Privacy policy

Last updated 28 July 2026 · Spotter beta

Two different relationships

Spotter holds two kinds of personal data and our role is different for each.

Your trainer account — your email, name, business details, public profile. For this we are the data controller: you gave it to us directly.

Your clients' data — the names, contact details, session history, measurements and photos a trainer enters. For this the trainer is the controller and Spotter is only the processor: we store and serve it on the trainer's instructions and don't use it for our own purposes. The terms of that arrangement are in our Data Processing Agreement, which every trainer accepts when they start using Spotter with real client data.

What we store

Trainer accounts: email, name, business name, phone, public profile content, and any photos you upload. Client records created by trainers: contact details, session and booking history, workout logs, payment records, body measurements, and progress photos. We also log technical errors (see below).

Health data

Body measurements, health notes and progress photos are special category dataunder UK/EU data protection law and need a stronger legal basis than ordinary contact details. The basis is the client's explicit consent, which the trainer is responsible for obtaining and confirms in the app before adding it. Photos live in private storage and are served only through short-lived signed links — never a public URL. They never appear on a client's share page unless the trainer switches that on for that client.

Our legal bases

For your trainer account: contract— we can't provide the service without it. For error logs and keeping the service secure: legitimate interests. For client data we act on the trainer's instructions, and the lawful basis is theirs to establish — normally contract for the coaching relationship and explicit consent for health data.

Who else processes data

We use these sub-processors. Each is bound by its own data protection terms, and we tell trainers before adding a new one.

We don't sell personal data, and we don't use advertising trackers or third-party analytics.

Error logs

When something breaks we record the error, the page it happened on, and the account it happened to, so we can fix it. Error messages can incidentally quote data that was on screen. These logs are readable only by us, never by the browser, and are kept for 90 days.

Who can see what

A trainer only ever sees their own clients. That's enforced at the database level with row-level security, not just hidden in the app's screens. Spotter staff access data only where needed to operate or support the service.

How long we keep it

Account and client data for as long as the account is active. Delete a client and their records and photos are removed permanently, not hidden. Delete your account and everything under it goes with it. Error logs are kept 90 days. Backups may retain deleted data for a short period before they roll over.

Your rights

You can ask for a copy of your data, correction, deletion, restriction of processing, or to object to it — and where processing rests on consent, to withdraw that consent at any time. Trainers can export everything as JSON and delete their account from Settings without asking us.

If you are a client of a trainer, your request goes to that trainer, since they control your data. Contact us and we will pass it on and help them action it.

You can also complain to the UK Information Commissioner's Office at ico.org.uk.

Data breaches

If personal data is exposed, we notify affected trainers without undue delay and within 72 hours of becoming aware, so that they can meet their own obligations to their clients.

Cookies

Only what keeps you signed in — one cookie for trainers, a separate one for clients viewing their own progress. No advertising cookies, so no consent banner.

Contact

Data questions and requests: privacy@heyspotter.co.