Privacy policy

Who is responsible

SendFit is run by Andrei Popa, an individual based in Romania (there is no company behind it yet). You can reach us at support@sendfit.app. Because SendFit is run from Romania, the EU General Data Protection Regulation (GDPR) applies to how we handle data; for people in the UK, the UK GDPR applies too.

For coach accounts, SendFit is the data controller: we decide what we store about you to run the service. For the clients you add, you are the controller and SendFit is your processor: we store what you enter, and what your clients log on their link, on your behalf and act only on your instructions (see the Data Processing Terms in our terms). If a client asks about their data, point them to you first; we help you fulfil the request.

Some of what you and your clients enter (weight, progress photos, dietary notes, injuries, how a workout felt) can count as health data. As the controller for your clients, you need a lawful basis for it, usually their explicit consent, and you should only add what you need to coach them.

What we store about coaches

• Account: name, email, a hashed password (never the password itself), logo, brand colors, language, unit preferences, time zone, and what you send clients (nutrition, workouts or both).
• Sign-in with Google: if you use Continue with Google, Google sends us your name, your email address and the ID of your Google account, which we keep to link it to your SendFit account. We never receive your Google password.
• Billing: your Stripe customer and subscription identifiers, the subscription status and dates. Card numbers never reach SendFit; Stripe handles payment.
• Your content: clients, plans (meals and workouts), recipes, foods, your exercise list with the video links you add, plan templates and the settings on each plan.
• Questions you ask the in-app help assistant and its answers, so it can follow the conversation, to limit daily use and to see what is unclear in the app.
• Programs you send us to set up (“Send us your program”): the files (PDF, images, spreadsheets, documents) and any text you paste, what it is, and the client name and note you add. Files are stored privately with Cloudinary and open only through signed links in our admin area, so only the SendFit team sees them, and only to set the program up in your account. The files and the pasted text are deleted 30 days after we mark the request done (and right away if you delete your account); what's left of the request (what it was, the client name, the note, its dates and status) stays with your account.
• Your optional answer to “How did you hear about us?” at sign-up, and the short text if you picked Other.
• Invitations and partners: your invitation code and, for partners, the custom code we set up for you (for example SARAH). If you signed up through an invitation link or code: who invited you and when, whether the link came from the “Coach too?” line on a client's link, and, if it was a partner, what the partnership gave you when you signed up (free days or a discount at checkout) and which discount Stripe applied when you subscribed (the partner discount and how much). If you invite others: who signed up through you and, for their payments, your rewards: the free-month credits or, for partners and founding coaches, the commissions (the amount, the invoice amount it was worked out from, the Stripe invoice ID, its status, when it becomes available and when it was paid, and any refund that lowered it). For partners: since when you are a partner, your commission percentage, what the coaches you bring get (free days or a discount at checkout), and the payout details you give us so we can pay you.
• Technical: a session cookie to keep you signed in, your chosen language, your time zone, and the usual server logs (IP address, pages requested, time) kept for security. We also keep the IP address you signed up from, so one device or network can't create many invited accounts. To keep your own visits to a plan link from counting as your client's, we use the IP addresses you recently signed in from (for 15 minutes; they are replaced at your next sign-in) and a small marker in your browser.

What we store about clients

Only what the coach enters: name, optionally an email and a WhatsApp number, weight, height, goal, dietary notes and the plans themselves, with their meals and workouts. Clients don't create accounts.

• The client's WhatsApp number is optional. We use it only to open WhatsApp on the coach's own phone or computer, in the chat with that client, when the coach presses Send on a plan. SendFit never calls, texts or messages the number itself, and it is deleted with the client.
• When a client opens a plan link and keeps it on screen for a few seconds, we record that the plan was opened and when, so the coach knows the plan arrived. Link previews in messaging apps and the coach's own visits don't count.
• If the coach turns on weekly check-ins, the client can send from their link: weight, up to three progress photos (front, side, back), how closely they followed the nutrition plan (1 to 5), on macro-only plans their daily macro averages, and a note. This is stored with the client and shown only to the coach. The client can correct a check-in for 4 days; the coach can delete it at any time.
• If the coach turns on Prep Mode for a client (contest prep), the client can also send a daily check-in from their link: morning weight, steps, cardio minutes, hours of sleep, hunger (1 to 5) and a short note, once a day (they can correct it the same day). It is health data: stored with the client, shown only to the coach, included in the coach's export and deleted with the client.
• Progress photos are made smaller on the client's phone before upload, which also removes the data a camera stores in the file (such as location). They are stored privately with Cloudinary: they never appear on the client's link and open only through signed links that SendFit shows to the coach, in their account. A replaced or removed photo, and the photos of a deleted check-in, are deleted from Cloudinary right away.
• If the client ticks meals as eaten (switched off for now), that is stored with the plan and shown to the coach.
• If the coach offers alternatives to a meal and the client picks one on their link, that choice (which meal, which alternative, when) is stored with the plan and shown to the coach, on the plan and in the evening email. The client can go back to the plan meal at any time.
• If the client logs a workout: each set (weight, reps, time or distance), the exercise done instead when one was swapped, notes, and when the session happened. The coach sees it and can reply on the link.
• If the coach writes loads as a percentage of a max (for example 5x5 @75%), we keep the client's maxes per exercise (1, 3 or 5 reps, the weight and the date): the ones the coach enters, or an estimate worked out from the client's logged sets that the coach chose to save. The coach sees them; the client's link shows only the weight for each percentage, such as "75 kg (of 100 kg)". They are deleted with the client.
• If the coach puts a password on a link, we store only a salted hash of it.
• Exercise videos: when an exercise has a YouTube video (added by the coach or from our starter exercise list), the client's link shows its thumbnail, loaded from YouTube (Google), which receives the client's IP address and browser details. The video itself loads from youtube-nocookie.com only when the client taps play.
• The shopping list ticks, the rest timer and the "install the app" choice stay in the client's own browser and never reach our servers.
• Unless the coach turned it off, the bottom of the client's link has a small “Coach too?” line. It links to our site with the coach's invite code and a marker that the visit came from a client link. Nothing is sent unless the client taps it; if they tap it and then sign up as a coach, the sign-up is tied to that coach as a referral.

Why and on what basis

• To provide the service you signed up for (contract): accounts, plans, links, workout logging, billing.
• To run the referral program you take part in (contract): linking invited accounts, discounts, rewards and commission payouts.
• To keep SendFit secure and working (legitimate interest): logs, error reports, abuse prevention, including the sign-up IP check for invitation links.
• To tell our small team about new sign-ups (legitimate interest): a message with the coach's name and email goes to our internal Telegram channel. The same happens when a coach sends us a program to set up, with what it is and how many files.
• We do not use advertising trackers or analytics cookies, and we don't sell or share data for advertising.

Access by our team

We open a coach's account only when the coach asks us to: to help with the setup, to answer a support question, or to build in the account a program the coach sent us. We don't look through accounts or clients' data otherwise.

Emails we send you

• Account, security and subscription emails (welcome, password, email changes, trial and subscription) are part of the service you signed up for (contract). They reach you even if you turn off tips.
• Receipts and emails about your card and payments come from Stripe, in your language.
• Service notifications ("your client opened the plan", logged workouts and check-ins in the evening email, and the Sunday summary) use the opens and logs of your plans and the client and plan names you entered. You can change or turn them off from the link in each one or from Edit profile.
• Tips and product news are only about SendFit, and we send them only to coaches who have a SendFit account (our existing customers), based on our legitimate interest. You can unsubscribe anytime and they stop: use the link at the bottom of any tip (it works without signing in), the setting in Edit profile, or just reply to the email.
• Our emails don't track opens or clicks.
• If you send us a plan or program for us to set up in your account, we use it only for that.
• Clients get emails from SendFit only if their coach turns on workout reminders and entered their email address: once per plan week, on its 5th day, a reminder with how many workouts are left that week and a link to their plan, sent in the coach's name, with replies going to the coach. We use the client's name, email and the number of workouts left. Every reminder has an unsubscribe link that works without an account and stops the reminders for that client; we keep the date of each reminder sent and of the unsubscription. No other emails go to clients.

Who processes data for us

• Render (hosting and database), Cloudflare (sits in front of the site for speed and protection, so it handles every request, including IP addresses), Stripe (payments and invoices), Cloudinary (coach logos, clients' check-in photos, stored privately, and the files coaches send us to set up, also stored privately), Resend (delivers our emails to coaches and the workout reminders to clients: it receives the address, the subject and the text of each email, in the United States, under the standard contractual safeguards; our emails carry no open or click tracking), Anthropic (answers the questions you ask the help assistant; it receives the question, the page you are on and your account settings, not your clients' data), Telegram (our team's internal channel: when a coach signs up, it receives their name and email address, so we know about the new account, and the same when a coach sends us a program to set up, with what it is and how many files). Each processes data under its own agreement with us and only to provide that service.
• If you sign in with Google, Google handles that sign-in under its own terms. YouTube (Google) shows exercise videos on client links, as described above. If you write to us on WhatsApp, WhatsApp (Meta) processes those messages under its own terms; we use them only to answer you.
• Fonts and icons are served from our own servers, so opening a SendFit page sends nothing to Google Fonts or other content networks.
• Data lives on Render's servers; backups are kept by Render. Some of these providers operate in the United States under the standard contractual safeguards for transfers from the EU.
• When we add or replace a provider, we update this list and the date at the top of this page.

How long

• As long as your account exists. When you delete the account, everything above is removed at once (clients, plans, workout logs, check-ins and their photos, referral rewards, programs sent to us to set up), and copies in backups disappear within 30 days.
• Stripe keeps invoices for the period required by tax law.
• Server logs are kept for up to 30 days.
• The list of emails we sent you (which email and when) is kept for up to 24 months, so each one goes out only once.

Your rights

You can see and change your data in your profile, download a copy of everything (clients, plans with meals and workouts, workout logs, maxes, weekly check-ins with links to their photos and daily check-ins, as JSON or CSV) from Export in your profile, and delete the account yourself from the profile page: it removes you, your clients, their plans and logs, your recipes and foods. You can also ask us for a copy of your data, for a correction, a restriction or deletion, or object to how we use it, by writing to support@sendfit.app; we answer within 30 days.

If you think we handle data wrongly, you can complain to a data protection authority: the ICO (Information Commissioner's Office) if you are in the UK, ANSPDCP in Romania, or the authority in your own country.

Cookies and local storage

• Essential cookies, always on: the session cookie that keeps you signed in (during a visit it also remembers an invitation link you opened, and whether it came from the “Coach too?” line on a client's link, so it applies if you sign up then); your chosen language and time zone, so pages show in your language and your local time; a coach marker, kept after you sign out, so your own visits to your plan links don't count as your clients' opens; and your choice on the cookie notice, for 12 months. None of them tracks you or shows ads.
• Invitation cookie, only if you press Accept on the cookie notice: when you open someone's invitation link (sendfit.app/r/CODE), it remembers the code for 60 days, so the invitation still applies if you sign up later. When the link comes from the “Coach too?” line on a client's link, a second cookie remembers that for the same 60 days, so we can count the sign-ups that come from client links. With Essential only, the code is kept just for the current visit, and you can always type it in the code field when you sign up. You can change your choice at any time with the button below; Essential only removes the invitation cookie.
• In the browser's own storage: whether you dismissed the install banner, the help assistant conversation (for the current browser session), the client's shopping list ticks and rest timer, and, on the client's link, workout sets logged without a connection until they are sent. The installed app also keeps the last version of the client's link, so it opens offline. Nothing of this is used to track you across sites.

Children

SendFit is for coaches, not for children. We don't knowingly store data about anyone under 16. A coach who works with minors is responsible for the consent the law requires.

Changes

When this policy changes, we update the date at the top. For important changes we also tell you in the app and by email.