Terms, privacy & policies

Last updated: 26 October 2026

This policy explains what personal data Evolvance collects, why, who it is shared with, and your rights. It describes how the platform actually works, in plain terms. We are committed to complying with the UK GDPR and the Data Protection Act 2018, and we design to the standards of the ICO's Age Appropriate Design Code because under-18s use Evolvance.

0. The demo experience (/demo)

Evolvance sometimes sends clubs a link to a sample account at /demo. Everything inside it is invented: the athletes, the training block, the logged sessions and the recovery trend are all generated on your device and are not real people or real performances. The sample athletes are invented adults. Nothing you type or tap in the sample account is saved, and the sample is held only in your browser tab's temporary session storage, which is erased when you close the tab. We record one row per demo visit for campaign measurement: the opaque campaign token from the link, which demo you opened, how far you got, the sport you chose, a timestamp, and whether you were on a phone or a desktop. To stop the demo being misused, we also keep a usage record each time a demo visit is counted and each time you ask Vance a question in the demo; it holds a one-way hash of your IP address, so we can limit how many of these come from one connection in an hour or a day. We do not store your IP address itself, your email, any free text, any cookie or any device fingerprint from the demo. A hashed IP address can still count as personal data, so you have the same rights over that usage record as over any other (section 8). The demo stores nothing on your device beyond strictly-necessary session state, so no consent banner is required. Training content shown in the demo is for illustration and is not medical advice — see the health disclaimer in clause 3 of our Terms & Conditions.

1. Who we are

The data controller is Evolvance Fitness Ltd, registered in England and Wales (company number 17242515), 66 Paul Street, London, EC2A 4NA, United Kingdom. Contact: team@evolvancefitness.com or the in-app Support section.

2. What we collect

•Account and profile: name, email address, username, date of birth (the backbone of our age gates), optional bio, town/city (free text — we never collect GPS location), profile photo, biological sex (optional), and for coaches: qualifications, specialty and professional details.

•Training and activity data: your training logs (exercises, weights, RPE, sessions).

•Health data (special category data): bodyweight and body measurements, sleep records, recovery and readiness check-ins (including heart-rate variability and resting heart rate where you log or sync them), weekly check-ins (which may include injury notes and free-text reflections), nutrition logs and food diaries, and progress photos. Where you choose to use those tools, and with your separate consent where stated in section 3, we also record: head-impact incidents you log and your graduated return-to-play steps (combat and collision sports); concussion return-to-play cases (opened by you, by your approved coach, the lead coach of a club you belong to or Evolvance staff, or automatically from a head-impact record with symptoms: the stage you are on, the symptoms and any red flags you report, and any clearance, which your approved coach, the lead coach of a club you belong to, and for younger athletes your verified parent or guardian, can see so they can keep you safe); pain and niggle notes you log in the Recovery Hub (where, how much, what it feels like and whether it changed training), which a coach sees only if you approve their request; growth and maturation measurements (height, sitting height, weight and the estimated growth phase we derive from them, used to cap training load for young athletes); nutrition planning (adults only — the tool does not open for anyone under 18 or of unknown age); physical test results (for example a 2k erg, a 20-minute FTP test, jumps, sprints or a one-rep max) and the training thresholds we calculate from them to pre-fill your programme targets. In the Nutrition Hub we also record: weekly nutrition check-ins (a review of your logged food, bodyweight and training that proposes your next targets, which change only if you accept the proposal; adult accounts only); your water, supplement and caffeine log (water at any age, supplements and caffeine on adult accounts only); vitamin and mineral figures saved with the meals you log, from which your daily totals are worked out; and the meal plans you ask for, saved with the options you chose (number of days and meals, foods to leave out, budget and cooking time). The diet type you pick for a meal plan (for example vegetarian, halal or kosher) is used once to build that plan and is not saved, because it can say something about your beliefs; your list of foods to leave out is saved with the plan. In the Recovery Hub, if you connect a wearable, we also record the nightly heart-rate variability, resting heart rate and sleep-stage minutes your device measured (section 2A). If you use the Psychology Hub once it launches, we record the check-ins, journal entries and mental-skills plans you make there, which are private to you. All of these are deleted with your account.

•Cycle tracking (adults only): users 18+ may choose to use menstrual cycle tracking, recording period days, flow, symptoms, pain, energy, and optional private medication notes. This is the most protected data in the app: the feature is hidden from anyone we know to be under 18, anyone whose age is unknown must confirm their date of birth before logging anything, it is not visible to coaches through any screen in the app, and Evolvance administrators cannot read it through the app at all: only you can read your own cycle records. The only automated processes that touch them are the ones that record an entry for you, include them in a data export you ask us for, and erase them when you delete your account.

•Content you create: messages (text, photos, videos, voice notes), social posts and stories, comments, videos you submit for technique review, and files you attach to support tickets.

•Payment and earnings records: what you bought, when, for how much, Stripe reference IDs, and — for coaches — earnings and payout records. We also record that you asked at checkout for your subscription to start immediately, when you agreed, and the exact wording you were shown. We never store card numbers — cards are entered into fields controlled by Stripe. Where an adult buys a subscription, a hub, a Family plan place or coaching for an under-18 athlete, we record which adult is paying for it on that athlete's record. If you own an Evolvance+ Family plan, we keep the email addresses of the people on it and of anyone you invite; an invite's email address is cleared if the invite is declined, withdrawn or expires. For coaches, we also keep the signed Coach Partnership Agreement (the name you typed, your drawn signature, the date and time, and the IP address and browser details of the device you signed on) and a reference to your Stripe payout account; Stripe itself holds your identity and bank details.

•Support and diagnostics: support tickets include your message, any attachments, and technical details captured at that moment (the screen you were on, device and browser type, screen size, recent screens visited as paths only, and recent app errors). We also keep crash reports in our own systems.

•Usage records: basic records of which screens are opened, used to understand which parts of the app are used.

•Device data: if you enable push notifications, we store the push address and keys for your device.

•What we do not collect: precise location (GPS training files you import are processed on your device; coordinates are discarded and only totals such as distance and duration are kept, along with the file's name; if you look for coaches near you, a postcode you type is looked up with postcodes.io (section 5), and the position it returns, like the one from "Use my location", is kept on your device only and is not sent to us), your contacts, advertising identifiers.

2A. Data we receive from others

If you connect Oura, WHOOP or Strava, we receive data from that provider under the permissions you grant there: from Oura and WHOOP your sleep (bedtime, wake time and duration) and, only while you have the Recovery Hub (through a hub subscription, Evolvance+ or other access to it), the nightly heart-rate variability, resting heart rate and sleep-stage minutes (deep, REM, light and awake) your device measured; and from Strava your activities (including activities marked private on Strava, because its permission covers all activities) — of which we keep sport, date, duration, distance, average heart rate and elevation. Each figure is stored as the device measured it and labelled with its source: we do not estimate these figures, and a sync never changes anything you typed in yourself. Sleep data is synced only while your sleep and biometrics consent is on (section 3); heart-rate variability and resting heart rate are also copied into that day's recovery check-in only if your wellbeing consent is on and you have not entered a reading yourself. If you are under 18, or we hold no date of birth for you, a wearable can be connected and synced only once a parent or guardian has confirmed your account. We record when you consented and to what scope, and you can disconnect at any time where you connected it (Recovery Hub → Log → Sleep, or Training Hub → Extra), which stops us receiving new data from that provider; nights already imported stay in your history unless you delete them. Fitbit can no longer be connected and we no longer receive data from it, because Google switches off the Fitbit service we used on 30 October 2026; nights already imported from Fitbit stay in your history unless you delete them, and an existing Fitbit connection can still be disconnected in the same place.

If a young person names you as their parent or guardian. An under-18 athlete can give us your name and email address in order to invite you — to confirm their account (which you do before they can use coaching and other features involving other people, and after which you approve each coach), to supervise a coach conversation, to accompany them into a club group chat, to decide a coach's request for access to their training data, or so that you can buy an Evolvance+ subscription for them, which they are not permitted to buy themselves. We then email you at that address. We do this on the basis of our legitimate interests in keeping under-18s safe on the platform and in providing a lawful route for an adult to pay, and you can simply ignore the email: an invitation on its own gives the young person nothing and changes nothing about your data. If you do go on to register as their guardian of record, or to buy a subscription for them, then you will see that athlete's email address, and they will see yours on the subscription record so they know who is paying for and controls it. You can ask us to delete your details at any time at team@evolvancefitness.com. Apart from this, we do not ask you for other people's details. (Between existing users, some features naturally record both parties — an invitation to co-build a training block, or a report about another user — as described elsewhere in this policy.)

3. Why we process it (legal bases)

•To provide the Service you signed up for — contract.

•Health and fitness data — your explicit consent, collected separately for eight categories (wellbeing check-ins, sleep and biometrics, body composition, nutrition, progress photos, head-impact and return-to-play records for combat and collision sports, pain and injury notes, and Psychology Hub entries, a category offered only where the Psychology Hub is available to you) with the exact wording you agreed to recorded. The sleep and biometrics consent covers wearable sleep data, including heart-rate variability, resting heart rate and sleep stages. The nutrition consent covers your food diary and targets, your water, supplement and caffeine log and your meal plans; the weekly nutrition check-in needs both the nutrition and the body-composition consent, because it reads your logged bodyweight. Each category is a gate, not just a record: the app does not collect a category until its consent is on, and withdrawing it stops new records being made (existing ones stay until you delete them). If you are under 18, or we hold no verified date of birth for you, each category needs two agreements before anything is recorded: your own, and the approval of your verified parent or guardian, given for that category from their own account. Either of you can withdraw it at any time, which stops new records being made, and we keep a record of what your parent or guardian approved and when. Concussion symptoms you report in a session are recorded even where the head-impact consent is off, to operate the return-to-play safety gate (vital interests and safeguarding). A concussion return-to-play case does not rely on consent either. We keep it, and tell the people responsible for your safety about it, to protect your health: the bases we rely on are vital interests and the safeguarding of children and of individuals at risk (Data Protection Act 2018, Schedule 1, Part 2, paragraph 18). It is free for every account, and we use it only for safety: to show you your stage, to hold the minimum timings, and to tell your approved coach and, for younger athletes, your verified parent or guardian. When you start a case yourself, the app tells you first that they will be told and can see your stage and the symptoms you report; a case is also opened automatically when you log a head impact with symptoms, and your approved coach, the lead coach of a club you belong to or Evolvance staff can open one for you. Pain and niggle notes need the separate pain and injury consent, are private to you, and are shared with a coach only when you approve that coach's request. Growth and maturation measurements are entered only by you or by our staff at your request; physical test results and calculated training thresholds are processed to deliver the programme you asked for. Cycle tracking is consented to by adults choosing to switch the feature on and use it; switching it off and deleting your entries withdraws that consent. Training logs and check-ins you submit to a coach are processed to deliver the coaching you asked for.

•Safety features for under-18s (age gates, guardian supervision, and keeping safety reports after an account is deleted) — our legal duties under the Online Safety Act 2023 and the recognised legitimate interest in safeguarding children and vulnerable people (UK GDPR Article 6(1)(c) and (ea)); where these records include health or other special category data, the substantial public interest condition for safeguarding children and individuals at risk (Data Protection Act 2018, Schedule 1, Part 2, paragraph 18). We maintain an appropriate policy document for this processing, available on request.

•Payments and fraud prevention — contract and legal obligation. The record of what you agreed to at checkout about your subscription starting immediately is kept because consumer law requires us to be able to show it.

•Showing a verified parent or guardian the Parent hub view of their under-18 athlete (section 4) — legitimate interests (helping parents and guardians keep younger athletes safe) for training, coaching and club details; the health summaries rely on the explicit consent above, which for an under-18 needs both the parent or guardian and the athlete.

•Contacting an adult a young person has named as their parent or guardian — legitimate interests (see section 2A), balanced against that adult's interests, which is why an invitation asks rather than assumes and can simply be ignored.

•Fixing crashes and improving the Service — legitimate interests, engineered to minimise data (see the Sentry entry in section 5).

•The weekly progress email to adult members (a summary of your sessions and, only while the matching consent above is on, your food and body-weight figures) — part of the Service you signed up for (contract), with the health figures resting on the explicit consent above. You can switch it off at any time under Profile, Settings, Notifications, and the progress and reminder emails carry a Manage emails link.

•Usage records of which screens are opened (section 2), and ranking the Social feed for adults (section 8B) — legitimate interests (understanding which parts of the app are used so that we can improve them, and showing you the posts most relevant to you). You can object at any time (section 8).

•Website and app usage analytics (Google Analytics) — your consent, given on the cookie banner, which you can withdraw at any time from Cookie settings (see the Cookie Policy).

4. Who sees your data inside Evolvance

•Your coach — only what you grant. An approved coaching relationship by itself lets a coach programme for you; it does not open your private data. Coaches must request access per category (recovery, sleep, bodyweight, progress photos, measurements, nutrition, training logs, check-ins, injury notes), nothing in a category is shared until you approve the request, history from before the coaching relationship needs a separate grant, and you can revoke at any time. Weekly check-ins you submit to your coach are shared with that coach by design. Cycle data is not accessible to coaches through any screen in the app. Coaches are never shown your date of birth in the app — only your age, and only to operate the safety gates. The one exception is a club swim meet: if your club enters you in a meet, verified adult (18+) staff of that club, or Evolvance staff, can download an entry file for the competition's results software. That file carries your name, date of birth, age at the meet, sex category, Swim England number, club, events and entry times, because that software needs them. The file goes only to the person who downloads it, and your club then sends it to the meet organiser; we do not send it anywhere ourselves. Pain and niggle notes fall under the injury-notes category: a coach sees them only after you approve that coach's request, and for younger athletes only where a parent or guardian has also approved that coach. Your water, supplement and caffeine log, weekly nutrition check-ins, meal plans and Psychology Hub entries are not shared with coaches. A coach sees your food diary only if you approve their nutrition request or choose to share your full diary with them.

•Concussion return-to-play — who is told and what they see. When a case is opened, when you report symptoms that move you back a stage, when you are cleared for contact training or for competition, and when a case is closed, we notify your approved coach, the lead coach of a club you are an active member of and, if you are under 18 or we hold no date of birth for you, your verified parent or guardian. The notification never lists your symptoms: it says that there is a return-to-play case to look at, that symptoms have been reported again, or that a clearance or closure has been recorded, with a line to call 999 or go to A&E if a red-flag sign was reported; a parent or guardian's notification also tells them that a possible concussion has been recorded and to get you assessed within 24 hours. Inside the app those same people, and Evolvance staff, can open the case and see the stage you are on, the symptoms you have reported, any clearance and the recent history of the case, so that they can keep you out of contact until it is safe. A coach of a younger athlete is told, and can see or act on the case, only if that athlete's parent or guardian has approved that coach. If a younger athlete has no verified parent or guardian on record, nobody else is told: no parent or guardian, and no coach.

•Your club's staff (Elite Club members only): a club's coaches, managers and admins (and Evolvance staff) can find your account by name, username or email address (an under-18 only by their exact email address) and add you to their club without you accepting first; we then tell you in the app and by email, and you can leave at any time from the club's Settings. If you belong to a sports club that runs on Evolvance, that club's coaches, managers and admins see a squad board with your name, squad and attendance, plus — only while your "Allow coach to view wellness" club setting is on — your readiness score and band, your readiness and sleep figures day by day for the last fortnight, your seven-day sleep average, your top soreness site, when you last checked in and the training block you are on, and — only if you switch on "share stats" — counts of sessions and nutrition days logged. Wellness sharing is off until you turn it on, whatever your age, and you can turn it off again at any time. Bodyweight, calories, notes and the check-in text never reach the board. Club staff cannot see anything for a club you are not a member of.

•Guardians: a supervising adult confirmed into an under-18's coach chat can read that conversation (this is disclosed inside the chat). Where an under-18 belongs to a sports club that runs its team chat on Evolvance, their confirmed guardian is also added to those club rooms and can read what is said there, including messages from other members. The same applies to any private group chat an under-18 takes part in: their guardian of record has to be a member of it before anyone can post, and can therefore read everything said in it, including messages from other members. A verified parent or guardian also has their own view of the athlete, the Parent hub, from their own account while the athlete is under 18: it shows the athlete's training (the blocks they are on, their sessions, and daily set counts with average effort), their coach links and which coaches the parent has approved, their club membership and what they subscribe to, and — only for each health category the parent has approved — a summary of nutrition totals, readiness and recovery check-in scores, and sleep. It never shows messages, progress photos, bodyweight or body measurements, cycle records, Psychology Hub or mental check-in entries, meal photos or free-text notes. The parent can also download a copy of the athlete's records, which leaves out progress photos, journals, mental check-ins, cycle records, meal photos, weekly check-ins and free-text notes, and includes a health category only if the parent has approved it, which can include weight and body measurements, pain and injury records and head-impact records. Each time the parent opens that view or downloads that copy, we record it, and the athlete can see when in their Privacy settings (Parent view). Apart from this, guardians cannot see the athlete's training data, logs, or other conversations unless separately granted as part of consent they give on the minor's behalf — and any such consent is granted only after the guardian verifies through an emailed link, never from a form filled in inside the app.

•Other users: your profile, public posts, stories, and coach reviews are visible to the community. Every post has an audience you choose before publishing (Everyone, or Only me). If you are under 18, or we hold no verified date of birth for you, the Social feed is switched off for you: you cannot post to the feed, like, save or share, your stories are shown only to your coach and your guardian, you are never listed in people search, and nobody can start a direct message with you. Your verified parent or guardian can switch the Social feed on for you from their own Evolvance account (Community → Guardian controls) and can switch it off again at any time; until they do, your profile is private to everyone except you, your parent or guardian and coaches they have approved. Direct messages are limited to your parent or guardian and coaches they have approved; when posting is on, every post still has an audience you choose before publishing (Everyone, or Only me). Adults start visible and open to messages and can turn either off in Profile → Privacy & Consent. Leaderboards are strictly opt-in and off by default. If you invite another user to collaborate on a draft training block (or accept such an invitation), each of you sees the other's name and email address on the invitation, along with the block's name and any note the sender adds. Collaboration invitations are normally between adults: an under-18 (or a user whose age is unknown) can only collaborate with a coach they already have an approved coaching relationship with, and only once a guardian of record exists.

•Evolvance staff: administrators can access operational data to run the platform. This includes the weekly nutrition check-ins, intake log, meal plans, pain notes and concussion cases described in section 2, which a small group of authorised Evolvance staff can read in order to run the Service and deal with safety and support matters. Psychology Hub entries are different: only you can read them through the app. Cycle-tracking data is not readable by administrators through the app at all: only you can read your cycle records, and the only automated processes that touch them are the ones that record an entry for you, include them in a data export you ask us for, or erase them when you delete your account. As with any online service, a small number of people with database-level access at our platform provider could technically reach stored data; that access is restricted.

5. Who we share data with (processors and recipients)

•Base44 — our platform provider (hosting, database, authentication, file storage, and the gateway through which our AI features reach model providers). All platform data is processed on Base44 infrastructure.

•Stripe — payment processing. Receives your name, email, and payment details at checkout. Coaches paid through Evolvance give Stripe (Stripe Connect) their identity and bank details to receive payouts; we hold only a reference to that account.

•Apple and RevenueCat — only if you buy through the App Store. Apple takes the payment; RevenueCat confirms the purchase to your Evolvance account, where you are identified by an internal account ID rather than your email. When you delete your account we ask RevenueCat to delete your record. Deleting your account does not cancel an App Store subscription: cancel it in Settings → Subscriptions on your iPhone.

•AI model providers — the in-app AI features in section 6 are routed via Base44, which passes them to the model provider (at present models from Google and Anthropic, or a model that Base44 selects); the automated assistant that reviews support tickets runs outside the app and reaches its model provider (Anthropic) directly. Both involve large US-based model providers.

•Sentry — crash and error reporting on EU (Germany) servers, configured to minimise data: we do not send names, emails or message content, session replay is off, and identifiers are redacted before a report leaves your device, with only an internal account identifier attached. Sentry is a US company; see section 5A.

•Google (Gmail) — sends our support replies and some of our own notices (for example when club staff add you to a club, and coach application, agreement and Elite Club application emails). All other transactional email — guardian invitations, order confirmations, new-message alerts (which include a short preview of the message), session assignments, and weekly progress emails containing summary training, nutrition and bodyweight figures — is sent through Base44's email service.

•Google Drive and Google Sheets — coaches only: we file each coach's signed Coach Partnership Agreement and a coach record (name, email, tier and fee rates, agreement details and payout-account status) in Evolvance's own Google Drive and Google Sheets.

•Apple, Google, and Mozilla push services — deliver notifications. Where we use web push, notification content is encrypted from our servers to your device using the Web Push standard, so these services see only an encrypted payload and a device address.

•Oura, WHOOP, Strava — only if you connect them (section 2A).

•Open Food Facts — an open food database. When you scan a barcode or search for a food, our servers look it up for you and send Open Food Facts only the barcode or the words you searched, never anything about you. If our servers can't answer at that moment, the app asks Open Food Facts directly from your device, and that request carries your device's IP address, as all internet requests do. Product photos, in results and on meals you log with them, load from Open Food Facts, so viewing them also reaches it from your device. When a meal plan needs nutrition data for a food our own library lacks, our servers send that food's name; nothing about you is sent with it. Food data in the app comes from Open Food Facts (Open Database Licence) and the UK government's Composition of Foods Integrated Dataset (Open Government Licence v3.0).

•postcodes.io — a free UK postcode lookup service. If you look for coaches near you by typing a postcode, your device sends that postcode to postcodes.io to find its approximate position, and the request carries your device's IP address, as all internet requests do. When a coach saves the postcode of their in-person base or a venue, our servers send that postcode to it. Nothing else about you is sent.

•Google Analytics — only if you accept analytics cookies on the cookie banner (see the Cookie Policy). Google receives the pages you view (with sign-in tokens, invitation codes and email addresses removed from the address first), your device and browser type, your approximate location and a random identifier stored in a cookie. We do not send it your name, email or account details. Google is a US company; see section 5A.

•Embedded content — some screens embed third-party content: YouTube exercise demonstration videos, Vimeo videos, exercise videos coaches link from TikTok, Instagram or Facebook, Google Fonts, and stock imagery from Unsplash. When that content loads, those providers receive your IP address and may set their own cookies (see the Cookie Policy). We do not receive or use any data from them.

•Authorities — the police, children's social care, the National Crime Agency and other public bodies, where the law requires it (for example, reporting child sexual exploitation and abuse content under the Online Safety Act 2023) or where we need to protect someone from serious harm.

•Professional advisers and HMRC — our accountants and other professional advisers, and HMRC, receive payment, payout and tax records where we need them to keep our accounts, meet tax law and take advice.

We do not sell your data. We do not share it with advertisers. We use no advertising SDKs, and we use analytics only with your consent.

5A. Where your data goes (international transfers)

Evolvance is based in the UK. Some of the organisations above are based outside the UK, principally in the United States, the European Economic Area and Israel. Where data goes to a country covered by UK adequacy regulations (including the EEA and Israel), we rely on those regulations. For transfers to the United States we rely on the UK Extension to the EU–US Data Privacy Framework where the recipient is certified, or otherwise on the UK International Data Transfer Agreement or the EU Standard Contractual Clauses with the UK Addendum. You can request details of the safeguards applying to any transfer at team@evolvancefitness.com.

6. AI features — exactly what they see

Vance is the name for the AI in the app: the chat assistant, guided photo meal logging, meal ideas (meal plans) and the label scanner are all Vance. The first time you use one of them on a device while signed in, the app explains that Vance answers using third-party AI services and asks your permission first: nothing is sent to an AI service until you choose Allow, and if you don't, the feature stays off until you do. When you chat with Vance (the in-app assistant), your message is sent to a third-party AI model together with context including your name, email, current training block names, latest recovery score, and recent sessions (for coaches, also business figures like client counts and earnings; for Evolvance administrators, also operational summaries that can include other users' names, such as pending coach applications and recent support activity). AI inputs are therefore not anonymised — treat Vance like a member of staff, not a diary. Your recent messages in the same conversation are sent with each new one so the answer follows on. Vance chat is not sent your food diary, your intake log, your pain notes, your concussion records, your wearable readings, your date of birth or your nutrition targets unless you type them into a message. If you are under 18, or we hold no verified date of birth for you, Vance sends neither your name nor your email address: you are identified to the model by a one-way pseudonym only, and your training blocks are described by sport and length rather than by their names; your latest recovery score and the sports of your recent sessions are still sent so the answer can be about your training. Messages touching injuries, pain or other physical symptoms, medication, eating concerns, self-harm or a mental-health crisis, or that mention a child or a younger athlete, are routed to our most capable model with strict safety instructions; if you are under 18, or we hold no verified date of birth for you, every Vance answer is generated under those safety instructions whatever you ask, though a question that touches none of those subjects may be answered by one of our other models. Signed-out visitors who ask Vance a question are rate-limited using a one-way hash of their IP address, never the address itself. The nutrition label scanner sends the label photo to a vision model; it is available on verified 18+ accounts only, so no photograph taken by an under-18 (or by an account with no verified date of birth) is sent to it — those accounts type the label's values in instead. Vance reads the figures printed on the pack, and you check them before saving. The coaching block builder shares programme context including the client's email and the conversation so far, and applies the same under-18 rules when either the person using it or the athlete it is for is under 18 or has no verified date of birth. Support tickets are also reviewed by an automated AI assistant that drafts replies and diagnoses technical problems; sensitive matters are escalated to a person. Each time your account uses one of these AI features we keep a usage record (which feature and when, attributed to your account email) for cost and abuse monitoring; this record contains no message content. When you import a training programme from a spreadsheet, the contents of the file you upload — including any names, loads and notes it contains, but with email addresses and phone numbers removed first — are sent to a third-party AI model to read the programme out of it, under the same under-18 safety instructions applied to the account doing the import; the block it produces is created for your own account only. Your uploaded spreadsheet is kept as a private file in our storage (it has no public web address and is opened only through a short-lived link the app creates) so the import can be retried, and is removed by us on request at team@evolvancefitness.com. Photo meal logging in the Nutrition Hub sends the photo of your meal to a vision model to pick out the foods in it; it is available on verified 18+ accounts only, and the photo is uploaded as a private file with no public web address. Nothing else about you is sent with a meal or label photo: not your name, email, age, weight, targets or diet. Vance names the foods and asks you about them; it does not supply amounts or nutrition figures, which come from food data, standard household measures and what you confirm. Meal and label photos are single-use: each is used for that one scan and is not attached to your food diary or to any other record. We cannot yet delete a stored file automatically (see section 7), so straight after each scan that runs, whether it worked or not, the image is logged for purge (a photo uploaded for a scan that was refused, for example because you had reached the hourly limit, is not logged), and it is removed by us on request at team@evolvancefitness.com. Until then a meal photo stays a private file that the app does not link to or open again, and a label photo, which is uploaded to a web address rather than as a private file, is not linked from anywhere in the app. Meal plans in the Nutrition Hub send the options you choose (number of days and meals, diet type, foods to leave out, budget and cooking time) and a list of food names to an AI model to suggest meals; your name, email, weight and targets are not sent, and meal plans are available on verified 18+ accounts only. The model suggests the meals only: it is told not to write any weight, calorie or nutrient figure. Those come from our food library and, for a food the library lacks, from Open Food Facts, and the portions are scaled to your targets on our servers, where the plan is saved (section 2). Accounts that are under 18, or have no verified date of birth, therefore get no photo AI, no label AI and no meal plans; they can still chat with Vance under the pseudonym and safety rules above. Signed-out visitors who ask Vance a question, including in the demo, have their message sent to the model with no account data. Evolvance staff can also import a club timetable from a file, which sends that file's contents to a model. Vance's session recap, after you log a session, sends the names of the exercises and that session's own figures (sets, reps, loads, effort ratings and any personal bests worked out from your own history) to an AI model to word a short summary; your name, email, age and targets are not sent, every figure in the summary is checked against your logged numbers, and for younger athletes and accounts not verified as an adult it runs under the same safety instructions and never suggests loads or targets. Aside from these features, nothing sends your data to AI models. Technique video reviews are performed by human coaches, not AI.

7. How long we keep data, and deletion

Your data is retained while your account is active. You can delete most individual records (logs, posts, photos) yourself at any time; the exceptions are listed under "Nutrition, recovery and concussion records" below. Photos, videos and voice notes shared in chat, check-in photographs and imported spreadsheets are stored as private files since 17 September 2026: they have no public web address and can only be opened through a short-lived link the app creates for someone entitled to see them, so once the message or record is deleted there is no route to the file. Files uploaded before that date were stored at a fixed web address; deleting the message or record removes every link to such a file from the app, and the stored copy is removed by us on request at team@evolvancefitness.com (our platform provider does not yet let us delete stored files automatically. When an account is deleted we log the files attached to the records we delete — such as progress and check-in photos, meal, social and community posts, stories, club posts, competition results, support attachments and a coach's profile images and exercise demonstration videos — so they can be purged; other files, including members' profile pictures, programme images, form-check videos, files attached to messages and imported spreadsheets, are not yet logged and are removed by us on request). You can delete your whole account yourself, immediately, from Profile → Delete Account — no email or waiting period required. One exception: a coach with active athletes must first hand them over or remove them (the tools are in Coach Hub) so no athlete is stranded mid-programme. Deletion permanently removes your profile, health and fitness logs, cycle data, nutrition diary, progress photos, posts, stories, push subscriptions, and consents from the app. Progress and check-in photos work like chat files: the record and every link to it are removed at once; a photo stored as a private file is then unreachable, and any photo stored before 17 September 2026 at a fixed web address is logged for purge and removed by us on request at team@evolvancefitness.com. Records that involve another person are kept for them but permanently stripped of your name and email (messages you sent them; a coach's income records; safety reports, kept so that deleting an account cannot erase a misconduct trail). Any active subscription paid for by card, including each hub, is cancelled as part of deletion so you cannot keep being billed; a subscription bought through the App Store is the exception, because only you can cancel it, in Settings → your name → Subscriptions on your iPhone. If you own an Evolvance+ Family plan, deleting your account cancels the plan straight away and everyone on it loses Family Evolvance+; a member who deletes their own account gives up only their own place. A coach's signed Coach Partnership Agreement is a contract and financial record: it is kept for as long as the law requires, as signed, including the name and email address written into it, and the copy filed in our Google Drive is kept with our accounts; Stripe keeps its own records of your payout account. Residual copies — for example in backups — may persist for a limited period before being removed. Payment and tax records are kept for as long as the law requires (currently up to six years); where we no longer need to identify you in them, we remove your personal details. If you simply stop using Evolvance without deleting your account, your data stays until you delete it — though we may delete long-inactive accounts, and we will email you before we do.

Nutrition, recovery and concussion records. Weekly nutrition check-ins, your water, supplement and caffeine log, meal plans, pain and niggle notes and concussion return-to-play cases are kept while your account is active; we do not apply a shorter fixed time limit to them. You can delete an intake entry or a pain note yourself at any time, including after a hub subscription has ended. Weekly nutrition check-ins and concussion cases cannot be deleted from inside the app (a concussion case is a safety record that your coach or your parent or guardian may be relying on): ask us at team@evolvancefitness.com if you want one corrected or removed. All five are permanently deleted when you delete your account, together with the notifications sent to coaches about a concussion case (a notification sent to a parent or guardian does not name you and stays in their list); where a coach recorded a clearance on another athlete's case, that coach's address is replaced with a placeholder when the coach deletes their own account. All five are also included in the copy of your data you can download from Profile → Privacy → Download my data. Meal and label scan images are handled as described in section 6: each is logged for purge after the scan. That log holds the file reference and a one-way code worked out from your email address, not your name or the address itself; it is kept after an account is deleted so that the purge can still be carried out. It is not included in the data download: ask us at team@evolvancefitness.com and we will tell you what it holds for your account.

8. Your rights

You have the right to access your data, correct it, delete it (see above — you can do most of this yourself), restrict or object to processing, withdraw consent, and data portability. Withdrawing a health-data consent is recorded immediately and we stop relying on it; to stop collection you should also switch the relevant feature off in its own settings. Contact Support or team@evolvancefitness.com; we respond within one month, and will tell you if a complex request needs up to two further months. If you're unhappy with how we've handled your data, you can complain to us the same way — we acknowledge data-protection complaints within 30 days and respond without undue delay, as the Data (Use and Access) Act 2025 requires. You also have the right to complain to the Information Commission (the ICO, ico.org.uk), though we'd appreciate the chance to resolve concerns first.

Your right to object. Where we rely on legitimate interests (section 3), you can object at any time through Support or at team@evolvancefitness.com. We will then stop, unless we have compelling legitimate grounds that override your interests, rights and freedoms, or we need the data to establish, exercise or defend legal claims.

8A. Do you have to give us this data?

Your name, email and date of birth are required to open an account — we cannot provide the Service or run our age-safety features without them. Everything else is optional: health, fitness, nutrition, cycle and wearable data are only collected if you choose to use those features, and the only consequence of not providing them is that those features won't work. The one exception is a concussion return-to-play case, which is opened automatically from a head impact you log with symptoms, or by your coach or Evolvance staff, for your safety (section 3).

8B. Automated decisions and profiling

Automated checks apply our age gates — for example locking age-restricted features and refusing purchases where the account holder is under 18. These are simple rules based on the date of birth on your account; if yours is recorded wrongly, contact Support and a person will review it. Your training and recovery data personalises what the app shows you (readiness indicators, suggested content) — this profiling only affects what you see. The weekly nutrition check-in works out a proposed change to your targets from your logged food, bodyweight and training using fixed rules, not AI; nothing changes unless you accept the proposal. The Social feed is also ranked for you: the sports on your profile, who you follow and what you open, like and skip build a feed profile (kept on your device and on your account) that decides which posts you see first. This ranking is switched off for anyone under 18 or of unknown age, who see the plain newest-first feed. Account suspensions are reviewed by a person.

9. Children's privacy

Our minimum age is 13, enforced by date of birth at sign-up; attempts to sign up below the minimum age are refused, and the refusal is recorded on that account so a different date of birth cannot be entered. For under-18s: purchases are blocked, cycle tracking is not available, the adult-only nutrition goal and planning tools and thermal recovery protocols are locked, coach chats require an attested adult supervisor (Terms clause 7), leaderboards are off by default, posts are set to Only me by default, the account is hidden from people search, features involving other people (coaching, connected apps, programmes, comments, follows, live, mental-health stories, coach reviews) stay off until a parent or guardian confirms the account, each coach needs that parent or guardian's approval, messages are limited to the parent or guardian and approved coaches (plus supervised club chat), and the Social feed and public profile stay off until the parent or guardian switches Social on (once posting is on the athlete chooses each post's audience; new posts still start as Only me), XP is earned for training sessions and personal bests only (never for logging bodyweight, meals, sleep, recovery, photos or check-ins), the rewards shop and streak counters are not shown, the nutrition-label scanner, photo meal logging and meal plans are unavailable, the weekly nutrition check-in and supplement and caffeine logging are unavailable (water can still be logged), hubs and Evolvance+ cannot be bought by the athlete, each health-data category records nothing until the parent or guardian has approved that category from their own account and the athlete has also turned it on, a wearable can be connected only once a parent or guardian has confirmed the account, pain and niggle notes need the athlete's pain and injury consent and the advice shown adds telling a parent, guardian or coach, an athlete can never clear themselves in a concussion return-to-play case (their verified parent or guardian is notified and can see the stage and reported symptoms, as section 4 explains), and Vance never receives the athlete's name or email. Where age is unknown every gate fails closed — the platform assumes minor until proven adult. Coaches see a derived age only, never a date of birth, apart from the swim-meet entry file described in section 4.

10. Security

Access to data is controlled row-by-row per user role; sensitive operations such as payments, account deletion and safeguarding checks run in server-side functions; everything travels over HTTPS; card data is never stored by us; web push content is encrypted from our servers to your device; guardian confirmation links are single-use, cryptographically random, and insufficient without a matching, adult, signed-in account; crash reports are configured to redact identifying data before they leave your device; and the delete-account screen asks you to type a confirmation before your account is destroyed. No system is perfectly secure — if we discover a breach, we will notify the ICO where the law requires, and tell you directly if it is likely to put you at high risk.

11. Changes

We will notify you in-app of material changes to this policy. The "last updated" date above always reflects the current version.