Privacy Policy

Who this covers

TrainerBook is a booking and membership platform that personal trainers ("Trainers") use to run their business, and that their clients use to book and manage sessions. This policy covers both Trainers and clients.

Importantly, for the client information a Trainer enters or manages in TrainerBook, the Trainer is the data controller and we act as their data processor (we only handle that data on their instructions). For a Trainer’s own account, we are the controller. See "Controllers and processors" below.

Data we collect

Depending on how you use TrainerBook, we may process:

• Trainer account: name, email, password (stored hashed by our auth provider), business name, bio, branding, booking and cancellation preferences, and subscription/billing details.
• Client records: name, email, phone, booking and attendance history (including any group-class bookings), membership and payment status, and the private notes, dated progress entries and progress photos a Trainer keeps about a client (photos are stored privately and have location data removed on upload).
• Messages: the content, any attachments (images or files) and timestamps of chat messages sent between a Trainer and a client through the in-app messaging feature. Attachments are stored privately and shared only with the other person in that conversation.
• Health information (special category data): the standard PAR-Q answers and signed waiver if a Trainer turns on intake forms, plus any health details (such as injuries) a Trainer chooses to record in their private notes, a client’s progress entries or progress photos. A client, a guest or a class attendee can also tell the Trainer how a session felt (a one-tap effort rating from very easy to very hard and an optional short note, which may mention how their body felt); it is stored against that session, kept for as long as the session record is, and visible only to that Trainer. This is all visible only to that Trainer, who is responsible for collecting it with the client’s consent.
• Guest details: if a Trainer allows guests, a client can invite someone to a session by giving us that person’s name and their email address or mobile number. We hold this because the client supplied it, not because the guest gave it to us directly — so we keep it to the minimum needed to invite them and, where the Trainer requires it, to record the health questions and waiver they complete before training. A guest’s details are never shown to other clients. A guest who accepts an invitation (and, where the Trainer requires it, completes the health questions and waiver) becomes a client of that Trainer: their name, email and any signed questionnaire are then held as a client’s record, described elsewhere on this page, and the invitation says so before they answer. A guest who declines or never answers is not: we delete their details 30 days after the session, including any health answers. If you have been added as a guest and would rather we did not hold your details, use the link in your invitation to decline, or contact us.
• Booking attempts a Trainer could not take: if you try to book with a Trainer whose plan has no room for a new client, we keep the name and email you typed and the session you asked for, for up to 30 days, so the Trainer can be told once that you tried and can get in touch with you. You are told at the time to contact them directly. We hold this on the Trainer’s behalf; it is not shared with anyone else and is deleted automatically.
• Payment data: handled by our payment providers (Stripe for Trainer subscriptions; GoCardless for client Direct Debits). We do not store full card or bank details.
• Technical data: IP address, device/browser information, and strictly-necessary cookies (see our Cookie Policy).
• Website analytics: aggregate, cookieless measurements of page views and which features are used (via Vercel Web Analytics, and Vercel Speed Insights for how quickly pages load). These particular measurements do not identify you or track you across other websites; the account activity records described next are separate.
• Account activity (Trainers): a record of when you sign in and of the actions you take in the app, such as adding a client, creating a booking or setting your availability — the counts and timestamps, not the content of your sessions, client records or messages. See "How we use your account activity" below.
• Push notification token: if you use our mobile app and allow notifications, a device token (issued by Apple) so we can send you notifications such as session reminders. You can turn this off any time in Settings → Notifications or in your device’s settings.
• In-app notifications: a feed of short notifications about activity on your account (for example a new booking, a group-class booking or cancellation, a standing-slot request or its outcome, a new message, a session reminder, or a gym request), each with its read/unread state. These are generated from your own activity and shown only to you, and you can turn them off in Settings → Notifications.
• Security and audit logs: a record of sensitive actions (such as exporting or deleting your data) and of changes to records in the service (what changed, when, and by whom) — kept to keep the service secure and to meet our legal obligations. These are retained for up to 12 months and then automatically deleted. We do not store special-category health data (e.g. health-questionnaire answers) or secrets in these logs.

How we use it, and our lawful bases

We process personal data to:

• Provide the service — accounts, bookings, calendars, memberships, reminders and payments (lawful basis: performance of a contract).
• Send the messages you need in order to use the service — booking confirmations, session reminders, password resets and similar service emails (contract / legitimate interests).
• Keep the service secure, prevent abuse, and maintain an audit trail of sensitive actions — rate limiting, bot protection and two-factor authentication (legitimate interests; for the audit trail, also compliance with our legal obligations).
• Understand and improve how the service is used, through privacy-friendly, cookieless website analytics that do not identify individual users (legitimate interests).
• Help Trainers get set up, and improve the product, by looking at a Trainer’s own account activity — see the next section (legitimate interests).
• Handle health data only on the basis of the client’s explicit consent, captured by the Trainer through the intake form — and, for a guest, through the same explicit consent on their own invitation link before they train.

How we use your account activity

If you are a Trainer, we record how your account is used — including when you sign in and the actions you take in the app, such as adding a client or setting your availability. We use this to keep the service running, to understand which parts of TrainerBook people find hard to get started with, and to improve the product.

We also use it to help you get set up. If you have not yet completed an important step — for example, if you have not added your first client — we may send you a short email explaining how to do it, with links to the relevant help pages. These are occasional, one-off messages tied to a specific setup step, and you will never receive the same one twice. They contain no promotional or upgrade content. Every such email includes a one-click link to stop receiving them. Opting out does not affect booking confirmations, session reminders or other messages you need in order to use the service.

Trainers also receive a short summary email once a week (on a Sunday evening, ahead of the week it describes): the sessions booked that week, anything in your account waiting for your attention — such as a booking request to answer or a membership payment to record — and the previous week in numbers. It is built only from your own account data, contains no promotional or upgrade content, and is not sent on a week with nothing to report. You can switch it off at any time in Settings → Notifications or with the one-click link in the email; opting out does not affect booking confirmations, session reminders or other messages you need in order to use the service.

Our lawful basis for this is legitimate interests: our interest in supporting our customers and improving the service, balanced against your rights (we keep a written assessment of that balance). You can object to this use at any time by contacting us via the Contact page or at support@trainerbook.co.uk, and you can stop the emails yourself using the link in any of them. This applies to Trainers only; we do not analyse or email a Trainer’s clients in this way.

Controllers and processors

For a Trainer’s own account data, TrainerBook is the controller.

For the client data a Trainer enters and manages, the Trainer is the controller and TrainerBook is the processor — we process it only to provide the service on the Trainer’s behalf. Trainers are responsible for having a lawful basis to hold their clients’ data, for obtaining any necessary consent (particularly for health data), and for giving their own clients a privacy notice.

Sharing and sub-processors

We do not sell your data. We share it only with trusted providers who process it under our instructions and their own data-protection terms:

• Supabase — database, authentication and file storage.
• Vercel — application hosting, and privacy-friendly cookieless usage analytics and page-load timings (aggregate page views, feature usage and loading speed; no cookies, no cross-site tracking, no personal profile).
• Sentry — error diagnostics: when something in the app fails, the technical details of the error are recorded (with pseudonymous identifiers such as a user id — never names, training notes or payment details) so we can find and fix it. Hosted in the EU.
• Stripe — Trainer subscription billing.
• GoCardless — client Direct Debit collection (money settles to the Trainer’s own bank; it never passes through us).
• Resend — sending our emails (booking confirmations, reminders and similar service messages, and the occasional setup guidance to Trainers described above).
• Twilio — sending SMS session reminders, only where a Trainer enables text reminders (a Pro feature).
• Apple — delivering push notifications to the iOS app (Apple Push Notification service), only if you use the app and allow notifications.
• Cloudflare — Turnstile bot/abuse protection on our forms.
• Anthropic — AI features, only when a Trainer uses them. If a Trainer turns on AI session suggestions, a client’s pseudonymised training notes and their own “how it felt” answers (without their name or email) are sent to Anthropic to generate a suggestion for the Trainer to review. If a Trainer uses Brand Studio’s AI design helpers (theme or logo), only their business name and the brand description they type are sent. We also use Anthropic’s Claude for our own internal usage reports, which process Trainer account details — name, email, and sign-in and activity records — and never client records, messages or health information. Nothing sent is used to train models.

International transfers

Some of our providers may process data outside the UK/EEA. Where they do, the transfer is covered by appropriate safeguards such as UK adequacy decisions or Standard Contractual Clauses.

How long we keep it

We keep personal data while your account is active. When you delete your account (Settings → Data & privacy), we remove your data — though a Trainer who is the controller of their clients’ records may retain those for as long as they have a lawful reason to (for example, financial record-keeping obligations).

For security and to meet our legal obligations, we also keep a minimal audit record of certain sensitive actions (for example, that an account was deleted or its data exported) — limited to the action, its timestamp, the IP address and an email snapshot. This is retained even after the account itself is deleted, for up to 12 months, after which it is automatically purged.

Guest details are deleted automatically 30 days after the session they were invited to, together with any health questionnaire answers and waiver they signed — unless that person accepted the invitation, which makes them a client of the same Trainer, in which case their information is held as a client’s and covered by everything else on this page. Nobody has to ask for this deletion; it happens on its own.

A booking attempt a Trainer’s plan could not take (the name, email and requested session of someone turned away) is deleted automatically 30 days after the attempt, whether or not the Trainer got in touch.

A Trainer’s sign-in and activity records are kept only as long as needed for security, support and product improvement, and are deleted with the account (the minimal audit record above is the exception). If you opt out of setup emails, we keep your email address on the opt-out list for as long as it needs to stay suppressed — removing it would mean emailing you again.

Your rights

You have the right to access, correct, erase, restrict or object to the processing of your personal data, and to data portability. You can download your data or permanently delete your account from Settings → Data & privacy. To object to us using your account activity for setup emails, use the link in any of those emails or contact us.

If your data is held by a Trainer (as controller), please contact that Trainer to exercise your rights over it. You also have the right to complain to the UK Information Commissioner’s Office (ICO).

Security

Access to data is enforced in the database with row-level security, traffic is encrypted in transit, passwords are checked against known breaches at sign-up, two-factor authentication is available, and we keep a tamper-resistant audit trail of certain sensitive actions. No system is perfectly secure, but we take reasonable measures to protect your data.

Cookies

We use only strictly-necessary cookies. See our Cookie Policy for details.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.