Privacy Policy

1. Introduction

Fitnassist ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.

2. Information We Collect

We collect information you provide directly to us, including:

• Account information: name, email address, and password when you create an account.
• Profile information: for trainers, this includes bio, qualifications, certifications, services offered, profile photos, and location data.
• Communications: messages sent through the platform between trainees and trainers, and contact/callback requests.
• Newsletter subscriptions: email addresses provided for our newsletter.
• Support enquiries: name, email, and message content when you contact us through our support form.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our platform.
• Create and manage your account.
• Facilitate connections between trainees and personal trainers.
• Enable messaging and communication features.
• Send you service-related notifications and updates.
• Send newsletters if you have subscribed.
• Respond to your support enquiries.
• Monitor and analyse usage trends to improve user experience.

4. Location Data

For trainers, we collect and display location information (address, postcode, and geographic coordinates) to enable location-based search functionality. This information is visible on your public profile and in search results. You can update or remove your location at any time through your profile settings.

5. Information Sharing

We do not sell your personal information. We may share your information in the following circumstances:

• Public profiles: trainer profile information is publicly visible to all users.
• Connected users: when a connection is established, certain contact information may be shared between the trainee and trainer.
• Service providers: we use the third parties listed below to run Fitnassist. They may only use your information to provide their service to us.
• Legal requirements: we may disclose information if required by law or in response to valid legal requests.

6. Who Processes Your Data

These are the companies that handle your information on our behalf, and what each one receives. We have a contract with each of them requiring them to protect it.

Health and fitness information

Your weight, measurements, progress photos, meals, workouts and any notes you record are special category data under UK GDPR. We process them only because you have chosen to record them, and you can withdraw that at any time by deleting the entries or your account. We share them with a trainer only once you connect to them, and only for as long as that connection lasts.

Photos you submit for food recognition

If you photograph a meal to have it identified, that image is sent to Anthropic, which returns an estimate of the food and its nutrition. Anthropic does not use it to train their models. If you would rather not use this feature, you can enter meals by search or barcode instead.

When you report a bug

If you use the feedback button we receive what you wrote, along with the page or screen you were on, your device and browser details, and the version you are running. On the website, where you have accepted analytics cookies, we also receive a link to the recording of that visit so we can see what happened. We use this only to fix the problem, and you can ask us to delete a report at any time.

Where your information is processed

Our database is hosted in London and our servers run in the UK and the EU. Some of the providers above are based in the United States, so your information may be transferred outside the UK. Where it is, that transfer is covered by the UK International Data Transfer Addendum or the UK Extension to the EU-US Data Privacy Framework, which require an equivalent standard of protection to UK law.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal information. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

8. Your Rights

You have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of your account and associated data.
• Withdraw consent for marketing communications at any time.
• Request a copy of your data in a portable format.

You can exercise these rights through your account settings or by contacting us through our support page.

9. Cookies & Analytics

We use essential cookies to maintain your session and preferences — these are always active and required for the service to work. We do not use cookies for advertising.

With your consent, we also use analytics and session-recording tools to understand how the app is used so we can improve it. These do not run until you accept via our cookie banner, and you can decline without losing any functionality. The providers we use are:

• PostHog (EU-hosted) — product analytics and session replay. All form inputs are masked, so we never capture what you type (emails, messages, card details).
• Sentry — error monitoring to detect and fix problems. Basic error reporting runs to keep the service reliable; session replay for errors only runs with your analytics consent, with all text and media masked.

We also respect your browser's “Do Not Track” setting.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page with a revised "Last updated" date.

11. Contact Us

If you have any questions about this Privacy Policy, please contact us.