eazycoachEazyCoach privacy notice
Version 5 · Last updated 2 November 2026
This notice explains how EazyCoach handles personal data. EazyCoach is coaching software used by online fitness coaches ("coaches") to work with their own clients.
1. Who we are
EazyCoach is run by Simon Joseph, trading as EazyCoach, 103 Fleetham Gardens, Reading, RG6 4BZ, United Kingdom ("we", "us"). Contact: support@eazycoach.app.
2. Whose data this notice covers, and our role
| You are… | Our role | Whose privacy notice applies |
|---|---|---|
| A coach with an EazyCoach account | Controller of your account and billing data | This notice |
| Someone visiting eazycoach.app or using its chat | Controller | This notice |
| A coach using our in-app support chat | Controller | This notice |
| A client of a coach using the coaching app | Processor, acting on your coach's instructions | Your coach's privacy notice, which you're shown and accept in the app. Your coach decides what is collected and why. Our role is set out in our data-processing terms with them. |
If you're a client with a question about your data, please contact your coach first. We'll help them answer you.
3. What we collect
Coaches
- Account details: name, email address, sign-in records (via our sign-in provider).
- Workspace details: business name, logo, brand colour, group-chat name, your privacy notice for your clients, and the coaching methodology you write for the AI features.
- Your acceptance of our terms of service and data-processing terms: which version, and when.
- Billing: your plan, subscription status and billing history. Card details are handled by Stripe and never reach us.
- If you take client payments through EazyCoach: your Stripe Connect account identifier and whether it can take payments.
- Referrals: if you signed up through another coach's referral link, which coach referred you. That coach sees your workspace name and whether you're subscribed, nothing else. If you have a referral link, the commission earned on each referred coach's payments and what we've paid you.
- Usage needed to run the service: AI credits used, notification subscriptions for your devices, and error logs.
Website visitors and prospects
- If you use the chat on eazycoach.app: your messages, the AI's answers, the page you started it on and, if you ask Simon to reply, your name and email address, and his reply.
- If you send a coach an enquiry from their public page (eazycoach.app/ followed by their name): your name, email address, Instagram handle if you add it, and your message. They go to that coach, who decides what to do with them; we hold them for the coach, as for their clients' data, until the coach deletes them or their workspace.
- Basic technical data any web server receives (IP address, browser type), used for security and rate limiting.
Support chats and emails
- The messages you send in the in-app Help chat, and our replies. Please don't paste client details you don't need to; if you do, we treat them as confidential and use them only to answer you.
- Emails you send to support@eazycoach.app. We keep them in our support inbox, with your Help chat if you write from the address you sign in with.
We don't use advertising or analytics trackers.
4. Why we use it, and our lawful basis (UK GDPR)
| Purpose | Lawful basis |
|---|---|
| Providing your account, workspace and the app | Contract |
| Billing and tax records | Contract; legal obligation |
| Recording your acceptance of our terms | Contract; legitimate interests (showing what was agreed) |
| AI features you choose to use | Contract |
| Answering support and website chats; replying to enquiries | Legitimate interests (helping you); for enquiries you start, steps before a contract |
| Security, fraud and abuse prevention, rate limiting, error monitoring | Legitimate interests |
| Service emails (sign-in, billing, important changes) | Contract |
We don't send marketing emails without your consent, and you can withdraw it at any time.
5. AI features
When a coach uses an AI feature (plan drafts, check-in feedback drafts, the client and template assistants), the relevant text is sent to our AI provider, Anthropic, to produce a draft for the coach to review. Anthropic processes it on our behalf under its commercial terms, which don't allow it to train its models on that content. Nothing the AI drafts reaches a client unless the coach sends it.
The in-app Help chat answers your questions with AI first, using only EazyCoach's own help articles, so your messages there are also sent to Anthropic. A person (Simon) replies in the same chat when you ask for him or the AI isn't sure. The Help chat doesn't use your AI credits.
The chat on eazycoach.app also answers with AI first, using only EazyCoach's own help articles, website and comparison pages, so your messages there are sent to Anthropic too. It doesn't give coaching, health or nutrition advice. If you leave your name and email, Simon replies by email.
6. Who we share it with
We use these service providers (processors) to run EazyCoach:
| Provider | What for | Where |
|---|---|---|
| Vercel | Hosting the app and website | App functions run in London; content delivered from a global network |
| Neon | Database | London (AWS eu-west-2) |
| Clerk | Sign-in and accounts | USA |
| Cloudflare (R2) | Private storage for client photos and videos | Western Europe (EU) |
| Cloudinary | Logos and profile pictures | USA |
| Resend | Sending emails, and receiving emails to support@eazycoach.app | Emails sent from Ireland (EU); Resend is a US company |
| Stripe | Subscription billing and, for coaches who connect it, client payments | Global |
| Anthropic | AI features | USA |
| Apple, Google, Mozilla push services | Delivering notifications to devices that switched them on | Global; the message content is encrypted |
We may also share data if the law requires it, or to protect our rights or users' safety.
Client payments: when a coach connects their own Stripe account, their clients pay the coach directly through Stripe. Stripe's own terms and privacy notice apply to that relationship.
7. International transfers
Some providers are based in, or access data from, the USA. Where data leaves the UK we rely on UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework) or the UK International Data Transfer Agreement / Addendum.
8. How long we keep it
- Account and workspace data: while your account is open, then deleted within 30 days of it closing (sooner on request), apart from what we must keep by law.
- Billing records: 6 years (tax law).
- Support chats: 2 years after the last message, or sooner if your workspace is deleted.
- Chats on eazycoach.app (your messages, and your name and email if you leave them), and emails to support from people without an account: 12 months after the last message, then deleted automatically.
- Security logs: up to 90 days.
9. Your rights
You can ask us to access, correct, delete or restrict your data, to object to our use of it, or to receive it in a portable format. Email support@eazycoach.app. We'll reply within one month. Clients of a coach: please contact your coach, who controls your data.
If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office (ico.org.uk). We'd appreciate the chance to put it right first.
10. Cookies and storage on your device
We only use cookies needed for the app to work, so there is no cookie banner:
- sign-in session cookies (Clerk);
ec_installed: remembers that the app was added to your home screen, so opening it goes to sign-in;ec_signup_as_coach: remembers that you're signing up as a coach, during sign-up only;sj_claim_client_id: links a client's invite to the account they create, during sign-up only;- a theme preference (light or dark);
- for coaches using "View as client": which client you're viewing.
The chat on eazycoach.app sets no cookies. While it's open it keeps the conversation in your browser tab's session storage, which your browser clears when you close the tab.
The app also keeps a few things in your device's own storage so it works offline and doesn't ask twice: logs waiting to be sent, unsent drafts, workout timers, and prompts you've dismissed.
11. Security
Data is encrypted in transit. Our database and storage providers encrypt it at rest. Each coach's workspace is separated from every other coach's, and every coach action checks that the client belongs to that coach. Client photos and videos are stored privately and open only for the people in that workspace meant to see them (the client and their coach, and the group for anything posted in the group chat), through links that expire after 10 minutes. Access is limited to what's needed to run and support the service.
12. Children
EazyCoach accounts for coaches are for adults (18+). Coaches are responsible for any client they coach, including getting a parent or guardian's consent where the law requires it.
13. Changes
We'll update this notice when how we handle data changes, and tell coaches by email or in the app before material changes take effect.
Version 5 (2 November 2026): adds referrals (section 3). Our terms of service and data-processing terms are still at version 2; the terms gain a line on referrals.
Version 4 (2 November 2026): adds enquiries from coaches' public pages (section 3). Our terms of service and data-processing terms are unchanged, at version 2.
Version 3 (13 October 2026): adds the chat on eazycoach.app (sections 3, 5, 8 and 10). Our terms of service and data-processing terms are unchanged, at version 2.