Privacy Policy

This Privacy Policy explains how VIAXE ("we", "us", "our") collects, uses, and protects your personal data when you use the VIAXE coaching platform, mobile app, and website (the "Service"). We are the data controller for the personal data described here. If you have questions, contact us at info@viaxe.co.uk.

1. Who we are

VIAXE provides an online fitness-coaching platform that connects coaches with their clients. Coaches use VIAXE to build programmes, track progress, and communicate with clients. Clients use the VIAXE app to follow programmes, log workouts and nutrition, track progress, and message their coach.

2. Data we collect

• Account data: name, email address, and a securely hashed password. Coaches may also provide a business name.
• Health & fitness data (clients): workouts logged, sets/reps/weights, body weight and measurements, progress photos you choose to upload, nutrition/food logs, water intake, check-in scores (energy, sleep, hunger, stress, adherence), goals, and related notes.
• Communications: messages between you and your coach, and coach feedback.
• Billing data (coaches only): subscription status and payment records. Card details are handled directly by Stripe — we never see or store your full card number.
• Technical data: device/app information and limited request metadata (e.g. IP address) used for security and rate-limiting.

3. How we use your data

• To provide and operate the Service (deliver programmes, log and display your data, enable coach–client messaging and notifications).
• To process coach subscription payments and manage billing.
• To send transactional emails (invites, password resets, and account notifications).
• To keep the Service secure, prevent abuse, and comply with our legal obligations.

We do not sell your personal data, and we do not use it for third-party advertising.

4. Legal bases (UK GDPR / GDPR)

We process personal data on the bases of: performance of a contract (to provide the Service you signed up for), consent (e.g. progress photos and health data you choose to provide, which you can withdraw), legitimate interests (security, service improvement), and legal obligation (record-keeping).

5. Who we share data with (processors)

We use a small number of trusted service providers who process data on our behalf under contract:

• Stripe — payment processing (coach subscriptions).
• MongoDB Atlas — database hosting.
• Vercel — application hosting.
• Resend — transactional email delivery.
• Open Food Facts — food-database lookups (only the search term you type is sent; no personal data).

Your coach can see the health, fitness, and check-in data you log — that is the purpose of the Service. Other clients can never see your data.

6. Data retention

We keep your personal data for as long as your account is active. Notifications are automatically deleted after 60 days. When you delete your account, we permanently delete your personal data and associated records (see section 8). Some records may be retained where required by law (e.g. payment records for accounting).

7. Your rights

Under UK GDPR/GDPR you have the right to access, correct, delete, restrict, or port your personal data, and to object to certain processing. To exercise these rights, use the in-app controls or email info@viaxe.co.uk. You may also complain to the UK Information Commissioner's Office (ICO).

8. Deleting your account

You can permanently delete your account and data at any time from within the app: Profile → Settings → Delete Account. This removes your account and your personal data (workouts, progress, photos, messages, and logs). Coaches can delete their account from the coach portal settings, which also cancels any active subscription.

9. Security

Passwords are hashed with bcrypt. Access to your data requires an authenticated session. Data is transmitted over encrypted connections (HTTPS). We restrict access on a need-to-know basis.

10. Children

VIAXE is not intended for anyone under 16. We do not knowingly collect data from children. If you believe a child has provided us data, contact us and we will delete it.

11. International transfers

Our providers may process data outside your country. Where they do, they rely on appropriate safeguards (such as Standard Contractual Clauses) to protect your data.

12. Changes to this policy

We may update this policy from time to time. Material changes will be posted here with an updated date.

13. Contact

Questions or requests: info@viaxe.co.uk.