Privacy Policy

Last updated: October 30, 2026

1. What we collect

• Account data: your email address (used for login codes) and the coach profile details you choose to add (name, business name, contact details).
• Coach-entered data: the client records, training plans, notes and progress data you enter or generate in the service.
• Client portal data: information your clients submit through their personal portal link (check-in status, body-weight entries, profile updates).
• Payment data: handled entirely by our Merchant of Record, Waffo Pancake. We never see or store your full card details.
• Technical data: minimal operational logs needed to run and secure the service.

2. How we use it

• To provide the service: store your data, generate AI-assisted plan drafts, run client portals, send email reminders you request.
• To send transactional email: verification codes, portal invitations, check-in reminders and receipts.
• To process payments and comply with tax obligations (via our Merchant of Record).
• To detect abuse and keep the service secure.

We do not sell your personal data, and we do not use your or your clients' data to train AI models.

3. Third-party processors

We rely on a small number of processors to operate the service:

• Cloud hosting & database — stores account and app data;
• Waffo Pancake (Merchant of Record) — payment processing, invoicing and tax compliance;
• Transactional email delivery — sends verification codes and reminders.

Each processor only receives the data needed to perform its function.

4. AI processing

When you request an AI-drafted plan or report, the relevant client context (goals, equipment, injury notes) is sent to our AI model provider solely to generate the draft. Drafts are produced on demand, are visible only to you and the clients you share them with, and are not used to train models.

5. Data retention and deletion

We keep your data while your account is active. You may request full deletion of your account and all associated data at any time by emailing maikerjack120@gmail.com — we complete verified deletion requests within 30 days. Deleted client records and portal links stop working immediately upon deletion.

6. Cross-border transfers

Because the service is operated globally, your data may be processed in countries other than your own. We use processors that apply industry-standard safeguards for such transfers.

7. Your rights

Depending on your jurisdiction, you may have rights to access, correct, export or delete your personal data, and to object to certain processing. Email us and we will respond within 30 days.

8. Children

ClientFlow is not directed at children under 16, and coaches may not use it to process data of minors without verifiable parental consent.

9. Contact

Privacy questions or deletion requests: maikerjack120@gmail.com