Privacy

Pulse Coaching is software that personal trainers use to run their coaching businesses. Which role we play depends on whose data it is.

If you are a client, your coach decides what to record about you and why. They are the controller of that information; Pulse stores and processes it on their instruction, as their processor. Start with your coach for anything about your own record. They can change or remove it directly.

If you are a coach, Pulse holds your business’s data on your behalf, separated from every other coach on the platform. For your own account and billing details, Pulse is the controller.

That separation is enforced in the database itself, not only in the application: every record carries the coach it belongs to, and access rules are applied at the data layer, so one coach’s account cannot reach another’s data even if the application were bypassed.

• Account details: name, email address, and for coaches their business details.
• Health and training information: injuries, movement assessments, PAR-Q style intake answers, body measurements and composition, training history, logged workouts and loads.
• Nutrition information: food logs, which may include photographs of meals.
• Coaching content: programmes, check-ins, messages between a client and their coach, and notes a coach records.
• Scheduling: bookings, availability and attendance.
• Payment records: where a coach bills through Pulse, the record of a transaction. Card numbers are never held by Pulse; they go directly to Stripe.
• Voice: only where a coach chooses spoken answers. The coach’s own recordings, the synthetic copy of the coach’s voice made from them, and the short introduction the coach records for their clients. When a client asks a question out loud, the audio is turned into text and is not kept; the words of the question and the answer are kept with the conversation.
• Operational logs: the technical records needed to run, secure and debug the service.

Health and nutrition information is sensitive information under Australian privacy law. It is collected because it is necessary to deliver coaching, and with consent. A client gives it to their coach in order to be trained safely. You can withdraw that consent at any time by asking your coach or us, and the consequence is simply that coaching can no longer be tailored around it.

Pulse uses these services to operate. Each receives only what its function needs.

• Supabase: database, authentication and file storage.
• Vercel: application hosting.
• Anthropic and OpenAI: the AI models behind programme drafting, document understanding and the coach’s assistant in the client app.
• Resend: transactional email.
• Stripe: payments, where a coach enables them.
• Google (YouTube Data API): searching for exercise demonstration videos.
• Google Calendar: adding a coach’s bookings to their own calendar, where a coach connects it.
• ElevenLabs: creating a coach’s synthetic voice from their own recordings, turning a client’s spoken question into text, and speaking the answer in the coach’s voice, where a coach chooses spoken answers.
• Apple or Google, through the phone’s own speech recognition: turning a client’s words into text as they speak, when they use the microphone in the client app. The phone sends that audio to its maker for recognition; Pulse receives only the text the client chooses to send.
• LiveKit: carrying live audio between a client’s device and Pulse during a spoken conversation, where that connection is used.

Some of these process data outside Australia. Where that happens, we use providers that offer contractual protections for international transfers and we remain accountable for the handling of your information.

Coaching content is sent to AI models to draft programmes, interpret uploaded documents and answer client questions. Four things about that are deliberate, and worth stating plainly rather than burying.

• Your data is not used to train AI models. Pulse does not train models on coach or client data, and under the API terms Pulse uses, neither Anthropic nor OpenAI trains their models on the content we send them.
• A human decides. Programmes are approved by the coach. The coach’s assistant answers a client’s questions automatically in the coach’s voice, and each coach chooses which updates reach clients automatically.
• No AI in Pulse can take an action. No model has the ability to write to the database, send a message, charge anyone, or change anything on its own. Every model call returns text that a person or a checked piece of code then acts on.
• Nothing significant is decided by automation alone. Because a coach approves programmes, no decision about you that would meaningfully affect your rights or interests is made solely by automated means.

Coaches moving to Pulse from another platform may install Pulse Capture, a Chrome extension that brings their existing client information across. It is optional, and it is only usable while a transfer the coach started in Pulse is running.

It acts only when the coach tells it to. A capture happens on a deliberate Shift+click and never in the background. For that one screen it records a screenshot of the visible area, limited visible-page text and labels, the site origin and page path, the capture time, and the viewport dimensions.

Form fields are blanked out before the screenshot is taken, so anything typed into an input, including passwords, is not captured. It does not read cookies, saved passwords, hidden page content, or the browser’s history list. Chrome classifies the origin and path of a deliberately captured page as web browsing activity, so Pulse discloses and handles that page location on the same terms as the capture itself.

There is no source-site access at install. When the coach enters a one-time Pulse code and clicks Pair securely, Chrome asks for optional access to eligible browser sites for that active transfer. That lets the camera cursor follow the coach across different coaching platforms without selecting a platform or arming each tab. The extension uploads nothing unless the coach deliberately Shift+clicks, and the optional site grant is removed when pairing fails or the transfer is finished, cancelled, revoked, or expires.

Captures are uploaded only to that coach’s own Pulse workspace and are used only to rebuild their client records. Because those screens come from a coaching platform they will usually contain client personal and health information, so Pulse holds it as that coach’s processor on the same terms as everything else on this page.

Raw capture evidence is deleted after 14 days, or within 24 hours if the coach cancels the transfer. The screenshots and page text are removed from storage first, and only then is the record marked deleted, so nothing is ever recorded as erased while a copy still exists. What survives is the client information the coach reviewed and chose to keep.

Pulse’s use of information received through the extension complies with the Chrome Web Store User Data Policy, including its Limited Use requirements. The information is used only to provide and secure the coach-requested Move to Pulse transfer, never for advertising or sale.

If your coach turns check-ins on, you answer a few questions about your week: how training felt, your energy and sleep, and anything you want them to know. Your answers go to your coach and are stored with your account. If an answer mentions pain or asks for your coach, your coach is told straight away.

The first time you open the app after this policy changes, you are asked whether your check-ins can be used this way. If you say no, you can still train and message your coach; you are simply not asked to check in.

After you check in, your coach’s assistant drafts a short review of your week from your logged training, nutrition and check-in answers, using Anthropic’s Claude model. Your coach can also prepare a review from your logged training on their own, with or without a check-in. Your coach chooses whether a review waits for them before you see it or is shared with you directly. A review that follows an answer about pain, or one the assistant could not write properly, always waits for your coach.

Your review opens from a private link. Anyone you give the link to can open it, so share it only with people you choose. If your coach turns the email on, you also get an email when your week is ready.

When a personal trainer joins the waitlist, Pulse stores their name, email, coaching details (including any Instagram handle or website they give) and how they heard about Pulse, and sends a confirmation email. Pulse also records where the sign-up came from: an approximate location from the request (country, region, city and timezone), the page it was made on, the referring site and any campaign tags in the link. Marketing email is sent only if they agreed to it. To stop the form being used to send spam, Pulse also stores a one-way, keyed hash of the address the sign-up came from (never the address itself) and accepts at most ten sign-ups an hour from one address.

Data is retained while an account is active, and then for the periods below. Shorter deletion can be requested at any time, subject to records we are legally required to keep.

If a coach stops using Pulse, their clients’ access ends with that account, and the data is retained on the schedule above before deletion.

Data is encrypted in transit and at rest. Access between coaches is separated at the database layer rather than only in the application. Passwords are stored hashed, never in readable form, and must be at least twelve characters. Repeated failed sign-in attempts are rate limited. Access to production systems is limited to those who need it.

No system is perfectly secure. If a data breach occurs that is likely to cause serious harm, we will assess it promptly and, consistent with the Notifiable Data Breaches scheme, notify the Office of the Australian Information Commissioner and the people affected as soon as practicable.

You can ask us to:

• give you a copy of the personal information we hold about you;
• correct it if it is wrong or out of date;
• delete it, subject to records we must keep by law;
• stop using it for a particular purpose, or withdraw a consent you gave.

We will respond within 30 days. Clients should start with their coach, who controls their record and can act immediately; coaches can contact us directly. There is no charge for making a request.

If you are unhappy with how we have handled your information, tell us first and we will try to resolve it. You can also complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Pulse is not intended for children under 16. A coach who trains a minor is responsible for having the consent of a parent or guardian before recording their information.

If this policy changes in a way that materially affects how we handle your information, we will let account holders know rather than change it silently. The date at the top always reflects the current version.

pedro@pulsecoaching.app