Privacy policy

Effective 18 October 2026 · Last updated 23 October 2026

Spotter helps personal trainers run their coaching. That means we hold details about coaches and their clients, including health data like body measurements and progress photos. We use it only to run Spotter, keep it walled off per coach, never sell it, and delete it on a clear schedule.

1. Who is responsible for your data

Spotter is run by Nexuf Tech LLC (30 N Gould St Ste R, Sheridan, WY 82801, United States). Who decides how your data is used depends on who you are:

Coaches and visitors: we are responsible (the "controller") for your account, your coach page, billing and the security records we keep.
Clients: your coach is responsible for the records they keep about you (profile, sessions, payments, measurements, photos, meals, plans and notes). We store and process that data on your coach's behalf as their "processor", under our data processing terms. Your login itself is ours. If you train with several coaches, each coach controls only their own records about you.
Training on your own (a personal training space without a coach, in the app or on the web): we are responsible for that data.

This policy covers the Spotter website (spotter.lk) and the Spotter mobile apps for iPhone and Android.

We follow Sri Lanka's Personal Data Protection Act No. 9 of 2022 (PDPA) and give everyone the GDPR-style rights described below, wherever they live.

2. What we collect

Account details (everyone with a login): name, email address, password (held by our sign-in provider Clerk, never by us), profile photo, and Google account basics if you sign in with Google.

Coach page (coaches): business name, page address, bio, tagline, location, specialties, photo, packages and prices, gallery photos and videos, reviews, before/after transformations, Instagram, links, contact email and WhatsApp number. These are public once you publish the page, except your WhatsApp number: it is hidden from the page's code and only revealed when a visitor taps to see it, with limits to stop scraping.

Client records (entered by the coach or the client): name, email, phone, gender, date of birth, height, goal, starting and target weight, photo, sessions and attendance, packages, payments the coach records, workout plans, meal plans and private coach notes.

Health data: body measurements (weight, body fat and 13 body measurements), progress photos, and meal photos with notes and coach reviews. This is sensitive data. It's visible only to the client and their coach and stored in a private storage area.

Your own training space (training without a coach): the plans, workout logs, measurements, meals and photos you add for yourself. Only you can see them.

Workout tracking: the sets, reps, weights, times and notes you or your coach log, and timers you use.

Join requests (visitors): name, email, phone, message and chosen package when you ask to train with a coach. It goes to that coach, including by email.

Billing (coaches on paid plans): plan, status, renewal dates and Stripe customer and subscription ids. Card details are entered on Stripe's pages and never reach our servers.

Spotter Plus (members who subscribe in the app): Apple or Google bills you. Through RevenueCat we receive the subscription's product, status, renewal and expiry dates, the store and its transaction ids. We never see your card or store account details.

Technical and security data: IP address (used for rate limits on public pages and kept about a day), in-app notifications, calendar feed links, error logs, and audit records of staff actions.

We don't use advertising or analytics trackers, and we don't collect government ID numbers or precise location.

3. Why we use it and our legal basis

Purpose	Data	Legal basis
Create and run your account and Spotter's features	Account, coach page, client records	Contract with you (or with your coach, for client records)
Store and show health data to you and your coach	Measurements, progress and meal photos	Your explicit consent, collected by your coach. You can withdraw it at any time
Show coach pages and Find a coach publicly	Published coach page content	Contract with the coach
Pass a join request to a coach	Join request details	Your request (consent) and our legitimate interest
Bill coaches, handle trials, renewals and failed payments	Billing data	Contract; legal obligations (tax and accounting records)
Keep Spotter secure, stop abuse and scraping	IP address, logs, audit records	Legitimate interest; legal obligations
Support, including view-only access to see what you see	What's on your screens	Legitimate interest in fixing problems you report
Service messages (join requests, security codes, billing)	Email address	Contract; legitimate interest

5. AI features

Spotter uses AI from Anthropic (the Claude models) for optional features on the coach Pro and Elite plans and with Spotter Plus (members training on their own get a small number of free plan imports). Each feature tells you before anything is sent:

Import a plan from a file: when a coach uploads photos or a PDF of a workout plan, we send the files to Anthropic to read the exercises. The coach checks the result before anything is saved. We delete the uploaded files as soon as they have been read (anything left behind is removed automatically within a day). Members training on their own can import their own plan the same way.
Make a plan for me (AI workout generator): we send the brief you fill in (goal, days per week, session length, equipment, level, and any injuries, limits or notes you type) plus the names of library exercises to choose from. You check the plan before it's saved. Only type health details you're happy to share for this.
Ask about your plan: when a client (or their coach) asks a question, we send the question, earlier messages in that chat, and the context needed to answer it: the client's first name and goal, their current workout plan with exercise instructions, and workouts logged in the last 2 weeks. We never send coach notes, payments, contact details, photos, measurements or other clients' data. Chats aren't saved by Spotter; we only count questions for monthly limits. Each client can use a share of their coach's monthly questions, so one person can't use them all.

Under Anthropic's commercial terms, data sent through its API is not used to train its models and is kept only for a short period for safety and abuse monitoring before deletion. AI answers can be wrong: they are general training guidance, not medical advice, and the coach's instructions come first.

6. Where your data is stored

Our servers, database and files are in the Amazon Web Services Singapore region (ap-southeast-1). Clerk, Stripe and Anthropic (AI features) process data in the United States and, for Stripe, the European Union. Our company is based in the United States. When data leaves Sri Lanka we rely on contracts with these providers that include data protection commitments and standard contractual clauses, as the PDPA allows.

7. How long we keep it

Coaching history (sessions, payments, measurements, meals, photos and similar records) stays visible for the window of the coach's plan: Free 6 months, Pro 2 years, Elite 5 years. Records older than that are hidden, then permanently deleted one year after they were hidden. If the coach upgrades within that year, hidden records come back.

Accounts: until you delete yours. You can do it yourself in the app or on the web, or ask us and we'll do it within 30 days. See delete your account for what is deleted and what a coach keeps.
Records a client or coach deletes (a photo, a measurement): removed straight away from the app; backups roll over within about 30 days.
Your own training space: history stays visible for 6 months on Free and for as long as you have Spotter Plus. Older records are hidden, then deleted one year later.
AI plan drafts (from imports and the generator): deleted after 90 days. Plans you saved from them stay.
Rate-limit records (IP addresses): about 1 day.
Invite links: expire after 14 days. We store only a scrambled (hashed) version.
Billing records: as long as tax and accounting law requires (Stripe keeps its own records).
Security and audit logs: up to 2 years.

8. How we protect it

Each coach's data is walled off at the database level (row-level security), so one coach can't reach another coach's data, and a client sees only their own records.
Client photos sit in a private storage area and are shown only through links that expire after an hour.
Data is encrypted in transit (HTTPS) and at rest.
Our support staff can only view an account, never change it, after a one-time code sent to their own email. Each session lasts up to an hour and is recorded in an audit log.
Public endpoints are rate limited to stop scraping and abuse.

9. Your rights

You can ask to access, correct, delete or export your data, to object to or restrict how we use it, and to withdraw consent (for example for health data) at any time.

What you can do yourself today:

Clients see all their records in the client portal and edit their profile there.
Coaches see and edit everything in their workspace, and can delete records.
Everyone can change their name, email and password in account settings.

You can delete your account yourself: Profile in the app or client portal, or Account in a coach workspace. It deletes your login, profile and your own training space. Records a coach keeps about you as their client stay with that coach, unlinked from your login; ask the coach to delete them. Details are on delete your account.

For anything else, including a full export, email dev@nexuf.io. We reply within 30 days and may need to confirm it's you.

Clients: requests about records your coach keeps are best sent to your coach first; we'll help them respond, and you can always contact us too.

If you're unhappy with our answer you can complain to the Data Protection Authority of Sri Lanka, or the data protection authority where you live.

10. Children

Spotter isn't meant for children under 16 to use on their own. A coach may keep records for a client under 18 only with a parent or guardian's consent, which the coach must get and keep; a parent or guardian may use the client portal for a younger client. If you think a child has given us data without that consent, email dev@nexuf.io and we'll delete it.