Vitality Coach Privacy Policy

1. Who we are and what this policy covers

Vitality Coach is a fitness, wellness and coaching platform operated by Dynamic Health & Fitness / Dynamic Performance & Recovery ("DPR", "we", "us"). This Privacy Policy explains how we collect, use, share and keep personal information when you use Vitality Coach, including its web application and, where applicable, future mobile applications.

Vitality Coach is not a medical service. It does not diagnose, treat or provide medical care, and it is not a substitute for advice from a qualified health professional.

2. Information we collect

Depending on the features you and your coach use, we may collect:

• Identity and contact: name, email address, phone number, age or date-of-birth information where collected, sex where used for assessment reference calculations, account identifiers, and your facility or location affiliation.
• Health, fitness and wellness: health and wellness questionnaires, check-ins, body composition, objective screening results, VO2-related information, grip strength, BOLT and breathing information, physical-capacity and movement assessments, readiness and heart-rate-related information where collected, workout and training history, limitations or injury information you provide, goals and progress, supplements, and coach notes and comments.
• Fuel and nutrition: food logs, nutrition information, calories and macronutrients, hydration, supplements, barcode and product searches, photos of nutrition labels you choose to scan, and nutrition goals.
• Coaching: coach notes, comments, reviews, assignments, goals, reflections and progress information.
• Documents: documents uploaded to or associated with your client record, including screening or lab-related documents uploaded by you or by staff.
• Communication: email, phone, communication preferences, consent records and, where applicable, communication history.
• Technical: sign-in and session information, browser or device information where collected, information saved in your browser's local storage, and security and audit information.

3. Camera and movement assessments

Some movement assessments ask for access to your device camera. Raw camera video is processed locally in your browser or on your device. Vitality Coach does not upload or store the raw camera video.

Information derived from the video — such as body landmarks, joint angles, repetition counts, metrics and assessment results — may be stored and associated with your account.

4. Microphone and voice-assisted logging

Voice-assisted logging asks for access to your microphone. When you use it, the recorded audio is transmitted to an external artificial intelligence service for transcription. Vitality Coach does not keep the raw audio, but the resulting written transcript may be stored. External AI services process the audio and the transcript to provide this feature.

5. Artificial intelligence features

Certain Vitality Coach features use external artificial intelligence services, including voice transcription, nutrition and meal interpretation (including reading nutrition labels), AI-assisted debriefs, questionnaire- and screening-derived summaries or coaching content, and text-to-speech where applicable.

To provide these features, relevant information (for example your transcript, meal description, label image, or the questionnaire and screening information behind a debrief) is sent to those services. These services are currently part of how these features work. We will update this policy before offering any choice to use the platform without AI processing.

6. How we use information

• Create and administer accounts.
• Provide fitness, wellness and coaching services and personalize programs.
• Perform and track assessments and track progress over time.
• Support nutrition and fuel features.
• Allow authorized coaches and staff to support you.
• Generate AI-assisted features.
• Communicate with you about the service.
• Maintain security, troubleshoot and improve the service.
• Comply with legal obligations and protect users, DPR and the platform.

7. We do not sell your information

DPR does not sell users' personal information or health and wellness information. DPR does not use identifiable health and wellness information for third-party advertising.

8. Who can see your information

Access inside Vitality Coach is limited by role and relationship. Roles include Client, Coach, Platform Administrator, Technician, Location Manager and Content Administrator. Clients see their own information. Coaches and authorized staff receive access only where necessary for their assigned responsibilities. Content Administrators manage coaching content and do not need client records to do so.

9. Service providers

We use service providers to operate Vitality Coach. Not every provider receives health or wellness information; each receives only what its function requires.

• Lovable / Lovable Cloud and their underlying cloud infrastructure: application hosting, database, file storage, sign-in and email delivery. These hold the information stored in Vitality Coach.
• Cloudflare: network delivery and hosting of the application, which carries information sent between your device and Vitality Coach.
• OpenAI and Google AI services (accessed through Lovable's AI service): transcription, nutrition interpretation, label reading, AI debriefs, summaries and text-to-speech, as described above.
• Mailchimp: if you complete the public Vitality Scorecard and provide your email, your contact details and scorecard results may be added to our mailing list.
• USDA FoodData Central and NIH supplement databases: product and nutrient lookups. Search terms are sent; your account details are not.
• Vimeo and YouTube: playing exercise and educational videos embedded in the app. These services may collect technical information about your device when a video plays.
• Mindbody: scheduling and booking features where DPR uses them.
• Twilio (or a similar SMS provider): only if and when text messaging is enabled. Text messaging is currently not sending messages.

10. How we protect information

We use administrative, technical and organizational safeguards designed to protect personal information. These include sign-in authentication, role-based access, database access controls, private file storage with time-limited links, encrypted HTTPS connections, and restricted staff access. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. How long we keep information

DPR has adopted the following retention schedule. These periods are policy targets. Automated deletion according to this schedule is not yet in place, and some records may be kept longer where reasonably necessary for legal, security, dispute-resolution or other legitimate obligations. "Active relationship" means the period during which you are a DPR or Vitality Coach client.

• Account, profile and contact information: while your account is active; deleted on account deletion except where DPR has a legitimate or legal need to retain it.
• Health intakes and questionnaires: active relationship + 5 years.
• Objective screenings (including body composition, VO2, grip, BOLT and physical-capacity assessments): active relationship + 5 years.
• Coach notes and check-ins: active relationship + 5 years.
• Movement and workout history: active relationship + 3 years.
• Fuel and nutrition history: active relationship + 2 years.
• Raw voice audio: not retained by Vitality Coach.
• Voice transcripts: target of 90 days.
• Intermediate AI processing records: target of 90 days unless incorporated into a retained final coaching record.
• Final AI debriefs used as coaching records: active relationship + 2 years.
• Client-uploaded documents: active relationship + 5 years, unless deleted earlier following a valid request where no legitimate or legal reason requires continued retention.
• Communication records: 2 years.
• Consent and policy-acceptance records: 6 years after account closure.
• Security and audit events: 3 years.
• Expired or used invitation records: up to 30 days.
• Guest or lead assessment information: 90 days, unless you become a client or ask us to continue the relationship.
• Backups: kept according to our infrastructure provider's managed backup retention.

12. Your choices and requests

You may request access to, a copy of, correction of, or deletion of your personal information and your Vitality Coach account. Vitality Coach does not yet offer an automated in-app export or deletion tool; please email info@dynamichealthfitness.com and we will handle them manually. We may need to verify your identity.

When we delete an account, we remove account and sign-in access, unnecessary profile and contact information, unnecessary nutrition information, voice transcripts, temporary AI records, unnecessary communications and other information we no longer have a legitimate need to keep. Some records — such as certain assessment and coaching records, consent records, security and audit records, and records needed for disputes or legal obligations — may be retained for the periods above. Where continued identification is unnecessary, retained information will be de-identified where appropriate.

You can update your name, phone number and communication preferences in Settings, and you can withdraw camera or microphone permission in your browser or device settings at any time.

13. Age

Vitality Coach is intended for users aged 18 and older and is not designed for children under 18.

14. Changes to this policy

We may update this policy. When we do, we will publish the updated version on this page. The version and effective date appear at the top of this page.

15. Contact

For privacy questions and for requests to access, correct, copy or delete your information or account, contact Dynamic Health & Fitness / Dynamic Performance & Recovery at: info@dynamichealthfitness.com