Privacy Policy – CalCounts Pro (Instructor App)

Effective Date: 28 May, 2025

At CalCounts Pro, we value your trust and are committed to safeguarding your privacy. This Privacy Policy outlines how we collect, use, and protect your personal information through the CalCounts Pro Instructor App, designed for fitness instructors to manage and track their clients' fitness performance and nutrition data.

1. Who This Policy Applies To

Fitness instructors using the CalCounts Pro iPad or tablet app.

Users (clients) who have linked their CalCounts accounts to instructors.

Any individual interacting with this app in the context of coaching or performance tracking.

2. Information We Collect

• Instructor Information
• Full name and contact email
• Encrypted login credentials
• Device ID and IP address
• App activity and session logs

Client-Linked Data (Visible to the Instructor)

• Daily calories consumed and burned
• Macro intake vs. targets (Protein, Carbs, Fats)
• Meals logged with photos and timestamps

Personal stats like height, weight, and age

Goals, preferences, and activity summaries

Note: Instructors only access this data if users have granted permission via the main CalCounts app.

3. How We Use the Data

We use the data collected through the app solely to support instructors in their coaching activities. This includes presenting real-time performance updates, visualizing macro breakdowns, and offering a streamlined dashboard to handle client connections. The app does not use client or instructor data for any marketing or advertising purposes. All access is permission-based and managed through secure channels.

4. Data Sharing and Access Control

We do not sell or rent your data.

We only share data under the following conditions:

• With authorized service providers (e.g., cloud storage, analytics) under strict confidentiality.
• With linked clients, when instructors provide updates or feedback via the app.
• With internal teams, for debugging, performance monitoring, or compliance purposes.

Instructors can only view client data after approval from the user.

Each access session is encrypted and logged for transparency.

5. How We Protect Your Information

• End-to-end encryption of user-instructor data transmissions
• Encrypted storage for all login and session data
• Role-based access controls to prevent unauthorized viewing
• Regular security audits and vulnerability testing
• Device/session tracking for suspicious login detection

6. Your Privacy Rights

Depending on your location and privacy laws (e.g., GDPR, CCPA), you have the right to:

• Request access to personal data we hold about you
• Ask for corrections or deletion of inaccurate information
• Withdraw your consent or unlink your account from an instructor
• Request data portability or restriction of processing

You can exercise these rights by emailing: privacy@calcounts.com

7. Children's Privacy

CalCounts Pro is not designed for or directed toward children under 13. We do not knowingly collect data from minors without verified parental or guardian consent. If you believe a child's data has been submitted to us, please contact us immediately.

8. Data Retention

We retain data only for as long as necessary to provide services and meet legal or operational obligations.

• Instructor data is retained while the account is active.
• Client-linked data is tied to the user's main CalCounts account and only visible while access is granted.
• Upon deletion of the instructor's account or access revocation, data is automatically removed from view and deleted within 30 days from our servers (unless legally required otherwise).

9. Legal Basis for Processing

We process your personal data based on:

• Consent: When you sign up or link a client profile.
• Contractual Necessity: To deliver core app functionality like real-time tracking.
• Legitimate Interests: For internal analytics and app improvement.
• Legal Obligations: In cases involving fraud prevention, law enforcement, or regulatory compliance.

10. International Transfers

Your data may be stored or processed in countries other than your own. Wherever your data travels, we ensure:

• Compliance with Standard Contractual Clauses (SCCs) or other approved safeguards
• Clear agreements with vendors on data security and limited use
• Protection aligned with applicable privacy laws

11. Changes to This Policy

We may occasionally update this policy to reflect changes in our practices or legal requirements.

You'll be notified through:

• An in-app notification
• Email alerts (where applicable)
• Updated content on our app listing page and website

Latest revision: [Insert Date]

Disclaimer: CalCounts Pro is not a medical device and does not offer medical advice or diagnoses.

12. Contact Us

Questions, concerns, or data requests? We're here to help.

Email: support@calcounts.com

Address: 455 Avenue of the Cities, East Moline, IL - 61244