SYD Fitness Privacy Policy

Effective October 1, 2026.

SYD Fitness is operated by Sean Yeager-Diamond. This policy describes information used to provide personal fitness coaching through the SYD Fitness app. Contact sean@sydfitness.com with privacy questions or requests.

Information we use

We collect the information you provide when activating your account and receiving coaching. This can include your name, email, phone number, address, fitness goals, intake answers, health information you choose to share, waiver signatures, training plans, workout activity, progress, appointments, messages, and coaching notes. Photos, videos, and audio recordings may be added when used for your coaching.

We keep session charges, payment method labels, payment records, and statements. Card and bank account details entered directly with an outside payment provider are handled by that provider, rather than collected in this app.

Account and security systems process account identifiers, sign-in events, network information, and operational records. If you enable iPhone notifications, we store the device's notification token and connect it to your account. Downloaded training can also be stored on your device.

Why we use it

We use information to provide your coaching, prepare and deliver your training plan, communicate with you, manage appointments and records, track the practice you record, administer billing, maintain account security, and respond to support requests.

Your records are available to Sean and to service providers needed to operate these features. Other coaching clients do not receive access to your private records through the app.

Safety reports and communication blocks

When you report content, we keep your report details, the reported message when applicable, your account’s internal client number, timestamps and review status so Sean can investigate and act. Reports are not shared with other clients. Your own reports and status are available in Safety & support; the coach can review reports. A communication block records which side of the conversation set it. These safety records are kept outside workspace exports and are removed with your account’s ordinary personal data. Text screening runs within the app service; it does not send messages to a separate AI moderation provider.

Service providers and outside apps

The app uses hosting, database, file-storage, account-authentication, email-delivery, and Apple notification services. Current integrations include the OpenAI Sites hosting platform and its Cloudflare infrastructure, Supabase for sign-in, Resend for email, and Apple Push Notification service. When AI notes are enabled and the coach chooses to process a note, the OpenAI API also processes its audio and transcript. These services may process data in the United States or other locations in which they operate.

If you open outside video, payment, email, messaging, or FaceTime services, their own privacy practices also apply. Information you deliberately copy, export, share, or save into another app becomes a separate copy.

Optional AI coaching notes

AI transcription and note organization are currently off. While off, the app does not send coaching recordings or notes to an AI service.

When enabled, the coach can choose to submit a saved recording or dictated note to the OpenAI API after confirming permission for AI processing. The service transcribes audio and organizes the transcript into an editable draft. The coach reviews and corrects that draft before marking it reviewed. The app does not automatically share the recording, transcript, or AI draft with the client.

The app asks the OpenAI API not to store the generated note response as application state. OpenAI may process and retain API data under its own data controls, including abuse monitoring. The original recording, transcript, and saved coaching note in SYD Fitness follow the retention and deletion practices below. AI notes are for coaching documentation and do not provide a diagnosis or medical advice.

Device permissions

The app requests permissions when a feature needs them, such as notifications, selecting or recording media, or adding an appointment to your calendar. You can manage iPhone permissions in Settings. Denying an optional permission may prevent the related feature without requiring you to enable it for unrelated coaching features.

Retention

We remove ordinary personal coaching data within 90 days after the coaching relationship ends. Sean records the end date and reviews removal manually; archiving a profile alone is not deletion. Legal or tax records are retained for seven years, or longer when a specific legal requirement or documented hold requires it. The seven-year period is our retention policy, not a statement that every record is legally required for seven years.

If you request account deletion, we aim to complete it within 30 days. Only records we must retain for applicable legal or tax obligations are excepted. Access to retained records is restricted and they are not used for routine coaching.

The deletion process removes associated personal records from application recovery copies and prevents deleted accounts from being restored. Recovery copies are unavailable after 90 days. A daily cleanup job removes expired recovery copies, retained billing records past their stored seven-year expiry, expired unfinished video uploads, and uploads older than 90 days that are not referenced by saved records or recovery copies. Minimal upload identifiers and removal timestamps remain to prevent old drafts from restoring removed files. Authenticated app loads also clean up expired recovery copies and retained billing records. Separate infrastructure backups and service-provider logs follow the providers’ retention procedures; removal from these systems may not be immediate. Copies exported or shared outside the app require separate review.

Your choices and account deletion

You can review information shown in your account and ask Sean to correct or export your records. To request deletion, open More → Personal information → Delete account → Request account deletion in the app. You do not need to call or email to initiate deletion. Save the private status link shown after your request; it confirms completion after account access ends. Anyone with that link can see request status, so keep it private.

Deletion removes your SYD Fitness account and associated personal app data, subject to legally required retention. It does not delete your Apple or ChatGPT account, settle outstanding charges, or automatically cancel appointments. Minimal records needed to prevent a deleted account from being restored and to document the request may remain. A separate recovery-protection record stores the deletion request ID, an internal client number and the recording date, without names, email addresses, coaching notes or media. Downloads or exports outside our control must be removed from your device or other services separately.

Adults only

SYD Fitness is intended for adults 18 and older. We do not intend to provide accounts to children. Contact us if you believe a child's information has been provided so we can investigate and remove it as appropriate.

Security and changes

We use authenticated access and measures designed to protect personal records. No storage or transmission method guarantees absolute security. We will update this policy when practices change and show the revised effective date.