PilatesNote Privacy Policy

This Privacy Policy explains what information PilatesNote collects, how we use it, and the choices you have. It applies to the PilatesNote app and related services (the "Service").

The short version

• PilatesNote is a tool for pilates and movement instructors to organize their practice.
• We collect your account details, the content you choose to enter (clients, schedules, coaching notes), and basic usage data to run and improve the app.
• We do not sell your information.
• We are a fitness and coaching tool, not a medical or health-records service. Please do not enter medical diagnoses, conditions, or treatment information.
• You can delete your account and data from inside the app.

1. Who this policy is about

This policy covers two kinds of people:

• You, the trainer, who creates an account and uses the app.
• Your clients, whose names, contact details, and your coaching notes you may enter. You enter that information and decide what to record. You are responsible for having any permission the law requires to store it. We process it on your behalf so you can run your practice. See "Information about your clients" below.

2. Information we collect

Account information you give us. Your name and email address when you create an account, and any details you add to your profile.

Content you enter. The information you choose to record in the app, such as client names and contact details, session schedules, workout plans, goals, and your coaching notes.

Usage and device information. Basic technical information needed to run and improve the app, such as device type and operating system, app version, approximate location (derived from IP address, not precise GPS), general in-app usage events (for example, which features you use), and crash and error diagnostics. We collect this through two third-party providers acting on our behalf:

• PostHog (product analytics) — records anonymized usage events tied only to your trainer account identifier, so we can understand activation and retention and improve the app. We do not send your clients' names, contact details, or your coaching notes to PostHog.
• Sentry (crash and error monitoring) — records crash reports and error diagnostics with device, OS, and app-version context so we can find and fix bugs.

We intentionally minimize what we send to these providers and do not send your clients' personal information or note contents to them.

We do not intentionally collect health information. The app is designed for movement and coaching notes. We ask trainers not to enter medical diagnoses, conditions, or treatment details, and we do not request that kind of information.

3. How we use information

• To provide, maintain, and operate the Service.
• To create and secure your account and verify your email.
• To respond to support requests.
• To improve and develop features, and to understand how the app is used.
• To protect against fraud, abuse, and security risks.
• To send you service messages (for example, your login code or important account notices).
• To send product tips and updates only if you opt in (see Marketing below).
• To comply with the law.

4. Information about your clients

When you enter information about your clients, you control that information and you decide what to record. PilatesNote stores and displays it so you can manage your practice. As between you and PilatesNote, you are responsible for your clients' information, including having any consent the law requires. If one of your clients asks to access or delete the information you hold about them, that request should go to you; we will support you in fulfilling it where we reasonably can.

5. How we share information

We do not sell your personal information. We share it only as needed to run the Service:

• Service providers. Companies that host our data, send our emails, provide product analytics (PostHog), or provide crash and error monitoring (Sentry), acting on our instructions under contract.
• Legal and safety. When required by law, or to protect our rights, users, or the public.
• Business transfers. If we are involved in a merger, acquisition, or sale of assets, information may transfer as part of that deal. We will notify you of any change in who controls your information.

6. Marketing emails

We send marketing or product-update emails only if you opt in (for example, by checking the optional box during signup). Every marketing email includes an unsubscribe link, and you can opt out at any time. Opting out of marketing does not stop essential service messages like login codes and account notices.

7. Your choices and rights

• Access and update. You can view and update your account information in the app.
• Delete. You can delete your account and associated data from inside the app at any time, subject to reasonable backup retention and any retention the law requires.
• Export. You can contact us to request a copy of your data.
• Marketing. You can opt out of marketing emails at any time.

US state privacy rights. Depending on where you live, you may have additional rights, such as the right to know, access, correct, or delete your personal information, and the right not to be discriminated against for exercising them. California residents: we do not sell or "share" personal information as those terms are defined under California law. To exercise any right, contact us at support@pilatesnote.com.

8. Data retention

We keep your information for as long as your account is active and as needed to provide the Service. After you delete your account, we remove your data within a reasonable period, except for limited information we must keep for legal, security, or backup purposes.

9. How we protect information

We use reasonable technical and organizational measures to protect your information, such as encryption in transit, encryption at rest, and access controls. No method of storage or transmission is perfectly secure, so we cannot guarantee absolute security.

10. Children

The Service is intended for instructors who are 18 or older. It is not directed to children, and we do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will delete it.

11. Where your information is processed

We are based in the United States and process information here. If you use the Service from outside the US, you understand your information will be handled in the US.

12. Analytics and tracking

We use PostHog for product analytics (understanding how the app is used) and Sentry for crash and error monitoring (finding and fixing bugs). These tools collect usage events, device and app information, approximate location derived from IP address, and crash diagnostics, as described in Section 2. Analytics events are tied only to your trainer account identifier, and we do not send your clients' personal information or your note contents to these providers.

Neither PostHog nor Sentry, as we use them, tracks you across other companies' apps or websites for advertising, and we do not use advertising identifiers (such as Apple's IDFA). Because of this, we do not present Apple's App Tracking Transparency prompt.

13. Changes to this policy

We may update this policy from time to time. If we make material changes, we will provide notice (for example, in the app or by email) and update the effective date above.

14. Contact us

Questions about this policy or your information: support@pilatesnote.com