PRIMAL OS privacy notice
Last updated: [DATE]. This covers the PRIMAL OS web app, including My PRIMAL client sign in.
Who we are
PRIMAL Coaching ([COMPANY NAME AND ADDRESS]) is the data controller. Contact us about your data at lewis@primalcoaching.co.uk.
What we use and why
| Data | Why |
|---|---|
| Your email address | To find your client record and send you a one time sign in code. |
| Your first name, coach, and photo (if you have one in Trainerize) | So you can confirm it's your account. |
| Your calorie and macro targets | To personalise PRIMAL OS tools and answers. |
| Your recent weigh-ins, food totals and steps (last 14 days) | To show your week and tailor PRIMAL Brain answers. |
| Your logged workouts from Trainerize (last 8 weeks: exercises, sets, reps and weights), workout completion and personal bests worked out from them | To show your training progress and personal bests, and tailor PRIMAL Brain answers about your training. |
| Your date of birth (only if we ask for it at sign in) | As an extra check that it's really you. It is compared and never shown or stored by this website. |
| Your first name and email, if you use PRIMAL OS without signing in | To give you access. If you tick the box, also to email you PRIMAL tips, updates and progress, which you can unsubscribe from at any time. Kept in a private PRIMAL Google Sheet and a private copy on our website host (Netlify) that only PRIMAL can download. |
| What you enter and save in PRIMAL OS: meal plans, shopping lists, meals you analyse, ingredient lists, questions you ask the PRIMAL Brain, searches, and which tools you open | Saved to your PRIMAL profile (or, without signing in, against the first name and email you gave us) so your coach can see how you're using it and support you, and so your plans and lists come back if you clear your phone. |
| Health markers you choose to add (blood pressure, cholesterol, blood sugar, blood test results) | Kept on your phone. Only if you tick the box, also saved to your PRIMAL profile so your coach can see them. This is health data, so we only keep it on your profile with that explicit consent, and you can untick it at any time. |
| Team leaderboard: your first name, the first letter of your surname, your profile photo, your points and headline numbers (workouts done, nutrition score, average steps, weight lost) | Shown to other signed-in PRIMAL clients on the team leaderboard. You can hide yourself in one tap on the leaderboard page. |
| Dates and plans you mention to your coach in chats and check-ins (holidays, appointments, time off, events, changes to medication) | Noted against your profile so your coach can plan your training and nutrition around them. Only the PRIMAL coaching team sees these. |
| General questions you ask in chat, and our answers | Common questions may be added to the Help & Q&A section and the PRIMAL Brain so other clients get the answer too. Names and anything personal or medical are removed first, and a coach checks each one before it's shown. |
| Your dashboard history from Trainerize (weigh-ins and measurements, daily food totals, steps, logged workouts and calendar) | Past weeks are kept on Netlify so your dashboard loads quickly and doesn't need to ask Trainerize for the same history every time. Recent days are always read fresh. |
| Messages you send your coach from PRIMAL OS | Sent straight into your normal Trainerize chat. PRIMAL OS doesn't keep a copy. |
| Meals you analyse with the Meal Analyser | To give you a breakdown and to build PRIMAL's meal database. Covered by your coaching agreement. |
If you're not a client, our lawful basis for your name and email is our legitimate interest in knowing who uses PRIMAL OS, and for marketing emails it's your consent (the tick box). For clients, our lawful basis is the performance of your coaching contract with us. Health related information (like weight) is processed with your explicit consent, which you give when you tick the box at sign in. You can withdraw it at any time by signing out and telling your coach.
How it's kept safe
- No passwords. Only active PRIMAL clients can sign in. Your coach sends you a one time 6 digit code in your PRIMAL app that expires after 10 minutes.
- We note when you first sign in and when you last opened PRIMAL OS, so your coach can see who's using it and help anyone who's stuck getting in.
- Refer & Rewards: if you refer a friend, we keep the name and mobile or email you give us only to contact them about PRIMAL, and only if you've confirmed they're happy for us to. You earn 250 loyalty points when someone you refer joins, which is a free month at the end of your programme.
- Client wins: positive things you share with us (in chats and check-ins) may be saved for your coach to see. We'll always ask you before using anything you've said publicly, and we never use anything about your health.
- Weekly focus: the top actions your coach publishes for you each week are saved so they show at the top of your dashboard.
- Team stats: totals for the whole PRIMAL team (for example kilos lost, miles walked and protein eaten) are added up from every client's numbers, including past clients. Only the totals are shown, never anyone's name or individual numbers.
- Milestones: your coach can see milestones worked out from your own numbers (for example weight lost, inches off, steps walked, sessions done and strength PBs). These are kept for your coach only, and we'll always ask you before sharing any of them publicly.
- Suggestions you send us are read by Lewis. If you're signed in, we'll know they came from you.
- If you try to use PRIMAL OS as a guest, we check your email against our client list so existing clients can sign in instead.
- Your session is an encrypted cookie that only identifies you, can't be read by the page, and expires after 30 days.
- Your coaching data is fetched fresh from our coaching systems each time. What you save in PRIMAL OS is kept in private, access-controlled storage on our website host (Netlify), readable only by you and the PRIMAL coaching team.
- Everything is sent over HTTPS. We never show anyone else's data, and nobody can look you up by email.
Who processes it for us
ABC Trainerize (coaching app), Airtable (client records), Netlify (hosts this website and its secure functions), Google (sends sign in codes and stores the meal database). Some of these providers may process data outside the UK under approved safeguards such as the UK International Data Transfer Agreement or the UK Extension to the EU US Data Privacy Framework.
On your phone
PRIMAL OS saves a few things on your own device to make it work: your numbers, your shopping list, your meal plans and your preferences. A copy of your plans, lists and notes is also kept on your PRIMAL profile (see above). Use "Sign out and remove my data from this phone" in My PRIMAL to clear them from the phone.
Anonymous usage stats
To see which tools are most useful, PRIMAL OS counts things like which tools are opened, the general topic of PRIMAL Brain questions (not what you typed), and whether meal analyses worked. These counts are sent once per visit with your device type (phone, tablet or computer). They contain no name, email, IP address, cookie or anything that identifies you, and they can't be linked back to you.
How long we keep it
What you save in PRIMAL OS is kept while you're a PRIMAL client and for [RETENTION PERIOD] after, then deleted. Your coaching records are kept for the length of your coaching plus [RETENTION PERIOD], then deleted, as set out in your coaching agreement.
Your rights
You can ask to see, correct, delete or move your data, object to how we use it, or withdraw consent. Email lewis@primalcoaching.co.uk. If you're unhappy with how we handle your data you can complain to the Information Commissioner's Office at ico.org.uk.
PRIMAL OS gives general coaching guidance, not medical advice.