Privacy Policy

Account details. Name, email address, the gym you belong to, your role, and your gym’s timezone. Passwords are hashed by our authentication provider — we never see them.

Date of birth. Optional. If you or your coach enter it, it is used to work out your age, so a program written for you fits it, and to tell your coach on the day it is your birthday. A board on a screen at the gym may show a birthday tag beside your name that day — never the date or your age.

Training data. Programs and workouts you write, exercises and targets, athlete one-rep maxes, logged sets, reps, loads and times, and which athlete was on which board on which day.

Uploads. Photos of handwritten programs, and videos you submit for clipping, along with the clips produced from them.

Sessions and payments. If your gym books sessions in the app: who each session is with and when, whether it happened, and what clients have paid the gym for them — packs, single sessions and refunds, with the date, the amount and how it was paid. That is the gym’s own record of money it took; the money never passes through us.

Billing. Your plan, subscription status and billing period. Card details go directly to Stripe and never reach our servers.

Technical. Ordinary server logs — IP address, browser, pages requested — kept briefly for security and debugging. We do not use advertising trackers, and we do not sell anything to anyone.

How you found us. If you arrive through a link we published — from a video, a profile, or a code printed on something — that link says which one it was. We keep those few words in a cookie on this site for 90 days and record them against your gym if you sign up, so we know which work was worth doing. It is a handful of short labels like “instagram” and the name of a post, never a profile of you, it never leaves our database, and no advertising network is involved at any point.

If you ask to be told when we launch. Your email address, the labels above, and a one-way fingerprint of your connection used only to stop one machine submitting the form a thousand times. We keep it until we have sent that email or you ask us to remove it, whichever comes first.

Athletes cannot see each other. Your logged results, your maxes and your assigned work are visible to you and to the coaches at your gym — never to another athlete. This is enforced by row-level security rules in the database, not merely hidden in the interface.

One deliberate exception: a board displayed on a screen at your gym shows the workout and the names of the people on it, because that is what a whiteboard on a wall is for. Anyone standing in the room can read it.

To run the service — showing your boards, saving your logs, tracking your history — to bill you, to answer support requests, to keep the service secure, and to meet legal obligations. We do not use your training data to train AI models.

When you run a photo scan, a video clip build, a cue suggestion or a generated program, we send only what that request needs — the image you chose, frames sampled from the video you uploaded, the workout text you asked to extend, or a description written from an athlete’s check-in (age, weight, injuries and the like), shown in full to whoever runs it, who can edit it before it is sent — to our AI provider, Anthropic, to produce the result.

We do not send your athlete list, logged results or billing details. Anthropic processes the request under its commercial terms and does not use it to train its models. If you never use an AI feature, nothing of yours goes to it.

On Pocket Board, when you ask the AI to write a session or a program, the description it writes from goes to Anthropic. If you have filled in your goals check-in, that description is drawn from your answers there — your first name, aim, age, sex, weight, sleep and stress, injuries, kit, schedule and lifts among them. It is shown to you in full, and you can change any of it, before anything is sent. A few of your saved workouts go with it, so the new one fits what you already do. Your logged sets, measurements and progress photos are not sent.

These are the only companies involved, and what each one does:

Beyond these, we share information only when the law requires it, or to protect someone from harm. We never sell personal information.

Account and training data is kept while your account is open. Some of it is removed on a schedule, automatically, whether or not you ask:

• Messages are deleted 30 days after they are sent. The app says so above the composer.
• Progress photos are taken through the camera in the app, not chosen from your photo library — WhiteBoard never requests access to your library and cannot read it. Each angle keeps only the first and the most recent. Anything in between is deleted as soon as a newer one replaces it.
• Logged training keeps full set-by-set detail for two years. After that, each movement is reduced to a summary — best load, average reps, how many sessions and over what dates — and the individual sets are deleted.
• Source videos you upload for clipping are deleted once the clips are cut. Only the short clips are kept, and clips no longer used by any workout or board are removed periodically.

When a gym archives a client, the client can no longer sign in, and everything about them is kept, on the schedule above, until the gym restores them or deletes them.

When a gym deletes a client, their account, training, check-ins, photos, messages and sessions are deleted at once. Their payment records — the dates, the amounts, how they paid and the client’s name — are kept for the gym’s tax records for 7 years from each payment, then deleted. If the gym itself leaves first, they go with everything else, as below.

If your subscription is canceled, everything belonging to your gym — programs, boards, logged results, check-ins, progress photos and the accounts themselves — is deleted 30 days later. We email the account owner a week before it happens, and starting a plan again at any point in those 30 days stops it. After that it cannot be recovered.

A Pocket Board account works the same way. When your subscription ends, everything in it — your workouts, logged sessions, check-ins, measurements, progress photos and the account itself — is deleted 30 days later. We email you 7 days before, and choosing Pocket again before then keeps it.

If you close your account, we delete your data within 30 days, except anything we must keep for tax or legal reasons (invoices, typically for seven years).

You can ask us for a copy of your data, ask us to correct it, or ask us to delete it. Write to support@coachwhiteboard.com and we will respond within 30 days.

If you are an athlete, your gym holds your training records. You can ask us directly, and we will act on it — we may check with your gym first where the request concerns records they created.

Depending on where you live you may have further rights — to object to processing, to data portability, or to complain to a data protection authority. We honor these.

WhiteBoard is for adults. Accounts are not intended for anyone under 18, and we do not knowingly collect their information. A Pocket Board account must belong to someone 18 or older. If a coach adds a minor as an athlete, the gym is responsible for holding the necessary parental consent. Tell us if you believe a child has an account and we will remove it.

Data is encrypted in transit and at rest by our infrastructure providers, access between gyms is separated at the database level, and administrative access is limited to what is needed to operate the service. No system is perfectly secure; if a breach affects your data, we will tell you and the relevant authorities as the law requires.

Our providers store and process data in the United States. If you are elsewhere, using WhiteBoard means your information is transferred there under the safeguards those providers maintain.

We will update this policy as the product changes, and email account owners before any material change. This policy is governed by the laws of California, United States.

Questions, or a request about your data: support@coachwhiteboard.com.