This Privacy Policy explains how Declan Ross Sports Coaching Services LLC SOC, trading as "Coachook" ("Coachook," "we," "us," or "our"), collects, uses, shares, and protects personal data when you use the Coachook mobile application, website, and related services (the "Platform").
Coachook is the controller of the personal data described in this policy. We process personal data in accordance with the UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data ("PDPL") and, where they apply to you, other data protection laws such as the EU/UK General Data Protection Regulation.
This policy forms part of our Terms and Conditions. Capitalised terms not defined here have the meaning given in the Terms.
We collect only the information needed to run the Platform: connecting Clients with Trainers, managing bookings and coaching, keeping accounts secure, and billing Trainer subscriptions.
Information you give us
- Account details: your name, email address, password (stored only in hashed form), and whether you joined as a Client or a Trainer. If you sign in with Google or Apple, we receive your name and email address from that provider.
- Client profile: date of birth, gender, height, weight, address, city, and postal code, activity level, training experience, fitness goals, injuries or health conditions you choose to share, and dietary preferences.
- Trainer profile: date of birth, bio, specialty, experience level, location, certificates and qualification documents, availability, and the session prices you choose to display.
- Coaching activity: bookings, sessions, programmes, progress metrics, exercise performance, progress photos, reviews, and messages you exchange with other Users.
- Support requests and any other information you send us.
Information collected automatically
- Device and technical data: device type, operating system, app version, push-notification token, IP address, and server logs.
- App usage data: how you use features of the mobile app, collected through Google Firebase Analytics using device identifiers. We use this only in aggregate to understand performance and improve the app.
- Location: only when you choose to use a map or location search (for example, to set your address or a session location) and grant the app location permission. We do not track your location in the background.
Payment information
- Trainers who buy a subscription pay through Stripe. Stripe collects and processes card details directly; Coachook does not receive or store full card numbers. We keep a record of your plan, billing status, and transactions.
- Coachook does not process payments between Clients and Trainers, so we do not collect payment details for coaching sessions.
Some information you may share, such as injuries, medical conditions, weight, and other physical measurements, is sensitive health data.
Health details are only collected with your explicit consent, which you give when you complete your profile and accept our terms. Where a health field is optional, you can leave it blank. We use health information only to help match you with suitable Trainers and to let the Trainers you connect with tailor their coaching safely. We do not use it for advertising.
You can update or delete health details in your profile at any time, and you can withdraw your consent by removing them or by deleting your account. Withdrawing consent does not affect processing that took place before you withdrew it.
We use personal data to:
- create and manage your account and verify your email address;
- match Clients with Trainers and display Trainer profiles;
- let you book, reschedule, and cancel sessions and receive related reminders;
- enable messaging between Clients and Trainers;
- review Trainer qualification documents;
- process Trainer subscriptions and keep billing records;
- send service messages such as verification codes, password resets, and booking notifications;
- keep the Platform secure, prevent fraud and abuse, and enforce our Terms;
- understand how the app performs and improve it; and
- comply with our legal obligations.
We rely on the following legal bases: performing our contract with you (the Terms); your consent (for health information, and for location and notification permissions, which you can withdraw at any time in your device settings); our legitimate interests in running a safe and reliable Platform; and compliance with law.
We do not sell your personal data, and we do not share it with advertisers.
With other Users
- Trainer profiles, including name, photo, bio, specialty, qualifications, location area, prices, and reviews, are visible to Users of the Platform as authorised by the Trainer for listing purposes.
- A Client's profile, including any health information they have shared, is visible only to the Trainers the Client requests or connects with.
- Messages, bookings, and reviews are visible to the people they are sent to or about.
With service providers who process data on our behalf
- Google Firebase: authentication, real-time messaging, push notifications, and app analytics.
- Google Maps Platform: maps, place search, and address lookup.
- Google and Apple: sign-in, if you choose to use them.
- Stripe: Trainer subscription payments.
- DigitalOcean: cloud hosting of our servers and database (Frankfurt, Germany).
- Our email delivery provider: sending service emails.
These providers may use the data only to provide their services to us and must protect it.
For legal reasons and business changes
We may disclose information where required by law, court order, or a competent authority, or where necessary to protect the rights, property, or safety of Coachook, our Users, or others. If Coachook is involved in a merger, acquisition, or sale of assets, personal data may be transferred as part of that transaction, subject to this policy.
Our servers are located in Germany, and some of our service providers (including Google and Stripe) may process data in the United States and other countries outside the United Arab Emirates. Where we transfer personal data outside the UAE, we do so in accordance with the PDPL, relying on adequate protection in the destination country or appropriate contractual safeguards with the recipient.
We collect only the data needed for the purposes described in this policy, and many profile fields are optional.
We keep your personal data for as long as your account is active. When you delete your account, your account and the profile, session, programme, progress, and review data linked to it are deleted from our servers. Some information may remain for a limited period:
- in routine server backups, until those backups are overwritten;
- billing and transaction records that we must keep to meet tax, accounting, or other legal obligations; and
- copies of messages you sent, which may remain visible in the conversations of the people you sent them to.
Subject to applicable law, you have the right to:
- access the personal data we hold about you and receive a copy of it;
- correct inaccurate or incomplete data;
- delete your data;
- restrict or object to certain processing;
- withdraw consent at any time where we rely on consent; and
- lodge a complaint with the UAE Data Office or the data protection authority where you live.
You can view and edit most of your data in the app, and you can delete your account at any time from the Delete Account option in the app's settings. For any other request, email us at acefitnesstherapy@gmail.com. We may need to verify your identity, and we will respond within 30 days.
The Platform is intended only for people aged 18 or over, as set out in our Terms. We do not knowingly collect personal data from anyone under 18. If we learn that we have done so, we will delete the account and the related data.
We send service emails that are necessary to operate your account, such as email verification codes, password resets, and booking and session notifications. These are not promotional and cannot be switched off while your account is active.
We do not currently send marketing emails. If we start to, we will only do so with your consent, and every marketing email will include a one-click unsubscribe link.
You can turn push notifications on or off in the app's settings or in your device settings.
We use technical and organisational measures to protect personal data, including encrypted connections (HTTPS), hashed passwords, access controls, and token-based authentication. No system is completely secure, so we cannot guarantee absolute security. Please keep your password confidential and contact us immediately if you suspect unauthorised access to your account.
Our website uses only strictly necessary cookies, and the mobile app uses on-device storage to keep you signed in and remember your settings. See our Cookie Policy for details.
We may update this Privacy Policy from time to time. We will post the updated version on the Platform with a new "Last updated" date and, where the changes are material, notify you in the app or by email before they take effect.
If you have questions about this Privacy Policy or how we handle your data, please contact us at:
Declan Ross Sports Coaching Services LLC SOC
Email: acefitnesstherapy@gmail.com
Address: Office 8B, Residence 1072, Al Muteena, Dubai, United Arab Emirates (Trade Licence 1538375, DED-Dubai)