see that record; the gym owner cannot. A client who would rather not can do the consult with their coach in person instead.

One yes covers all of Coachtor's AI, and you can take it back. The same agreement covers talking to the app mid-workout and the AI drafts your coach gets from your consults, weigh-ins, check-ins, messages and workouts. These go to Anthropic, which runs the AI for Coachtor; when a client talks, Deepgram turns speech into text. The app asks every client once. Until a client answers, the AI help their coach already has keeps working: when the client said yes to earlier words, or when their coach recorded in the app that the client agreed to AI help. A client who taps Not now has turned it off. A client who has not said yes and whose coach recorded no agreement has none of their consults, weigh-ins, check-ins, messages or workouts sent to Anthropic or Deepgram, and the app says plainly that AI is off. A client can turn it off at any time under Me, Coachtor's AI; from then on nothing of theirs goes to the AI, whatever their coach recorded, and their coach writes by hand. A consult a coach records in person is covered by the recording consent above, unless the client has turned Coachtor's AI off in the app.

AI drafts never send themselves

Coachtor uses AI to save coaches time on writing. Every AI draft is shown to the coach first. Nothing an AI wrote goes to a client until the coach reads it, can edit it, and taps send. The consult write-up and draft plan work the same way: the coach approves them before a client sees anything.

Your choices

Export. A client can export their full history at any time from inside the app, as a PDF to read and a data file other apps can open. The export is made on your phone and handed to you directly.
Delete. You can delete your account and your data at any time from inside the app: Delete my account, at the bottom of the Me tab (clients) or Your account (coaches and gym owners). Or email support@coachtor.com from the address you sign in with. See how to delete your account.
Consult recording. A client can say no to being recorded. The coach can still take notes by hand. The app reminds the coach to tell the client they are recording and to get their OK first (Washington and some other states require everyone's consent), and records the time the coach confirmed it.
The AI assistant consult. Optional. A client can do their consult in person with their coach instead.
Coachtor's AI. The app asks you once, and it is yours to turn off any time under Me, Coachtor's AI. Off, nothing of yours is sent to the AI.
Heart rate and Health. Both are optional. Skip the strap, or disconnect Health, and the app works the same.
Notifications. Turn them off any time in your phone's settings, or pick which ones you get under Notifications in the app. Emails stop from the link in any of them, or from the same page.

Health screen answers are deleted with your account. A signed waiver is kept by your gym as a legal record: your typed name, the date and the exact words you signed, with nothing else of yours attached.

Children

Coachtor is not meant for children under 13, and we do not knowingly collect their data.

Changes

If we change this policy, we will update the date at the top and list what changed. If a change matters, we will tell you in the app.

Contact

Questions about privacy: hello@coachtor.com.