Total Form Fitness ("TFF", "we", "us") runs a personal training studio in Scarsdale, New York, and the Total Form Fitness app, where clients follow training programs built with their coach. This policy explains what we collect, why, who can see it, and the choices you have.
1. What we collect
Your account
- Name, email address and, if you add it, phone number.
- Your profile photo, if you upload one.
Your training and health information
- The intake you fill in: goals, schedule, experience, equipment, and health details such as injuries, past surgeries, pain level, mobility and any notes you add.
- Your programs, workout and set logs, check-ins, and the comments you write.
- Nutrition: targets, meals you log, and your diet plan.
- Daily habits: the glasses of water you tap, the protein from your diet log, and your steps and hours of sleep for each day — typed by you, or read from Apple Health if you allow it (section 5).
- The weekly check-in: your weight, how the week went (energy, sleep, hunger, stress and training, each answered from 1 to 5), a note to your coach if you write one, and the front, side and back progress photos you choose to take — see section 6.
Your messages
- Messages you exchange with your coach in the app.
- Photographs and video clips you attach to them. These are stored privately and deleted a week after you send them — see section 6.
Your device
- A push notification token, so we can tell you when your coach replies or your program is ready.
When something breaks
- A crash or error report, so we can find and fix what went wrong: the error, the screen and the step it happened on, the app version, and your device model and iOS or watchOS version. Email addresses are removed before a report leaves the device, and it carries no name, no account, no IP address and none of your health, training or nutrition information.
Consent records
- When you agreed to our health-data consent and which version of the wording you saw.
- When you confirmed you are 16 or older and agreed to our Terms and this policy, and which version.
If you report a message
- The reason you chose, anything you wrote, and a copy of the message as you saw it.
We do not collect your location, your contacts, or advertising identifiers. We do not use analytics or advertising tools, and there is no tracking of you across other apps or websites.
2. Why we use it
- To create and run your account.
- So your coach can build a program that is safe for you and adjust it as you progress.
- To generate programs, meal estimates and progress notes with AI (see section 4).
- To send notifications you have allowed (a new message, a program ready, a check-in due).
- To act on a report, and to keep the service secure and working.
- To find and fix crashes and errors.
We do not sell your information or share it for advertising.
3. Who can see it
- Your assigned coach sees your intake, programs, logs, check-ins, nutrition and messages.
- The studio administrator can see the same, to run the studio and support coaches.
- A report you file is seen only by the studio — never by the person you reported.
- Service providers that host or process data for us, and only to provide the service:
| Provider | What for | Where |
|---|---|---|
| Supabase | Database, sign-in, file storage, server functions | United States (Ohio) |
| Sentry | Crash and error reports (section 1, "When something breaks") | United States |
| Anthropic (Claude) | AI that builds programs, estimates meals and drafts progress notes | United States |
| Apple Push Notification service | Delivering notifications to your iPhone | Apple |
| Cloudflare | Hosting the web version of the app | United States |
We may also disclose information if the law requires it, or to protect someone's safety.
4. AI processing
When a program is built, a meal is estimated or a progress note is drafted, the relevant information — including health details from your intake — is sent to Anthropic's Claude. Under Anthropic's commercial terms, what we send is not used to train their models. Your coach reviews every program before it reaches you. You agree to this processing when you accept the consent on the intake.
5. Apple Health and your Apple Watch
This is worth stating plainly, because it is narrower than people expect.
During a workout. If you give permission, the app reads your heart rate and active energy from Apple Health while a workout is running, so the numbers appear on screen as you train. When a session on your Apple Watch ends, the workout is saved to Apple Health on your device, so it counts toward your rings. None of that leaves your phone: we do not receive your heart rate or your calories, and they are not stored in your account or shown to your coach.
For your daily habits. If you tap "Fill from Apple Health" on your Progress page and allow it, the app reads two things from Apple Health: your step count for each day and your hours of sleep for each night (time asleep, not time in bed). Only the day totals are taken — one number of steps and one number of hours per day — and they are saved with your daily habits in your account, so your coach can see whether you hit the targets they set. Nothing else in Apple Health is read for this, and nothing is written to it.
You can withdraw either permission at any time in the iPhone's Settings → Privacy & Security → Health. Totals already saved stay with your habits until you delete your account, and you can type over them.
We never use Apple Health data for advertising, we never sell it, and we never share it with anyone other than your coach and the studio administrator.
6. Photographs and clips in chat, and progress photos
A photo or clip you attach to a message is stored in private storage that only you, your coach and the studio administrator can open, through a short-lived link. It is deleted a week after you send it, automatically, and the message stays without it. If you delete your account, everything you sent goes at once rather than waiting out the week.
The progress photos you take in your weekly check-in are stored the same way, in their own private storage that only you, your coach and the studio administrator can open, through a short-lived link. They are never put in Chat. They are kept so you and your coach can compare them week by week, until you delete them (Progress → Weekly check-in → Delete) or delete your account. Taking them is always optional.
7. What shows on your Lock Screen
While a workout is running the app can show a Live Activity on your Lock Screen — the exercise, the set you are on, and the rest timer — so you can log a set without unlocking. Anyone who can see your phone's screen can see that, the same as any notification. Turn it off in iOS Settings → Total Form Fitness.
8. How long we keep it
- We keep your information while your account is open.
- Photographs and clips in chat are deleted a week after they are sent.
- Progress photos from your weekly check-in are kept until you delete them or your account.
- If your account is inactive for 12 months we review it and may erase your health information. Today that review is done by a person; nothing is deleted automatically.
- When you delete your account, your data is removed as described in section 9.
Two things are kept on purpose, because they are records of something that happened rather than a profile of you: a note that a deletion took place, without your details in it, and any safety report. A report is a record of someone else's conduct, so deleting your account does not erase a complaint you made or one made about you.
9. Your choices
- Delete your account in the app: Profile → Delete Account. This removes your login, profile, intake, programs, logs, check-ins, nutrition, messages, every photo and clip you sent, your progress photos, your profile photo, your devices, your notifications, your AI usage record and your blocks.
- Delete a progress photo at any time: Progress → Weekly check-in, then Delete under the photo.
- Erase only your health information in the app: Profile → Your Health Information.
- Report a message you think is wrong: press and hold it, then choose Report. It reaches the studio, not the person who sent it.
- Block the person you are talking to, from the same sheet. We are told, so we can sort out your coaching.
- Notifications: turn them off at any time in iOS Settings.
- Apple Health: withdraw the permission in iOS Settings → Privacy & Security → Health.
- Access or correct your information: most of it is editable in the app; for anything else, contact us (section 13).
10. Security
Data is sent over encrypted connections and is encrypted at rest by our hosting provider. Access to each person's data is restricted at the database level, so clients see only their own information and coaches see only their own clients. No system is perfectly secure; if a breach affects your information we will tell you as the law requires, including under New York's SHIELD Act.
11. Children
The app is not intended for anyone under 16. Everyone confirms they are 16 or older when they create an account. We do not knowingly collect information from children under 13. If you believe a child has created an account, contact us and we will delete it.
12. Health information and HIPAA
TFF is a fitness studio, not a healthcare provider, and this app does not provide medical advice. HIPAA does not apply to us, but we treat your health information as sensitive and protect it as described above.
13. Changes and contact
If we make a material change to this policy we will update the date above and tell you in the app before it takes effect. If the change affects how health information is used, we will ask for your consent again.
Total Form Fitness · 99 Montgomery Ave, Scarsdale, NY 10583 Email: info@totalformfitness.com