For trainers and clients
Privacy Policy
1. Who is responsible for your data
Nivo is operated by [Company legal name], tax ID [Tax ID], with registered office at [Registered address] ("Nivo", "we", "us"). You can contact us about privacy at support@nivofit.life.
Nivo is a platform that trainers use to coach their clients. Who is responsible for your data (the "controller") depends on the type of data:
| Data | Controller | Nivo's role |
|---|---|---|
| Your Nivo account (login, email, language), security records, crash reports and app analytics, support requests, and records of your acceptance of our terms. | Nivo | Controller |
| A trainer's own profile and the content they create (exercises, workouts, nutrition plans, recipes, forms). | Nivo | Controller |
| Coaching data: the client profile your trainer creates, the plans assigned to you, your results and progress, form answers, health information, messages and files within a coaching relationship, and your trainer's private notes about you. | Your trainer | Processor, acting on your trainer's instructions under a Data Processing Agreement |
If you are a client and want to exercise your rights over your coaching data, you can contact your trainer or us. We will help your trainer respond.
2. Data we collect
2.1 If you are a trainer
- Account: name, surname, email address, password (stored securely by our authentication provider, so we never see it in plain text), profile photo and language.
- Content you create: exercises, sessions, workouts, nutrition plans, recipes, forms, files and folders.
- Client data you add: see section 2.2. You are the controller of this data.
- Messages with your clients and with Nivo support.
2.2 If you are a client
- Account and identity: name, surname, email address, password (stored securely as above), profile photo and language.
- Profile created by your trainer: date of birth, sex, height, coaching start and end dates, goals, habits, welcome message and the type of plan (training, nutrition or both).
- Training information: goals, activity level, training experience, training schedule, and injuries or physical limitations.
- Nutrition information: number and structure of meals, meal times, dietary preferences and restrictions, cooking level and time, favourite foods, allergies, intolerances and medical conditions.
- Progress: weight, body measurements and progress photos.
- Activity: workout results (sets, repetitions, loads and completions), answers to forms, messages with your trainer and shared files.
- Trainer notes: your trainer can keep private notes about you that you do not see in the app.
2.3 Health data
Some of the data above is health data, a special category of personal data under the GDPR: weight, body measurements, progress photos, injuries or physical limitations, medical conditions, allergies and intolerances, and any health information in form answers, messages or files. It is only processed with your explicit consent, which you give in the app through the Health Data Consent and can withdraw at any time.
2.4 Data collected automatically
- Device and app information: device model, operating system, app version, language and an identifier for your installation of the app.
- Crash reports and diagnostic logs, so that we can find and fix errors.
- Usage analytics: which screens and features are used and how, with an approximate location (country or city) inferred from your IP address.
- Storage on your device: the app keeps some of your data on your device so that it loads faster and works with a poor connection. On the web, the trainer app uses browser storage to keep you signed in.
We do not use your data to show you advertising, and we do not track you across other companies' apps or websites.
3. Why we use your data and our legal basis
| Purpose | Legal basis (GDPR) |
|---|---|
| Provide Nivo: create and manage your account, let trainers and clients work together, keep your data in sync across devices, and send essential emails such as invitations, email verification and password resets. | Performance of our contract with you (Art. 6(1)(b)). For coaching data, we act on behalf of your trainer. |
| Process health data so that your trainer can coach you safely and you can track your progress. | Your explicit consent (Art. 9(2)(a)). |
| Chat between trainers and clients, and with Nivo support. | Performance of our contract with you (Art. 6(1)(b)). |
| Keep Nivo secure and working, prevent abuse and fix errors (crash reports and logs). | Our legitimate interest in running a secure and reliable service (Art. 6(1)(f)). |
| Understand how Nivo is used so we can improve it (usage analytics). | Your consent (Art. 6(1)(a)), which you can withdraw at any time in the app. |
| Keep a record of your acceptance of our terms and of your consents. | Our legal obligation to be able to demonstrate consent (Art. 7(1) and 6(1)(c)) and our legitimate interest in proving what was agreed (Art. 6(1)(f)). |
| Tell you about changes to Nivo, to these documents or to your account. | Performance of our contract (Art. 6(1)(b)) and legal obligation (Art. 6(1)(c)). |
| Comply with the law, respond to authorities, and establish, exercise or defend legal claims. | Legal obligation (Art. 6(1)(c)) and legitimate interest (Art. 6(1)(f)). |
We do not send marketing messages. If we ever want to, we will ask for your consent first. We do not make decisions about you based solely on automated processing that have legal or similarly significant effects on you.
5. International transfers
Our main database and server functions are located in the European Union. Some of our providers may process data outside the European Economic Area, particularly in the United States. When they do, we protect the transfer with a European Commission adequacy decision (including the EU-US Data Privacy Framework for certified companies) or with the Commission's Standard Contractual Clauses, together with additional measures where needed. You can ask us for a copy of the relevant safeguards.
6. How long we keep your data
- Account data: while your account exists. When you delete your account or ask us to, we delete or anonymise your data within 30 days, except as described below.
- Coaching data: while the coaching relationship exists in Nivo, and according to your trainer's instructions. When a trainer removes a client or closes their account, the coaching data is deleted within 30 days.
- Health data: until you withdraw your consent or the coaching data is deleted, whichever comes first.
- Crash reports: up to 90 days. Usage analytics: up to 14 months.
- Records of acceptance and consent: while your account exists, and afterwards for as long as needed to prove them in the event of a claim, generally up to 5 years.
- Data we are required by law to keep is kept for the period the law requires.
Deleted data may remain in encrypted backups for a limited time until those backups are overwritten.
7. Your rights
You have the right to:
- Access your personal data and receive a copy of it.
- Rectify inaccurate or incomplete data.
- Erase your data.
- Restrict how we process your data.
- Data portability: receive the data you provided in a structured, machine-readable format.
- Object to processing based on our legitimate interests.
- Withdraw your consent at any time, without affecting processing carried out before you withdrew it.
To exercise them, write to support@nivofit.life from the email address of your account. We may ask you to confirm your identity. We will reply within one month, which can be extended by two further months for complex requests; if so, we will tell you why. For coaching data, we will pass your request to your trainer and help them respond.
You also have the right to complain to a data protection authority, in particular in the country where you live or work. In Spain, this is the Agencia Española de Protección de Datos (www.aepd.es).
8. Security
We protect your data with measures such as encryption in transit and at rest, authentication for every user, access rules that only let each trainer reach their own clients' data and each client reach their own data, and restricted internal access for the people who need it. No system is completely secure. If a breach affects your data, we will notify you and the authorities as the law requires. Please keep your password safe.
9. Minors
Nivo is not intended for anyone under 16. Clients aged 16 or 17 may only use Nivo with the permission of their parent or legal guardian. If you believe that someone under 16 has an account, contact us and we will delete it.
10. Changes to this policy
Each version of this policy has a number and an effective date at the top of this page. If we make important changes, we will tell you in the app, and by email if you are a trainer, before they take effect, and we will ask you to review and accept the new version. Previous versions are available on request.
11. Contact
[Company legal name] · [Registered address] · support@nivofit.life