Privacy Policy

Version 0.5.3 · Last updated October 16, 2026

Raelan (“Raelan,” “we,” “us”) is a software platform that connects independent fitness coaches with the people they train. This policy explains what personal information we collect, how we use it, who can see it, and the choices you have. It applies to the Raelan mobile app, raelan.com, and the booking and form pages on go.raelan.com. Our Terms of Service govern your use of the platform itself.

1. Information we collect

Account information. Your name, email address, and a password — or, if you sign in with Apple or Google, the name and email address your provider shares with us. We also store your role on the platform (coach or client), your birthday, a profile photo if you add one, and your connections to coaches, clients, and guardians (such as an invite code you used to link with a coach).

Training and coaching information. The substance of the coaching relationship: schedules and bookings, workout programs, session logs, check-ins and progress records, goals, and notes you or your coach enter. It includes health information you or your coach choose to enter: injuries and painful areas, movement restrictions, medical conditions, medications, allergies, whether you are cleared to exercise, height, weight, body measurements and progress photos, and answers about sleep, stress, energy, diet, and reproductive stage. It also includes an emergency contact. We treat this information as sensitive and use it only to provide the service.

Files you upload. Photos, videos, and documents you add to your Vault, a check-in, or a message.

Messages and group posts. Messages sent between coaches and clients, including photos, videos, voice messages, and GIFs, plus announcements and posts in a group’s feed.

Voice messages. If you record a voice message, the app uses your microphone only while you are recording, for up to two minutes. The recording stays on your phone until you press Send; a recording you delete before sending is never uploaded. Once sent, we store the audio, its length, and a simple waveform (the outline of loud and quiet moments shown in the message) in private storage. Only the people in that conversation can play it, through links that expire after an hour. A voice message that is unsent, or hidden after a report, can no longer be played by anyone.

GIFs. When you search for a GIF, the words you type go to KLIPY, a GIF library, through Raelan’s servers. KLIPY never receives your name, account, device, or IP address, and we don’t store your searches. When you send a GIF, we store which GIF it was (KLIPY’s identifier and link), not a copy of the image; each time someone in the conversation views it, our servers fetch it from KLIPY and pass it on without saving it. In a conversation that may include someone under 18, GIF search shows only GIFs rated for general audiences.

Forms and bookings on the web. If you fill in a coach’s form or book a session or class on go.raelan.com, we collect what the form asks — typically your name, email address, phone number, and your answers to the coach’s questions, which the coach may set to include questions about injuries — and pass it to that coach.

Payment information. Payments are processed by Stripe. We never see or store full card numbers. We keep records of transactions, account balances, and payment status. Coaches who receive payouts provide identity and bank details directly to Stripe under Stripe’s own terms and privacy policy. Off-platform payments a coach records (for example cash) appear as entries in your payment history.

Signed agreements. When you sign our terms or a coach’s policies in the app, we store the signed record — your typed name, role, the document version, and a timestamp — so both sides can prove what was agreed.

Device and log information. Standard technical records generated by using an online service: IP address, device type, app version, and timestamps of requests. If you allow notifications, we store your device’s notification token so we can reach it. We use this for security, debugging, delivering notifications, and abuse prevention. The app does not collect your location, does not show ads, and does not include third-party advertising or cross-app tracking SDKs.

Crash and error diagnostics. We use Sentry to capture crash reports and error diagnostics — the app state, device model, OS version, and a stack trace at the moment something fails — so we can fix bugs. For a sample of errors, Sentry also records a short replay of the screen in the moments before the error, with all text and images masked. Diagnostics are linked to your account ID (not your name or email) to help us reproduce an issue. They are used only for reliability and never for advertising.

Cookies and advertising measurement on raelan.com. Our website uses OpenAI’s advertising measurement pixel so we can tell whether our ads on ChatGPT lead people to raelan.com and to sign up. On the raelan.com pages where it runs, the pixel can set two cookies in your browser: one keeps an ad-click reference for 30 days if you arrived by clicking one of our ads, and one keeps a random browser reference for a year. When it reports a visit, it sends OpenAI those references, our website’s address (not the specific page you are viewing), and the time. Like any web request, loading it also gives OpenAI your IP address and browser type. If you type contact details into a form on raelan.com, the pixel may also send OpenAI a scrambled, one-way (hashed) version of them so a visit can be matched to an ad; it does not send the details themselves. The pixel does not run in the Raelan app, on coaches’ pages on go.raelan.com, on our help and support form, or on the pages the app opens for payments and sign-in checks, and nothing from your Raelan account is sent through it. OpenAI states that it does not currently use pixel data to personalize ads for individual people. You can block or delete these cookies in your browser settings or with a content blocker, and raelan.com works the same without them.

2. Information from Apple and Google, and our AI features

Sign in with Apple or Google. We receive your name, email address, and (from Google) your basic profile. We use this information only to create and authenticate your account. We do not use it for advertising, do not sell it, and do not share it except with the service providers that run our platform (Section 4).

Google Calendar (optional). If you choose to connect your Google Calendar, you grant Raelan permission to read and write calendar events so your coaching schedule stays in sync. With that permission, Raelan:

• reads your calendar events — their title, times, and location — and keeps a copy of those details (never the event’s notes) so we can show your availability and avoid double-booking when you or your coach schedule a session;
• creates, updates, and removes events for the sessions on your Raelan schedule. These events are titled with the other person’s name (for a group session, the first names of its members) and can include a video-meeting link for a virtual session;
• if you are a coach and use the AI setup assistant, sends it a summary of your own calendar events from the past 30 days and the next 60 days — each event’s title, day and time, length, and location — so the assistant can recognise commitments you already have when it drafts your schedule (see “Our AI features” below). A client’s calendar is never sent to the assistant.

We do not use your Google Calendar data for advertising, do not sell it, and share it only with the service providers named in Section 4 to provide these features to you. You can disconnect Google Calendar at any time in the app, which stops all further access.

Google API Services — Limited Use. Raelan’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Raelan does not use, transfer, or sell Google user data — raw, aggregated, or derived — to develop, improve, or train generalised artificial-intelligence or machine-learning models, and does not allow any service provider that receives it to do so.

Our AI features. Raelan uses Anthropic’s Claude models, through Anthropic’s commercial API, for two features:

• The setup assistant (coaches). A coach can describe their business, or upload a screenshot or file, and the assistant drafts their clients, schedule, groups, and services. Anthropic receives what the coach types or uploads — which can include clients’ names, email addresses, phone numbers, and notes about them — and the calendar summary described above. The conversation is saved in the coach’s Raelan account so they can pick it up later.
• Group feed moderation. Before a post appears in a group’s feed, its text and the group’s posting rules are sent to Anthropic to check the post against those rules.

Under Anthropic’s commercial API terms, data sent through their API is not used to train their models. No personal information from the Raelan app is sent to OpenAI; OpenAI’s only role is the website measurement pixel described in Section 1.

3. How we use information

• To run the platform: accounts, scheduling, program delivery, messaging, groups, balances, and payments.
• To let your coach (or your clients) see what they need to work with you — that is the product. Section 4 says exactly who sees what.
• To send notifications and transactional email (confirmation links, receipts, reminders, important account notices). We do not send marketing email without a separate opt-in.
• To keep the platform safe: preventing fraud and abuse, moderating group posts, enforcing our terms, and debugging.
• To comply with law — tax, accounting, and payment regulations.

We do not sell your personal information, and we never share information from the app with third parties for advertising. The only advertising measurement we do is the raelan.com pixel described in Section 1.

4. Who we share information with

Every coach you are connected with. Sharing training data between a client and their coach is the core function of the platform. Today, every coach you are connected with can see your whole client profile — including the health information in Section 1, your emergency contact, and notes a coach has written in your profile — no matter which coach entered it. If you train with two coaches, both see the same profile. Each coach also sees the sessions, programs, check-ins, files, and messages you share with them. Notes a coach writes in your profile are visible to you as well. Coaches are independent businesses and are contractually required to use client information only to deliver services on the platform.

Booking or joining through a coach’s page. If you book a class with a coach on go.raelan.com, you become that coach’s client on Raelan, and the coach sees your profile as described above.

Coaches who run a group or class you (or your child) join. If you join a group or class run by a coach who is not also your own coach, that coach can see your name, photo, and emergency contact, so they can reach someone if something happens during a class. If a member under 18 has no emergency contact of their own, the coach sees the name, relationship, and phone number of that child’s parent or guardian instead. A group coach does not see your health, injury, or intake details unless they are also your coach.

Other members of a group. People in a group you join can see your name, your photo, and what you post in the group’s feed. If a parent or guardian manages a child’s membership, the guardian’s name can also be shown to the group.

Former coaches. When a coaching relationship ends, the former coach can still see records from your time together — such as check-ins, assessments, files you shared with them, notebooks, and your message history. If that coach was recorded as your main coach, they may also still be able to see and edit your client profile. To have those records erased, or a former coach’s access removed, request erasure as described in Section 5.

Guardians. For a client under 18 whose account a parent or guardian manages, that guardian can see the minor’s account information. When a client who has turned 18 takes control of their own account, the former guardian can no longer manage it or see the client profile, but can still see some training records created while they managed it — such as programs, workouts, progress entries, and signed waivers — until the client asks us to remove that access at [email protected].

Service providers (processors). These companies process personal information to run Raelan, each under its own terms with us:

• Supabase — our database, sign-in, file storage, and server functions. All the information in Section 1 is stored here.
• Stripe — card payments, saved payment methods, and coach payouts.
• Resend — transactional email, including the answers to a coach’s web form, which are emailed to that coach.
• Cloudflare — hosting raelan.com and go.raelan.com, networking, and bot protection on our web forms and on the app’s sign-in and sign-up screens. The bot check sees standard browser signals, such as your IP address and browser type, and is not used for advertising.
• Sentry — crash and error diagnostics (Section 1).
• Expo — delivers push notifications to your device, and delivers app updates. A notification carries a short title and line of text, such as a person’s name or a session time; a message notification shows the sender’s name, never the message text.
• Apple and Google — sign-in, if you use it, and delivery of push notifications to your device. Google also provides Google Calendar, if you connect it (Section 2).
• Anthropic — the AI setup assistant and group feed moderation (Section 2).
• KLIPY: GIF search and the GIFs shown in messages (Section 1). It receives only the words you search for and requests for GIFs, sent from Raelan’s servers; it never receives your name, account, device, or IP address.
• OpenAI — the advertising measurement pixel on raelan.com (Section 1). It receives no personal information from the Raelan app.

Legal. We disclose information if required by law, subpoena, or to protect the safety and rights of users or the public, and in connection with a merger or acquisition (your data stays subject to this policy).

5. Data retention and deletion

Your data stays in your account while it is active.

Deleting your account in the app closes the account, deletes your login, and removes your name, email address, the link to your profile photo, your birthday, your emergency contact’s phone number, your notification tokens, your calendar connection, and our copies of your calendar events. It does not yet remove everything: your health and intake answers, check-ins and progress records, uploaded files and photos (including the profile photo file), messages and group posts, and your training and payment history stay stored, attached to an account marked as deleted.

To have everything erased, email [email protected] from the address on your account (a guardian can do this for a child’s account). We will erase your personal information, including from our internal backup copies and the records former coaches can still see, within 30 days, and confirm when it is done. We keep only what the law requires us to keep — transaction and tax records, and signed agreements — for the legally required period, and then delete it.

Information a coach has copied outside Raelan is that coach’s responsibility under their agreement with us.

6. Children and teens

Raelan is not directed to children. Our sign-up asks for a birthday and does not let anyone under 13 create their own account; a parent or legal guardian sets up and manages the account instead. When a parent or guardian sets up a managed account for a child under 13, Raelan does collect information about that child, but only because the guardian or the child’s coach provides it as part of the child’s training: the child’s name, birthdate (used to determine that the account is guardian-managed and when it unlocks at 18), and the training and coaching information described in Section 1. A child under 13 has no separate login of their own — the guardian acts on the account through the guardian’s own sign-in — and we do not knowingly collect information directly from a child. This rests on the guardian’s consent as described in our Terms (Part D). If the child joins a group, the coach running it sees the child’s emergency contact, or the guardian’s contact details, as described in Section 4. A guardian may review, correct, or request erasure of a child’s information at any time by contacting [email protected]. If you believe a child is using Raelan outside of a guardian-managed account, contact us and we will investigate and remove the account and data as appropriate.

Teens aged 13 to 17 can currently create their own account, which is marked as a minor’s account, or have one managed by a parent or guardian.

7. Security

Data is encrypted in transit and stored with our database provider, which encrypts it at rest. Row-level security in our database decides who can read each record, following the rules in Section 4. Files in your Vault are kept in private storage and opened only through short-lived links. Profile photos are stored at a web address that is hard to guess but not private: anyone who has the link can open it. Your sign-in session is stored in the app’s private storage on your device. No system is perfectly secure — if a breach affects your personal information, we will notify you as the law requires.

8. Your rights and choices

Depending on where you live, you may have the right to know what personal information we hold about you and which companies received it, to correct it, to have it deleted, and to object to or restrict certain processing. You can correct most information directly in the app (profile and settings); for everything else, email [email protected]. We respond to verified requests within the timelines the law sets, and we do not discriminate against you for exercising your rights. If we decline a request, you can appeal by replying to our decision, and we will answer the appeal in writing. If you are in a jurisdiction with a data-protection authority or attorney general who handles privacy complaints, you may also contact them.

9. Changes to this policy

We will post changes here and update the date at the top. For material changes we will notify you in the app or by email.

10. Contact

Raelan · [email protected]