Privacy Policy

TRAIND SOFTWARE LIMITED, a New Zealand company, company number 9463322, NZBN 9429054002654, operates TRAIND. In this policy, "we", "us" and "our" mean TRAIND SOFTWARE LIMITED. "You" means anyone using our websites, mobile applications or trainer platform, including visitors, trainers and their clients. Together, these are the Service. This policy explains how we collect, use, store and protect your personal information. We identify where different practices apply to trainers and clients.

Please read this policy alongside our Terms and Conditions. Where a feature requires your permission, you can choose whether to enable it.

Information we collect

Website enquiries and browser data

When you contact us or request early access through our website, we collect the name, email address and other information you submit, such as your client count and enquiry notes. We use it to respond, arrange access and provide support. Please do not include sensitive health records in an early-access enquiry.

The trainer platform uses cookies and browser storage for sign-in, security and preferences. Our marketing pages load fonts from Google Fonts and Fontshare. Those providers receive the network and device request information needed to deliver the fonts, which can include your IP address, and may process it outside New Zealand.

When you register as a trainer, or your trainer creates a client account for you, we collect your name and email address. You sign in using the method available for your account, such as an email verification code or a password. Trainers may also record profile information needed to manage your programme, such as your phone number, date of birth, gender, goals, and trainer-assigned account settings.

We collect data you provide or that is generated through your use of the Service, including body weight and body measurements, workout logs and exercise performance, cardio sessions, progress photos, check-in answers and notes, nutrition and macro tracking data, meal-plan completion and changes, hydration, steps, sleep and other measurements you choose to record or import. Depending on the features enabled for your account, this can also include habits, supplement or medication records, cycle records and laboratory reports you upload.

If you use in-app messaging or communities, we collect the content and attachments you submit, read status, timestamps, and participant details needed to deliver conversations and posts. If you enable push notifications, we collect your device push token and your notification preferences, such as reminder times and notification type settings. Android notifications use Google's Firebase Cloud Messaging service; iOS notifications use Apple's push notification service.

When you report a message, community post, comment or user, we collect your report, a snapshot of the reported text, relevant account and conversation or community identifiers, and basic app and device details. Reports are available to the TRAIND support team for investigation and response. Safety notifications are sent to contact@traind.xyz, and the team may reply to your account email. We also store your blocking choices and confirmation that you accepted the community and messaging rules to operate those safety features.

We collect limited device and diagnostics data to operate and improve the Service. This can include device model, operating system and app version, sign-in and activity records, API request metadata such as status codes and timing, and error or performance logs. We record food-search queries, the account that made the search, timestamps and result counts to identify missing foods and improve the food catalogue. Some diagnostics remain on your device. We do not use third-party advertising SDKs, third-party analytics SDKs, or third-party crash reporting SDKs. Apple and Google may provide app quality and usage reports through their store and operating system services under their own settings and policies.

With your permission, the app accesses your camera to take progress photos for check-ins or photo requests and to scan food barcodes for nutrition tracking. It also accesses your photo library so you can select existing photos to upload. Barcode scanning is performed on-device; the app sends the detected barcode value to our backend for food lookup rather than uploading camera images for barcode recognition.

When you choose a meal scan or meal assistant, we process the photo or description you submit and any supplied meal weight to suggest foods, portions and nutrition estimates. These features send the submitted photo or description to an external AI service provider. Meal descriptions, photos, generated estimates and records of how the request was processed may also be stored by us for saved meals, reliability checks and support. AI service providers may process information outside New Zealand. Check the suggested foods and portions before saving an estimate. Avoid including people, documents or other private information in a meal photo or description.

With your permission, the app uses your location during supported outdoor cardio exercises (such as running, walking, and cycling) to track distance, pace, elevation, and route. Location data is only collected while you are actively recording a cardio session.

To support sign-in, offline access, and syncing, the app stores some data locally on your device. Authentication tokens use the iOS Keychain on iOS and encryption backed by the Android Keystore on Android. Local cached or offline data can include your profile, workouts, tracking entries, food logs, messages, check-ins, attachments and recent search results.

How we use your information

We use your information to provide and operate the Service, enable trainers to manage their clients’ training and nutrition programmes, track your fitness and health progress, facilitate communication, deliver reminders and notifications, support offline use and sync, import the health measurements you select when you grant permission, and monitor reliability and performance.

Who can see your data

Your trainer can view the coaching records you share through the Service, including workout logs, cardio sessions, progress photos, check-in submissions, nutrition, tracking measurements and messages. Where TRAIND offers a private setting for a personal tracking item, that setting controls its visibility. Information you submit in a check-in remains part of that check-in. Content you post in a community is visible to the audience shown for that community. Trainer access enables coaching and programme adjustments.

We do not sell, rent, or share your personal information with third parties for marketing purposes. We do not use your data for advertising. We may use service providers that host or process data on our behalf, and we may disclose information if required by law or to protect the safety of our users.

Optional assistant connections

Trainers can choose to connect TRAIND Daily or TRAIND Importer to an assistant such as ChatGPT or Claude. The access selected during connection determines which coaching libraries and client records the assistant can read or change. Client records can include health and fitness information, private trainer notes, conversation content, nutrition, check-ins and measurements. Information returned to the assistant is processed under that provider’s policies and the trainer’s settings with that provider. Trainers should only connect information they are authorised to share.

WorkOS helps manage your approval of an assistant connection and the credentials used to access it. During connection, TRAIND sends WorkOS the trainer’s account identifier, email address, name, role and selected connection identity. TRAIND keeps connection permissions and a history of connector actions, including the action requested, information submitted with it, a summary of the result and when it happened. Submitted information and summaries can include coaching content; their size is limited, and this history is retained under the data retention policy below.

If you are a trainer, change permissions or revoke a connection in Settings > Connections & imports > Connections. Revocation prevents further connector access to TRAIND. It does not delete information already returned to an assistant, previously saved coaching records or the connector action history. Contact the assistant provider about information held by that provider, and contact TRAIND at contact@traind.xyz for TRAIND privacy requests.

Data storage and security

TRAIND-hosted data is stored on servers located in New Zealand. AI, assistant, identity and notification providers process information on their own systems, which may be outside New Zealand. We use encrypted connections through HTTPS/TLS, secure password hashing, and access controls to protect your information. While no system is perfectly secure, we take reasonable steps to safeguard your data.

Data retention

We retain your data for as long as your account is active or as needed to provide the Service. If you request deletion of your account, we will delete your personal data within 30 days, except where we are required by law to retain it.

Your rights

You have the right to: access the personal data we hold about you, request correction of inaccurate data, request deletion of your account and associated data, and withdraw consent for optional features (camera, photos, health data, location) at any time through your device settings.

To exercise any of these rights, contact us at contact@traind.xyz. We will respond to your request within 20 working days, as required under New Zealand's Privacy Act 2020.

You can request account and data deletion without signing in. See account deletion below.

Account deletion

To request deletion of your TRAIND account and its personal data, email contact@traind.xyz from the email address used for your account. Include your name and say that you want your account deleted. You do not need to sign in. If you cannot access that email address, contact us so we can help verify your identity. Never send your password or a sign-in code.

We verify that the request is yours before deleting the account. Deletion removes your access to TRAIND and the personal data associated with your account, including your profile, training and nutrition history, tracking records, messages and uploaded files. We delete personal data within 30 days of your request, except where the law requires us to retain it.

You can also ask us to delete particular personal information while keeping your account. Describe the information in your email so we can explain what can be removed. Deleting your TRAIND account does not itself cancel a separate coaching agreement or delete information already held independently by your trainer or an assistant provider. Contact them about their records and any separate agreement.

Age requirement

The Service is intended for users aged 16 and over. We do not knowingly collect personal information from anyone under the age of 16. If you believe we have collected data from someone under 16, please contact us and we will delete it promptly.

Apple Health and Android Health Connect

Health integration is optional. On supported devices, you choose which available measurements to import and grant access through Apple Health or Android Health Connect. The app requests access for the measurements you select. Depending on the platform, permissions, available records and your account's assignments, these can include weight, body composition, steps, active energy, workout duration, hydration, sleep, resting heart rate, respiratory rate, blood oxygen, blood pressure, temperature, blood glucose and cardio fitness. Android can request access to older Health Connect records to import up to 90 days of history.

Imported measurements are sent to TRAIND to populate your tracking history and support your coaching programme. Trainer visibility follows the sharing settings and assignments described above. We do not use health data for advertising or sell it. You can change selections or disconnect in the app's Connections screen, and revoke permissions in Apple Health or Android Health Connect settings. Revoking access stops further imports but does not delete measurements already saved to TRAIND. Contact us to request their deletion.

Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you through the app or by other means. The "Last updated" date at the top of this page indicates when the policy was last revised.

Contact us

If you have any questions about this Privacy Policy or how we handle your data, please contact: