Privacy Policy

Last updated October 19, 2026

Well Run Gym is software that gyms and coaches use to run their business and work with their clients, through a website and the Well Run Gym phone apps. This policy explains what information the apps and website collect, how it is used, and the choices you have.

Whose information this is

If you are a member or client of a gym, that gym decides what information it keeps about you and why. Well Run Gym stores and processes it for the gym. Your gym and its coaches can see what you enter in the app. For questions about what your gym does with your information, ask the gym first.

What we collect

• Account details: your name, email address, phone number, date of birth (if your gym asks for it), and a password or sign-in link.
• Membership and billing: your plan, check-ins and attendance, waivers and agreements you sign, invoices and payment history. Card details are handled by Stripe. We keep only the card brand, the last four digits, the expiry and Stripe identifiers, never the full card number.
• Training: programs, workouts and sets you log, personal records, body measurements, and progress photos you choose to upload.
• Nutrition and habits: food and water you log, nutrition targets, goals, recipes, and habit check-ins.
• Heart rate: if you connect a Bluetooth heart rate monitor during a workout, the app reads heart rate from it. If you connect a wearable account, we receive the activity data you allow.
• Messages: messages between you and your gym or coach.
• Device information: a push notification token for your phone if you allow notifications, and basic technical logs such as IP address and app version, used to keep the service secure and working.
• Camera: the camera is used only to scan food barcodes. Barcode scans are not saved as photos.

How we use it

• To provide the service: your account, schedule, bookings, training, nutrition tracking, messages, billing and receipts.
• To send you messages about your membership, such as receipts, reminders and password or sign-in emails, and notifications you have turned on.
• To keep the service secure, prevent abuse, and fix problems.
• To meet legal obligations.

We do not sell your personal information, and we do not use it for advertising or to track you across other companies' apps and websites.

Who it is shared with

Your gym and its staff and coaches can see your information. We also use these service providers to run Well Run Gym, and they only receive what they need to do their job:

• Stripe processes card payments.
• Supabase provides sign-in, database and file storage hosting.
• Vercel hosts the website and the service behind the apps.
• Amazon Web Services (Simple Email Service) sends email.
• Expo builds the apps and delivers push notifications.
• Upstash helps limit abusive traffic, using IP addresses.
• FatSecret Platform API and Open Food Facts provide food and barcode data. When you search for a food or scan a barcode, the search words or barcode number are sent to look it up. Your name and account details are not.
• Anthropic powers the optional AI nutrition coach. When you use it, only your goal and the daily targets already calculated for you (calories and macros) are sent to write an explanation. Your name, email and logs are not sent.

We may also share information when the law requires it, to protect people's safety or our rights, or as part of a sale or transfer of the business.

Health and fitness information

Well Run Gym is a tracking and coaching tool. It is not medical advice and does not diagnose or treat any condition. The AI nutrition coach gives general guidance only. Talk to a doctor before changing your diet or exercise if you have a medical condition, are pregnant or nursing, or have a history of disordered eating.

How long we keep it

We keep your information while your gym uses Well Run Gym for you, and for a reasonable period afterward for billing, legal and security reasons. You can ask for deletion at any time, as described below.

Your choices

• Review and correct most of your details in the app, or ask your gym to.
• Turn notifications on or off in your phone settings.
• Ask for a copy of your information, or for your account and information to be deleted, by emailing grady@caldwelltraining.com from the email address on your account, or by asking your gym. We may keep what we are legally required to, such as payment records.

Security

Data is encrypted in transit, access is limited to the gym and the people it authorizes, and sign-in is required. No online service can promise perfect security, so please use a strong password and tell us right away if you think your account was accessed by someone else.

Children

Well Run Gym is not directed to children under 13, and we do not knowingly collect their information. If you believe a child under 13 has an account, contact us and we will remove it.

Changes

If we change this policy in a meaningful way we will update the date above and, where appropriate, tell you in the app or by email.

Contact

Questions about this page, or a request about your information: grady@caldwelltraining.com.