Privacy Policy

"Trainer" means a coach or trainer who signs up and uses Coachmate. "Client" means a person whose details a trainer adds. For trainers' own data we act as the Data Fiduciary. For client details, the trainer decides what to add and why; we store and process it on the trainer's behalf.

About trainers: name, mobile number, email address (if you use email or Google login), business name, city, speciality, logo, UPI ID, GSTIN (only if you add it), bill settings and preferred language.

About clients (added by trainers): names, phone numbers, photos, batch, goals, health and injury notes, emergency contact, birthdays, sessions and attendance, fee plans, bills and payments.

What the Coachmate team can see: trainer account details and usage counts, plus outgoing reminder and timetable message text, the client's name, and the time WhatsApp was opened or the trainer confirmed sending. The owner uses this private inbox to track trainer follow-ups. Opening WhatsApp does not confirm delivery or that a client read the message.

Client portal: a trainer shares an expiring invitation to the client's saved mobile number. The client creates a private six-digit PIN and can view only the fees, bills, payment records and schedule explicitly linked to their login. A mobile number alone does not grant access. We store PIN-derived credentials and hashed recovery codes, never the plain PIN.

Technical: login session details and basic error logs needed to keep the app working. We do not use tracking or advertising tools.

• To create your account and let you log in.
• To show your clients, schedule, attendance, bills and payments to you.
• To make bills, receipts and UPI QR codes on your phone.
• To keep the service secure, prevent misuse (for example blocking repeated wrong PINs) and fix problems.

We use your data only for these purposes, based on the consent you give when you sign up.

If you add a client's details, you confirm that you have told the client and have their consent to store those details in Coachmate for running your training business — especially health and injury notes. Remove a client's details if they ask you to.

Reminders, bills and receipts open in WhatsApp on your own phone with the message typed in. You send them from your own number. Coachmate does not send WhatsApp messages or SMS, and does not see your WhatsApp chats.

We do not sell, rent or share your data or your clients' data for marketing. There are no ads in Coachmate.

When a trainer asks AI to draft a reminder, we send the first name, fee amount, due date, selected language, business/trainer details, UPI ID (if included), and the trainer's note to OpenAI. Avoid including health information or other sensitive details in that note. The trainer reviews and sends the final message; drafting does not send it to a client.

Data is stored with our cloud hosting and database provider, which may keep it on servers inside or outside India, protected by encryption in transit and at rest. The provider processes data only on our instructions. We may share data with authorities only when Indian law requires it.

We keep your data while your account is active. When you delete your account, your data is deleted from the live database straight away and removed from backups within 30 days, unless the law requires us to keep something longer.

We use your browser's local storage only to keep you logged in and remember your language and light/dark choice. We do not use advertising or tracking cookies.

• Access: see your data in the app, or download it from Settings → Export.
• Correct: edit your profile and client details at any time.
• Delete: use Settings → "Delete my account and data".
• Withdraw consent: you can stop using Coachmate and delete your account at any time. Withdrawing consent stops further processing.
• Grievance and nomination: contact our Grievance Officer below. You may also approach the Data Protection Board of India.

Go to Settings → "Delete my account and data" and confirm. This permanently deletes your account, clients, sessions, attendance, bills, payments and uploaded photos, and logs you out.

Clients can delete their portal login from the client portal. This removes their login, recovery code and access links. The trainer's financial and session records remain under the trainer's control; contact the trainer to request deletion or correction of those records.

Each trainer can only see their own data. Logins are protected, PINs are never stored as-is, and repeated wrong PINs are blocked. No system is perfectly secure; if a breach affects you, we will inform you and the authorities as the law requires.

Trainers must be 18 or older. If a client is under 18, the trainer must have consent from the parent or guardian before adding their details.

We may update this policy. We will change the effective date above and tell you in the app about important changes.

Name: Grievance Officer, Coachmate
Email: support@coachmate.co.in
Address: Anand, Gujarat, India

We will acknowledge your complaint and reply within 30 days.

Coachmate, Anand, Gujarat, India
Email: support@coachmate.co.in