Privacy
Your full privacy policy lives on the marketing site at coachingportal.io/legal/privacy — that document is the legal source of truth.
This page covers privacy points specific to how the app behaves day to day.
Workspace privacy
Each coach has their own workspace. A coach outside your workspace can’t see your clients, plans, or messages.
Inside your workspace, your client roster, programs, check-ins, messages, photos, and analytics are yours.
What clients see
Clients only see their own data and the parts of your workspace you’ve explicitly shared with them — their assigned plan, their resources, your branding. They do not see other clients, your roster, your analytics, your team’s messages, or anything in your settings.
What other coaches in your workspace see
If you have team members in your workspace, by default each coach sees the clients assigned to them. Admin coaches can see the full roster and reassign clients. Shared meal plans and exercise programs become visible to other coaches once you mark them as shared; unshared content stays private to you.
CoachGPT and AI
When you use a CoachGPT tool — check-in recommendations, a client progress summary, an exercise program draft, or a meal plan draft — the relevant client data for that tool (for example check-in details, recent trends, the client’s goal and macro targets) is sent to OpenAI for processing. Data is sanitized of direct personal identifiers before it’s sent. OpenAI’s data handling is governed by their API terms; the request and response are logged for usage tracking, and the model output is not used to retrain.
This only happens when you click a Generate button. If you don’t want client data sent to a third-party model, simply don’t use the CoachGPT generators — the rest of the app does not send client data to OpenAI.
Data that’s never shared
CoachingPortal does not sell, rent, or share coach or client data with third parties for marketing purposes. Sub-processors (the third-party services we use to run the platform — payment, hosting, etc.) are limited to what’s required to operate the service.
Trust page
For the broader picture — encryption, sub-processors, backups, HIPAA scope, where data is stored — see the Trust & Security page on our marketing site.