Privacy Policy

The Training Notebook, Inc. ("The Training Notebook", "we", "our", "us") makes tools for personal trainers and the people they coach. This policy explains what information we collect, why we collect it, who we share it with, and the choices you have. It covers:

• our website at thetrainingnotebook.com (the "Website"),
• our original mobile app, The Training Notebook, on the App Store and Google Play (the "Legacy App"), and
• our current app, The Training Notebook One, on the App Store and Google Play and in a web browser at app.thetrainingnotebook.com ("TTN One").

Together we call these the "Services". By using the Services you agree to this policy and to our Terms of Use at https://thetrainingnotebook.com/terms-of-use/.

Who this policy is about

Three kinds of people use the Services, and the policy treats them a little differently.

Visitors browse the Website without an account.

Trainers are our customers. A trainer creates an account, may subscribe to a paid plan, and uses the app to keep records for the people they coach.

Clients are the people a trainer coaches. A trainer adds a client to their roster and keeps training records about them. A client may also be invited to create their own login so they can see their workouts and exchange messages with their trainer, and may fill in an intake form from an emailed link. Some clients never create a login at all; their records exist only inside their trainer's account.

Records a trainer keeps about a client belong to the trainer's coaching relationship with that client, in the same way a gym or a physiotherapist keeps a file. The trainer decides what to record and is responsible for having the client's permission to do so. We store and process those records on the trainer's behalf. If you are a client and want to see, correct, or remove what your trainer has recorded about you, ask your trainer first; you can also contact us at support@thetrainingnotebook.com and we will help.

Information we collect

Information you give us

Account information. When you create an account we collect your first name, last name, email address, and a password. Passwords are stored by our authentication provider in hashed form; we never see or store the password itself. We also record when you signed up and when you last signed in.

Trainer profile. A trainer can add a motto, a short bio, specialties, certifications, years of experience, an Instagram handle, and a website address. TTN One shows this profile to that trainer's clients inside the app. We do not verify certifications.

Client records. A trainer may record the following about a client:

• name, email address, and phone number;
• date of birth;
• training experience level, how many days a week the client trains, and a training goal;
• answers to a standard pre exercise health screening (the seven PAR-Q questions about heart conditions, chest pain, dizziness, joint problems, blood pressure or heart medication, and other reasons not to exercise);
• notes about injuries and health;
• body weight, body fat percentage, and body circumference measurements;
• progress photographs;
• workouts, exercises, sets, reps, loads, programs, and the dates they were done;
• notes about workouts and assessments, some of which are shared with the client and some of which are visible only to the trainer.

Health screening answers, injury notes, body measurements, and progress photographs are health information. We treat them with extra care, as described under Security below.

Intake form. When a trainer invites a client, the client receives an email with a private link to an intake form. The client can use that link, without creating an account, to enter their contact details, health screening answers, and an optional photo. The link works for seven days and stops working as soon as the trainer sends a new invitation. When a client submits the form, we keep a locked copy of what they submitted and when, so there is a reliable record of the health screening the client attested to.

Messages between trainers and clients. In TTN One a trainer and each client who has a login can send each other messages, as text, as a voice note of up to 2 minutes, or as a video of up to 1 minute. A text message can be up to 4,000 characters, and no message can be edited after it is sent. For a text message we store its text, who sent it and when. For a voice note we store the audio file, its length, who sent it and when, and the same people who can read the conversation can play it. For a video we store the video file, a still frame taken from it, its length, who sent it and when, and the same people who can read the conversation can play it. We also record when each person last read the conversation, so the app can show unread messages, and whether the client has blocked the chat. The sender can withdraw a message: it then shows as withdrawn to both people, and its text stays in the conversation's records. Messages are not end to end encrypted; they are stored on our servers so that both people can read them on any device.

Sessions proposed in chat. In the chat a trainer can propose a session and a client can ask for one. For each one we store its date, start time and length, an optional note of up to 500 characters, who proposed it, and whether it was accepted, declined or cancelled, by whom and when. The same people who can read the conversation can see it. Once it is accepted, the session shows on the client's calendar and on the trainer's calendar, until either of them cancels it.

Who can read messages. A conversation can be read by the client and by every trainer and manager in the trainer's business on TTN One. A client cannot see anyone else's conversations. Our own staff do not read conversations, except when a message has been reported to us, when you or your trainer ask us to help with one, or when the law requires it.

Reporting and blocking. Either person can report any message from inside the chat. A report sends our support team an email with the reported message, the names of the sender, the client and the person who reported it, and the name of the trainer's business, so we can review it. We may suspend or close an account that breaks our Terms of Use. A client can also block the chat: the client then no longer sees it and cannot send messages in it, and the trainer keeps the conversation and can still assign workouts.

Messages to us. If you email support@thetrainingnotebook.com we keep the message and our reply.

Information collected automatically

TTN One analytics. TTN One uses Google Analytics for Firebase to tell us whether the app is working and whether new trainers get started. It records a small, fixed set of events: signing up, adding a first client, building a first workout, sending an invitation, accepting an invitation, and starting a subscription. The subscription event names the plan purchased. None of these events include your name, email address, client names, notes, measurements, or any free text, and we do not attach your account to them. Google assigns an anonymous identifier to each installation of the app to count usage. Google also receives the device model, operating system version, app version, language, and your IP address, from which it estimates a general region. Analytics is switched off when the app starts and is only turned on in the released app, never in test builds. TTN One does not record which screens you view. The TTN One web app does not use analytics.

TTN One crash reports. On the App Store and Google Play, TTN One uses Firebase Crashlytics. If the app crashes or hits an unexpected error, Google receives the technical details of the error, the device model and operating system version, the names of the screens visited just before the error (never the identities of the clients on those screens), and your account identifier, your role (trainer or client), and your organization identifier so that we can find and fix problems that affect you. Your email address is never included in a crash report.

TTN One error reports. TTN One also sends error reports to us directly. On the App Store and Google Play this happens when a save fails; on the web it happens for any unexpected error or failed save. The TTN One web app does not use Firebase Crashlytics. An error report contains the type of error, where in the app's code it happened, your platform, the app version and a random session number, together with your account identifier and your organization identifiers so that we can find and fix problems that affect you. It never includes the text of an error message or anything you typed. Reports are sent only while you are signed in, and are delivered to us by email through Resend.

Website analytics. The Website uses Plausible, a cookieless analytics service that counts page views, referring sites, and browser and device type. It sets no cookies and does not identify you.

Legacy App analytics. The Legacy App uses Google Analytics, which uses cookies and similar technologies to collect the pages you visit, how long you stay, how you arrived, your browser and device type, and your IP address. Our Cookie Policy at https://thetrainingnotebook.com/cookie-policy/ explains the cookies we use and how to control them. You can also opt out of Google Analytics at https://tools.google.com/dlpage/gaoptout.

Device settings. TTN One keeps a few settings only on your device, or in your browser when you use TTN One on the web, such as your chosen theme and whether you have dismissed the getting started checklist. These never leave your device. On the web, TTN One also keeps your sign in session in your browser's storage so you stay signed in. It also keeps changes you have not saved yet in that browser's storage, so they are not lost if the tab closes. A draft can include client details you were entering. Logging out with the Log out button, or deleting your account, removes them from that browser, and so does clearing your browser's data for the site. If you close the browser without logging out, or your session ends on its own, they stay in that browser until you next sign in there, and a draft older than 7 days is never restored.

Pings. TTN One on a phone or tablet can ping you when a message arrives or when someone answers a session in chat, once you allow it when the app asks. For each device you allow, we store a token from Firebase Cloud Messaging that lets us reach the app on that device, the device's platform, the app's language and version, and when the app last checked in. We also store whether you have turned pings off in Settings. We use these only to deliver pings. A ping shows the sender's first name and what they sent or did, such as "Emma sent you a video" or "Emma accepted the session", and never the message, the video or the session note. We keep a record of each ping, with the device it went to and the result, so that one message never pings the same device twice. When you log out, the token for that device is switched off and the device gets no more pings. To stop pings, turn off Messages under Pings in the app's Settings, or turn off notifications for TTN One in your phone's settings.

When a custom exercise has a YouTube link, the app shows that video's preview picture, loaded from YouTube (Google). Loading it shares the viewer's IP address and device details with Google under Google's privacy policy.

Information we receive from Apple, Google and Stripe

Subscriptions bought inside our apps are sold by Apple (App Store) or Google (Google Play), under their terms and privacy policies. Subscriptions to TTN One bought in a web browser, and Legacy App subscriptions bought on the Website, are processed by Stripe under Stripe's terms and privacy policy. We never see your card number or payment details. We receive from Apple, Google, or Stripe a transaction identifier, the product you bought, the environment it was bought in, and your subscription status (trial, active, in grace period, expired, refunded). We use this to decide what your account is entitled to. For card subscriptions we also keep the Stripe customer and subscription identifiers so we can show your plan and let you manage it.

What we do not collect

• Location. Our apps never ask for or use your device's location. TTN One removes location and other hidden metadata from every photo before it is uploaded, keeping only the orientation and colour profile so the photo displays correctly. It also removes the location data stored in a video before the video is uploaded.
• Contacts and health app data. Our apps do not access your contacts, Apple Health, or Google Fit.
• Microphone. TTN One uses your microphone only to record a voice note, or the sound of a video you record, in chat. A voice note starts recording when you tap record and stops when you send or delete it, or when it reaches 2 minutes, and a video stops at 1 minute. The microphone is not used for anything else, and your phone or browser asks for it the first time you tap record.
• Camera. TTN One uses your camera when you record a video to send in chat, and your phone asks for it the first time you record one.
• Advertising identifiers. Our apps do not use the advertising identifier and do not include any advertising, attribution, or ad measurement software. We do not track you across other companies' apps or websites.
• Social logins. You sign in with your email address and a password. We do not offer or use Facebook, Google, or Apple sign in.

How we use information

We use the information above to:

• provide the Services, including keeping a trainer's records and showing a client their workouts;
• create and secure accounts and sign people in;
• send the invitations, confirmation codes, and account emails described below;
• manage subscriptions and check what an account is entitled to;
• understand whether the app is working and fix crashes and errors;
• understand, in aggregate, how the Services are used so we can improve them;
• answer support requests;
• send newsletters and promotional email to trainers who have not opted out;
• comply with the law and enforce our terms.

We do not use client health records, measurements, photographs, notes, or messages for anything other than providing the Services to the trainer and client they belong to, which includes reviewing a message that someone has reported to us.

Who we share information with

We do not sell personal information. We do not share personal information with advertising or marketing partners, and we do not share it with other companies for their own marketing.

We share information only in these situations:

Between trainers and their clients, inside the Services. A trainer sees the records they keep. A client with a login sees the workouts, shared notes, and assessments their trainer has chosen to share, and the trainer's public profile. Notes a trainer marks as private are not shown to the client. Messages are seen by the client and by every trainer and manager in the trainer's business.

With service providers that run the Services for us. These companies process information only on our instructions and only to provide their service to us:

When the law requires it. We may disclose information to comply with a law, regulation, court order, or lawful request, or to protect the rights, property, or safety of The Training Notebook, our users, or others.

If our business changes hands. If we merge with or are acquired by another company, or sell some or all of our assets, information may be transferred as part of that transaction. We will require the new owner to honour this policy for information collected under it.

Email we send

Account email. We send email you need in order to use the Services: sign up confirmation codes, password resets, client invitations, and notices about your trial and subscription (for example that your trial is about to end, or that your subscription is active). You cannot opt out of these while you have an account, because they are part of the service. If you pay by card in TTN One on the web, Stripe also sends your payment receipts and any failed payment notices on our behalf.

Newsletter and promotional email. We also send trainers occasional newsletters, product news, and offers, including a follow up if a trial ends without a subscription. Every marketing or lifecycle email we send carries an unsubscribe link at the bottom. Follow it and you are opted out immediately. Nothing else is required. Your mail app may also show its own one tap Unsubscribe button next to our name, and that works the same way.

Unsubscribing stops our lifecycle and marketing emails. You will still receive messages about your account itself, such as client invitations, password resets and subscription notices, because those are part of the service rather than marketing. If you would rather we handled it for you, email support@thetrainingnotebook.com.

Client invitations are sent on behalf of the trainer who added you, and replies go to that trainer.

How long we keep information, and how deletion works

While your account is open we keep your information so the Services work.

Messages, including voice notes, videos and sessions proposed in chat, are kept for as long as the client's record and the trainer's account exist. There is no separate time limit for them; they follow the deletion rules below. When the sender withdraws a voice note or a video, its files are permanently erased after 30 days.

If you delete your account (Settings inside the app, or by emailing us):

• Your login is removed immediately and your email address is released, so it can be used to sign up again in future as a brand new account with no history.
• If you are a trainer, your login is removed right away. The records in your organization (clients, workouts, programs, assessments, photos, notes and messages) are kept for 30 days in case you change your mind, and are not reachable through the Services during that time. After 30 days they are permanently erased. Your clients see a notice that your account has closed and can no longer reach their records through you.
• If you are a client and delete your own login, your records stay with your trainer, because they are your trainer's coaching records. This includes your messages: the conversation stays with your trainer, who can still read it. If your trainer invites you again later, you start a new conversation. Your trainer can delete your records, or you can ask us to help.

If a trainer deletes a client from their roster, the client's records, photographs and messages are removed from the trainer's view immediately and cannot be restored. Progress photographs are erased from storage within about an hour, and the remaining records are retained in our systems but are no longer reachable by anyone through the Services.

If a trainer deactivates a client without deleting them, the records remain with the trainer and the client can be reactivated later.

Deleted photographs and files of any kind are permanently erased within 30 days of deletion.

Subscription and billing records are kept for as long as we need them to manage your subscription and meet our tax and accounting obligations.

Backups. Copies of information may remain in our backups for a short period after erasure, and are then overwritten.

Security

We protect information with measures that include:

• encryption of all information in transit;
• database access rules that limit every trainer to their own organization and every client to their own records;
• private storage for photographs, which are never publicly reachable and are served only through links that expire after one hour;
• private storage for voice notes and videos, which are never publicly reachable and are served only through links that expire;
• removal of location and other metadata from photographs, and of location data from videos, before upload;
• passwords stored only in hashed form;
• limited, logged access for our own staff.

No system is perfectly secure. If you believe your account has been accessed without permission, tell us at support@thetrainingnotebook.com right away.

Your choices and rights

See and change your information. Trainers and clients with a login can see and edit their account details inside the app. Trainers can see and edit the records they keep. Clients can see what their trainer has shared with them, and the messages in their own conversation.

Delete your account. Use Settings inside the app, or email us.

Stop marketing email. Use the unsubscribe link at the bottom of any newsletter or lifecycle email.

Cookies. See our Cookie Policy for how to control cookies on the Website.

Requests. Depending on where you live you may have the right to ask what personal information we hold about you, to receive a copy, to have it corrected or deleted, or to object to or restrict certain uses. Email support@thetrainingnotebook.com with "Privacy request" in the subject line. We will verify that the request comes from you and respond within the time the law allows. If you are a client asking about records your trainer keeps, we will work with your trainer to answer.

California residents. We do not sell or share personal information for cross context behavioral advertising, and we have not done so in the preceding twelve months. You have the right to know what personal information we collect, use, and disclose, to request its deletion, to correct it, and not to be discriminated against for exercising these rights. Send requests to the address above. We do not respond to browser "Do Not Track" signals.

Children

Client logins in our apps are for people aged 13 and older. A trainer may keep training records for a client under 13 under the trainer's own account, but only with the permission of the child's parent or guardian, and the child is not given a login. Trainers are responsible for having that permission. We do not knowingly collect information directly from a child under 13. If you believe a child under 13 has created a login or given us information directly, contact us at support@thetrainingnotebook.com and we will delete it.

Where information is stored

We store and process information in the United States. If you use the Services from outside the United States, your information will be transferred to, stored, and processed in the United States, where privacy law may differ from the law in your country.

Changes to this policy

When we change this policy we will post the new version here and update the date at the top. If a change materially reduces your rights or changes how we use health information, we will also tell trainers by email before it takes effect.

Contact us

The Training Notebook, Inc.
support@thetrainingnotebook.com