Privacy notice
What personal information PT Track holds about coaches and clients, why we hold it, who else handles it, how long we keep it, and what you can do about it.
Version privacy-v1 ยท Last updated 7 November 2026
- The short version
- 1. Who is responsible for your information
- 2. What we hold
- 3. Why we hold it, and what allows us to
- 4. Who else is involved
- 5. How long we keep things
- 6. Where your information lives
- 7. Security
- 8. When a person at PT Track looks at your data
- 9. Your rights
- 10. Children
- 11. This website, and writing to us
- 12. Changes to this notice
This notice explains how PT Track uses your personal information. "Personal information" means anything that identifies you or relates to you. Some of what we hold is health information. The law treats health information as especially sensitive and calls it "special category data", so we ask for your clear permission before using it, and we explain below how.
PT Track is for adults only. You must be 18 or over to have an account.
The short version
- Your information is stored in London.
- We do not sell it. We do not share it with advertisers or data brokers, and we do not use it for advertising.
- Health information and videos of you are used only with your explicit consent. That means a separate question that you answer yourself, not a box buried in the terms.
- You can see your information, download a copy and delete it in the client app, under You, then Your data. Coaches can ask for their account to be deleted by email.
- Nobody at PT Track looks at an individual client's videos except in the few cases listed in section 8.
1. Who is responsible for your information
PT Track Ltd is registered in England and Wales, company number 17529923. Our registered office is 263 Convent Way, Southall, England, UB2 5UJ. Our website is https://www.pt-track.co.uk. PT Track Ltd is registered with the Information Commissioner's Office (the ICO, the UK data protection regulator) under registration number ZC281113.
We make two apps: PT Track, for clients, and PT Track Coach, for personal trainers.
To ask us anything about your information, email gilmardekowski@pt-track.co.uk.
If you are a client
Two organisations are responsible for your information together: PT Track and your coach. The legal term is "joint controllers". A "controller" is an organisation that decides how and why personal information is used. Being joint controllers means neither of us can point at the other. In plain terms:
- Your coach decides to coach you, what goal to set, and what to write in their notes about you.
- We decide how the app stores your information, how it is secured, which companies we use to run the service, how long things are kept, and how deletion works.
- For anything about your information, come to us. We are the single point of contact and we will answer, whichever of us is technically responsible for the part you are asking about. You can also ask your coach, and they are required to pass your request to us.
The full arrangement is in the coach terms. The three points above are its essence.
If you are a coach
We are the controller of your own account information. We are joint controllers with you of your clients' information, as described above.
2. What we hold
If you are a client
| What | Examples |
|---|---|
| Who you are | Name, email, phone number, date of birth, time zone. |
| Your health screening and emergency contact | Your answers to the pre-exercise health screening, which asks about things such as your heart, your back and any medication. The details of the person you name as your emergency contact. |
| Your coaching record | Your goal, the workouts you are given, what you log as you train, your training calendar, messages with your coach, and your coach's private notes about you. Messages are typed. Your coach can also send you videos and voice notes of up to a minute. |
| Health information | Injury and pain notes, measurements if your coach tracks them, and heart-rate readings from a watch if you connect one. |
| Food Time | The meals you record. Photos you take of meals stay on your phone. We do not receive them. |
| Videos of your lifts | Only if you agree: 20-second videos of your lifts, filmed with sound, on the review days your coach sets. |
| What your coach adds to those videos | A grade for each clip, a note, lines and angles drawn over the video, and short correction videos. These are either recorded for you or taken from your coach's own library. |
| What you write to us through Help | Your words, when you sent them, and who your coach was at the time. It is often about pain or an injury, so we treat it as health information. |
| Technical records | Sign-in records, your device and app version, security events, and a one-way scrambled form of your IP address recorded each time you give or withdraw a consent. "One-way scrambled" means we cannot turn it back into your address. |
| Your phones, for notices | For each phone where notices of new messages are on: the address Google's Firebase service gave PT Track for that phone, and when we first stored it and last saw it. We keep up to 10 phones. |
If you are a coach
We hold your name, business name, email address and phone number. We hold your exercise videos, templates and messages, including the videos and voice notes you send to clients, which show your face and record your voice. We hold anything you write to us through Help. We also hold the same technical records as for a client, and your phones kept for notices of new messages.
What we deliberately do not hold
We do not hold anyone's card details. We hold no advertising identifiers and we run no advertising. We do not ask for your location.
One thing that surprises people
Your coach's private notes about you are your personal data. If you ask us for a copy of everything we hold about you, those notes are in it.
3. Why we hold it, and what allows us to
The law says we must have a "lawful basis" for using your information. This table gives the basis for each use.
| What | Why | Lawful basis (UK GDPR) |
|---|---|---|
| Account details and sign-in | To give you an account and keep it secure. | Performance of a contract. |
| Coaching record, workouts, calendar, Food Time | To deliver the coaching you came for. | Performance of a contract. |
| Date of birth | To enforce the 18+ rule. | Legal obligation, and our legitimate interest in not putting this service in front of a child. |
| Health information | Coaching. | Your explicit consent (Article 9(2)(a) of the UK GDPR). The one exception is the pre-exercise health screening, explained below. |
| Videos of your lifts | Your coach grading and correcting your technique. | Your explicit consent (Article 9(2)(a)). |
| Security logs and abuse limits | To keep accounts from being broken into. | Legitimate interests. |
| What you write to us through Help | To answer you, and to act if you tell us about pain, an injury or a worry about your coach. | Legitimate interests, meaning our interest in answering you. |
| Emails about the service | To tell you things you need to know. | Performance of a contract. |
| Notices of new messages | To tell you, on phones where notices are on, that a message is waiting, and to tell a coach which client wrote, by first name. | Performance of a contract. The messaging is part of the service, and a notice only says that a message is there. |
We send marketing emails only if you ask for them. You can withdraw that request at any time.
Consent is asked for separately, and it is real consent
Nothing is pre-ticked. Agreeing to the terms is not the same as agreeing to share videos of your lifts. That is a separate screen with its own question. You can refuse the videos and still be coached.
Two things you cannot refuse and still be trained
We say so plainly, rather than pretend that everything is optional. The first is the account itself. The second is the pre-exercise health screening. We are not willing to have a coach set you a training load without asking about your heart, your back or your medication. If you do not complete the screening, you can keep your account, but no training is assigned.
You can withdraw any consent at any time
You can do this in the app, without giving a reason. Withdrawing stops the future use straight away. It does not by itself delete what is already held. Deleting is a separate choice in the same place.
4. Who else is involved
We use other companies to run the service. They act on our instructions and cannot use your information for their own purposes.
| Company | What it does for us | Where | What it gets |
|---|---|---|---|
| Supabase | The database, sign-in and file storage. | London, United Kingdom. | The information described in section 2. |
| Mailjet (part of Sinch) | Sends our emails: your password-reset code, the notice that your password changed, the sign-in service's own emails, and what you write to us through Help, which it delivers to PT Track's Help inbox. | European Union (Germany and Belgium). | Your email address and the email itself. For Help, that is your words, your name, your coach's name and your account number. No videos and no coaching record. |
| Google (Firebase Cloud Messaging) | Delivers the notice that a new message is waiting, in both apps. At the moment this is for Android phones only. | Google does not say where this service runs. We treat it as including the United States. | See "Notices of new messages" below. |
Notices of new messages
Our program in London sends each notice to Google's Firebase Cloud Messaging service. A phone never sends one.
For each phone where notices are on, Google gets the address Firebase gave the app on that phone. When the app asks for that address, Firebase's own software also sends Google a Firebase installation ID, the app's version, and what Google calls the "Firebase user agent". That covers the phone's operating system version, name, model, brand and form factor, the app that installed PT Track, and which Firebase software is in the app. Google says it uses this to improve Firebase and does not link it to a user or a device.
With each notice, Google gets its fixed words and hidden data that tells the app where to open.
- To a client, the notice says "Your coach sent you a message" and "Open PT Track to read it."
- To a coach, the notice names the client by first name, for example "Sam sent you a message", and says "Open PT Track Coach to read it." The hidden data also carries the client's number inside PT Track. It is a random string that means nothing outside PT Track and is never shown.
So a client's first name passes through Google's servers. A notice never contains any word of a message, a surname, an email address, a video or any part of a coaching record.
Google keeps a notice it cannot deliver yet for up to 4 weeks. It keeps a phone's installation ID until PT Track asks it to delete it, which the app does when you sign out on that phone. Google then removes it within 180 days.
On Android 13 and later, no phone is registered for notices until you say yes. The app asks once, explains first what a notice says, and respects "Not now". On older Android versions, notices are on unless you turn them off. On any Android phone you can turn them off in Android's settings at any time. When the app is open, it shows no notice.
Worth knowing: Android may show a notice on the lock screen. Anyone who glances at a coach's phone could read that a client, named by first name, has written. Anyone who glances at a client's phone could read that they have a coach.
Google acts for us under Firebase's data processing and security terms. Because this involves a transfer outside the UK, we rely on Google LLC's certification under the UK Extension to the EU-US Data Privacy Framework. Where that does not apply, we rely on standard contractual clauses with the UK Addendum.
What we do not do
We do not sell your information. We do not share it with advertisers or data brokers. We do not use it for advertising. We do not use your videos for anything else: no advertising, no analytics, no research, and no training of AI models. We run no third-party analytics software inside the apps. Firebase's messaging software is in both apps only to deliver notices, and Google Analytics is not part of it.
5. How long we keep things
| What | How long |
|---|---|
| Your account and coaching record | While your account is open. When you delete your account, there is a 7-day window in which you can change your mind. After that it is deleted. |
| If your coach stops coaching you | You are asked what should happen to your information: keep it, send you a copy, or delete it. If you do not answer, it stays stored and visible to nobody, and we never delete it just because you did not reply. |
| Videos of your lifts, your coach's drawings on them, and the correction videos recorded for you | Your last 3 reviews are kept. The oldest review's files are deleted automatically within 24 hours of a fourth review being graded. If your coach has not graded a clip 14 days after you sent it, it counts as "Not graded", so one skipped clip cannot hold old reviews back. If you withdraw your consent, the clips are hidden from your coach at once and deleted 7 days later, unless you agree again. If you delete a clip or your account, the files are deleted within 24 hours. The grades and notes stay as text in your coaching record. |
| Videos and voice notes your coach sends you in chat | They stay with the conversation. Your coach can unsend one within 10 minutes, which deletes it. After that it stays while your account is open, and goes when you delete your data or your account. If your coach stops coaching you, you can still watch or play them and your coach cannot. A clip your coach sends from their own library is only a link to it. The link goes when they unsend it or stop coaching you, and the clip stays theirs. |
| Password-reset codes | We never keep the code itself, only a fingerprint of it. It stops working after 10 minutes or 5 wrong tries. The record that a reset or notice email was sent is kept for 1 day. Then both are deleted automatically. |
| What you write to us through Help | 90 days in our database, then deleted automatically, and also when your account is deleted. The copy in PT Track's Help inbox is not deleted automatically. |
| Your phones, for notices | While you stay signed in on that phone, up to 10 phones for each app. A newer phone replaces the oldest. A phone's record goes when you sign out on it, when Google tells us its address no longer works, and when your account is deleted. When you ask for a copy of your data, it lists your phones by which app, since when, and when last seen. It never shows the address itself. |
| Records of your consents | Kept after you withdraw a consent, and after you delete your account, for 6 years, which is how long a legal claim about them could still be brought in England and Wales. They hold the minimum needed: which consent, which version, when, and the scrambled form of your IP address. They never include a video. They are our proof that we asked you properly. |
| Security events | Kept for 12 months, with your identifier replaced by a meaningless one, so that we can investigate a security problem. |
Backups
Once a deletion has been carried out, the information is gone from the live service. Encrypted backups roll off on their own cycle, so a deleted item can remain in a backup for a time after you delete it. Nobody uses a backup to look at your data. It exists to restore the service after a failure. If we ever had to restore one, we would carry out the deletions again.
6. Where your information lives
Your information is stored in the United Kingdom, in Supabase's London region.
Two things go elsewhere. Notices of new messages go through Google's Firebase Cloud Messaging, which Google runs wherever it has facilities, the United States included (see section 4). A notice never carries a word of a message, but a coach's notice names the client who wrote, by first name. Emails sent through Mailjet are handled in the European Union.
7. Security
The short version: the database is the lock, not the app.
- The database enforces who sees what. The database itself, not only the app, decides who can read each row. A client's information cannot be read by another client, by another coach, or by a coach whose link to them has ended. The database refuses, not just the app.
- Videos are kept in private storage. They can be opened only by someone who is signed in and allowed to see them. Files are opened through short-lived links that work only for a signed-in person who is allowed to see them. Location data is removed from files when they are uploaded.
- Information is encrypted in transit and at rest. Sign-in tokens are held in the phone's own secure store, never in files or logs. Changing your password signs you out on every other device.
- The 18+ rule is enforced by the database, when an account is created and on every later change.
- Approvals, consents, deletions and security events are written once and not edited afterwards, so history cannot be quietly rewritten.
- Upload sizes are capped, and requests that would send an email to a stranger are limited per address.
No system is perfectly secure, and we do not claim otherwise. The most likely way for a client's information to reach the wrong person is a coach's lost or unlocked phone. No platform rule fixes that. This is why our coach terms require a coach to tell us within 24 hours if a device is lost.
8. When a person at PT Track looks at your data
Almost never, and never casually.
We look at an individual client's videos only when you ask us to (for example, a support problem you have raised), when we are investigating a security incident or a report of misuse, or when the law requires it. Every such look is recorded.
We do not review videos for content, and we do not have a moderation team.
9. Your rights
You can:
- see what we hold about you;
- get a copy to take elsewhere;
- correct what is wrong;
- delete it;
- restrict or object to what we do with it; and
- withdraw any consent.
Using these rights is free and you do not need to give a reason.
Most of this is in the app. Clients find it under You, then Your data, which includes deleting your account. Coaches can ask for deletion by email. You can also use the delete account page on this website. For anything else, email gilmardekowski@pt-track.co.uk. If you ask by email, we will check that you are who you say you are first, so that a stranger cannot act in your name.
We answer within one month. If we need longer, we will tell you. The law allows up to two more months for complicated requests, and we will explain why.
If you want to complain
You can complain to us about how we handle your information. We will acknowledge your complaint and tell you the outcome. You can also complain to the Information Commissioner's Office, the UK data protection regulator, at ico.org.uk. You can do this at any time, whether or not you have come to us first. You can also go to court.
For help with anything else, see the support page or the contact page.
10. Children
This service is for adults. Nobody under 18 may have an account. The database refuses an under-18 date of birth, and we do not knowingly hold any child's information. If you believe we do, email gilmardekowski@pt-track.co.uk and we will delete it.
11. This website, and writing to us
This website sets no cookies. It runs no analytics and no advertising trackers. Its fonts are served from the site itself, so your browser does not contact a font service run by another company to display it.
If you email us, including to register interest or to ask for help, we receive your email address and what you write. We use it to reply, and we keep it for as long as it is needed to deal with your message and to show we answered it. You can ask us to delete it by writing to us.
Some coaches add links to videos on YouTube to an exercise or a recipe. If you open one, YouTube (Google) will see that you did. We do not control that, and the link opens outside our app.
12. Changes to this notice
Every version of this notice is numbered and dated. If we change something that matters to you, we will tell you in the app before it takes effect. If we change what we do with your health information, we ask for your consent again. We never treat an old consent as covering a new use.
Some features are not available yet. Before we switch on any feature that changes what happens to your health information, or that sends your photographs or videos to another company, we will update this notice and ask for your agreement again.
You can read how we use AI on the AI page. The terms for using the service are in the client terms and the coach terms.