Privacy policy

Leenen Performance Pty Ltd (ACN 702 737 835, ABN 56 702 737 835) ("Leenen", "we", "us") is an Australian company based in Victoria. We provide the Leenen Performance coaching platform: the website at leenenperformance.com and its subdomains, the web app, and the Leenen Performance apps for iPhone and Android (together, the "Service").

This policy explains what personal information we collect, how we collect and use it, who can see it, where it is stored, how long we keep it, and the choices and rights you have. We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

It covers everyone who uses the Service: coaches, studio owners and the coaches in their studio, clients, Leenen admins, visitors to our website, and people who fill in a coach's enquiry form.

Coaches use Leenen to collect and manage information about their own clients. We handle that information to provide the Service to the coach. The coach is responsible for how they collect and use it in their coaching business.

This policy forms part of our Terms of service.

Account details. Your name, email address, phone number (optional), profile photo, timezone, language, units and role, and how you sign in (email link, Google or Microsoft, or Apple when available). Coaches also give us their business name, web address, country, currency and branding, and we store the status of their Stripe account.

Coaching content. Programs, workouts, exercises, recipes, meal plans, habits, check-in forms, library files, videos, challenges, calendar notes and the notes coaches keep about their clients.

Training and nutrition records. Workouts and sets, effort and mood ratings, personal records, endurance sessions (distance, pace and heart rate), meals (including meal photos), macro targets, habits, challenge results, achievements and recipe ratings.

Health information. See Health information and Menstrual cycle tracking.

Messages and community. Messages, group chats, community posts, comments, reactions and the files you attach.

Calls. See Voice and video calls.

Payments. The plan a coach is on, payment amounts and fees, discount codes and referrals, and the Stripe customer and account IDs that link you to Stripe. Card details are entered directly with Stripe. We never see or store full card numbers.

Connected accounts. If you connect Google, Microsoft, Apple Health or Health Connect, the information described in the sections for each service below.

Support and AI conversations. What you write to our support chat or to an AI feature, and the replies. See AI features.

Website visitors and enquiry forms. If you fill in a coach's enquiry form, we collect the details you enter (name, email, phone, goal and message), the page you came from, campaign tags, your IP address and your browser details. We use them to deliver your enquiry to the coach and to filter spam. We count views of coach pages with a one-way hashed visitor ID.

Collected automatically. Device type, operating system and app version; IP address; security and audit logs (what action was taken, when, and from which IP address and browser); crash and error reports; page performance metrics; push notification tokens; and product analytics (see Cookies, analytics and crash reports).

• From you, when you use the Service, fill in forms, log workouts or meals, or contact us.
• From your coach: for example your name and email when they invite you, and the programs, plans and notes they create for you.
• From Apple Health or Health Connect on your phone, only if you give permission.
• From services you connect, such as a Google or Microsoft calendar.
• From Stripe, Google or Microsoft when you pay or sign in with them, and from Apple when Sign in with Apple becomes available.
• Automatically, from your device and browser when you use the Service.

Some of what you share is health information, which is "sensitive information" under the Privacy Act. We only collect it with your consent, and only what is reasonably necessary for your coaching.

What we collect:

• Body details: weight, body fat, body measurements, height, date of birth and sex.
• Check-ins: energy, sleep and hunger scores, your notes, and progress photos and videos.
• Notes your coach records about you, such as injuries, medical notes and emergency contacts.
• Heart-rate details: training zones, and resting and maximum heart rate.
• From Apple Health (iPhone) or Health Connect (Android), only if you allow it: steps, active energy, total calories burned (Android only), resting heart rate, heart rate variability, body weight, body fat, sleep (including sleep stages), workouts and distance.

Why. Leenen uses health information to provide fitness, wellness and coaching features: so you can track your progress, and so your coach can see it and adjust your coaching. Your coach (and, in a studio, the coaches assigned to you) can see the health information you log or sync.

Read only. We only read from Apple Health and Health Connect. We never write data to them.

Where it goes. Data you allow is synced to our servers in Australia so you and your coach can see it.

Health information is never used for advertising, marketing or data mining. It is never sold, never shared with data brokers, and never used to make decisions about credit, insurance or employment. It is never stored in iCloud and never used to train AI models.

Consent and how to withdraw it. You give consent through your phone's permission prompt and by choosing what to log or submit. You can withdraw it at any time: on iPhone in Settings → Health → Data Access & Devices, and on Android in Settings → Health Connect (or the Health Connect app). You can also stop logging in the app. Data already synced stays in your account until you delete it or delete your account.

Your coach may use an AI feature to summarise a check-in. See AI features.

Cycle tracking is optional. If you use it, we store your period dates, flow, symptoms and notes.

Your coach can't see your cycle data unless you turn on "Share with coach". Sharing is off by default.

You can turn sharing off, turn tracking off or delete entries at any time in the app.

• We use your camera and microphone only during a call, or when you choose to take a photo or record a video.
• Call audio and video travel directly between devices, or through an encrypted relay server when a direct connection isn't possible. We don't record calls.
• We keep call details: who took part, when, for how long, the call type, and whether a relay server was used.
• The technical messages used to connect a call are deleted within about an hour.
• Setting up a connection uses a Google STUN server, which sees your IP address.

• To provide the Service: creating and securing accounts; delivering programs, messages, calls and notifications; showing coaches their clients' progress; processing payments; running calendar features; and sending the emails and push notifications the Service needs.
• To keep the Service safe: preventing fraud and abuse, keeping security and audit logs, and fixing errors.
• To improve the Service, using aggregated or de-identified information.
• To answer support requests.
• To meet legal obligations, such as keeping tax records.

We don't sell personal information. We don't use it for targeted advertising, we don't share it with data brokers, and we don't use it to train AI models.

Automated decisions. We don't make decisions that significantly affect you solely by automated means. AI outputs are suggestions for you or your coach to review.

Some features use AI to draft text or answer questions. They are optional. This is what each one sends:

AI requests go through our AI gateway in Australia to Anthropic (the maker of Claude) in the United States, which generates the response. We also log technical details of each request (the feature, model, size and timing) without the content.

Information sent to AI features is not used to train AI models.

AI features are optional, and the table above shows what each one sends when you use it.

AI outputs can be wrong or incomplete. They are not medical advice.

Google and Microsoft account data, including calendar data, is never sent to AI features.

• Your coach and, in a studio, the coaches assigned to you, see what you log and share in their business. Coaches can't see other coaches' data: row-level security in our database keeps each business separate.
• Other members of your coach's community or group chats see what you post there.
• Leenen staff, only when needed: to help with a support request (with your permission), for security, or when the law requires it.
• Service providers that help us run the Service (see Service providers).
• Authorities, when the law requires it, or to protect the safety, rights or property of our users or the public.
• A buyer of our business, if we sell or merge it. This policy keeps applying to your information. Google user data is only transferred with your explicit consent.

We never sell or rent personal information, and we never share it with advertisers or data brokers.

We use these providers to run the Service. Each may use personal information only to provide its service to us, and we require them to protect it to a standard comparable to this policy.

Leenen Performance offers two optional Google features: "Continue with Google" sign-in (on the web and in the app), and Google Calendar sync for coaches. Google user data is only accessed after you explicitly grant permission on Google's consent screen.

Data we access and why. Sign-in uses the openid, email (userinfo.email) and profile (userinfo.profile) scopes. Google shares your account email address, whether it is verified, your name and your basic public profile. We use these only to create your Leenen account and sign you in. We store only your email address and name; the sign-in tokens are used once to complete sign-in and are not kept.

Google Calendar sync uses the calendar.events scope. When a coach connects Google Calendar, Leenen periodically syncs the coach's published client sessions scheduled from today through the next 30 days to the coach's primary Google Calendar. It creates and updates all-day events marked "free" (so they don't block your availability), and removes the events it synced when a session is skipped, unpublished or deleted, or falls outside that 30-day window (including after its scheduled date). Each event contains the session name, client name, program name, estimated duration, status and an internal Leenen session identifier. We only create, change or delete events that Leenen itself created. We do not read, copy or store your other calendar events, attendees or calendar settings.

How we store it. For Google Calendar sync, we store the connected Google account email and the OAuth access and refresh tokens Google issues to us. Tokens are encrypted with AES-256-GCM before they are saved in our database in Australia, are only decrypted on our servers when needed to run sync, and are never exposed to your browser or to other users. For synced sessions we store the Google event ID so we can update or remove the right event.

How we share it. We do not sell Google user data and we do not share it with third parties, except: (a) with our infrastructure providers (database hosting and web hosting) strictly to run the Service, under confidentiality and data-processing obligations; (b) if Google sign-in fails, our error-monitoring provider (Sentry) may receive your Google account email address and diagnostic information so we can investigate and fix the failure; (c) where you direct us to; or (d) where required by law. Google user data will only be transferred as part of a merger, acquisition or sale of assets after we obtain your explicit prior consent. Google user data is never used for advertising and never shared with data brokers or advertising platforms.

Google user data is never sent to our AI features and never used to develop, improve or train AI or machine-learning models.

Human access. Our staff do not read Google user data, except when you give us explicit permission (for example to investigate a support request), when it is necessary for security purposes such as investigating abuse, or when required by law.

Limited Use. Leenen Performance's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.

Retention and deletion. We keep Google tokens only while your calendar is connected. When you click Disconnect under Settings → Integrations in your coach portal (calendars are connected by coaches), we immediately delete the stored tokens and connected-account email from our live database and ask Google to revoke Leenen's authorisation. If that request fails, or at any other time, you can remove Leenen's access directly from your Google Account at https://myaccount.google.com/permissions. Backup copies age out as described in How long we keep information. If you delete your Leenen account, all Google user data we hold is deleted within 30 days. Events already created on your calendar are your data and stay on your calendar unless you delete them.

Leenen Performance offers "Continue with Microsoft" sign-in and Outlook / Microsoft 365 calendar sync for coaches. Microsoft user data is only accessed after you grant permission on Microsoft's consent screen.

Sign-in uses the openid, email, profile and offline_access permissions. We use your Microsoft account email address and name only to create your Leenen account and sign you in.

Calendar sync uses the Calendars.ReadWrite permission. As with Google, Leenen periodically syncs the coach's published client sessions scheduled from today through the next 30 days to the coach's primary calendar as all-day events marked "free", and removes the events it synced when a session is skipped, unpublished or deleted, or falls outside that window. Events contain the same session details listed under Google user data. We only create, change or delete events Leenen created, and we do not read or store your other calendar events.

Tokens are encrypted with AES-256-GCM, stored in our database in Australia, only used on our servers, and are never sold, used for advertising, sent to AI features or used to train AI models. When you click Disconnect, we immediately delete the stored tokens from our live database (backup copies age out as described in How long we keep information). Microsoft user data we hold is deleted when you close your Leenen account. If Microsoft sign-in fails, our error-monitoring provider (Sentry) may receive your account email address and diagnostic information.

Microsoft does not offer a single-app token revoke, so to remove Leenen's permission from your Microsoft account entirely, visit https://myapps.microsoft.com (work or school accounts) or https://account.live.com/consent/Manage (personal accounts).

Apple Health. See Health information.

Push notifications. On iPhone, notifications are delivered through Apple Push Notification service (APNs), which receives a device token and the notification content.

Sign in with Apple (when available). If you choose it, Apple gives us a stable Apple user ID, your email address or an Apple private relay address, and your name the first time you sign in. Emails to a relay address go through Apple. We revoke the authorisation when you delete your account.

Strava and Garmin connections are not available yet. When they are, and only if you connect them, we'll receive activities, distance, heart rate and similar workout data, and store the access tokens encrypted. You'll be able to disconnect at any time.

Our main database and file storage run on our own server in Australia, and the web app runs in Sydney.

Some providers process personal information overseas, mainly in the United States and the European Union (Germany). Providers with global networks (for example Vercel, Stripe, Google and Apple) may also process it in other countries. Each provider and its location is listed in Service providers.

This includes some health information. For example, AI features send the details listed in AI features to Anthropic in the United States, and videos you upload are stored with Mux in the United States.

Before we disclose personal information overseas, we take reasonable steps, such as contracts and data-processing terms, so that providers handle it consistently with the Australian Privacy Principles.

When we no longer need personal information, we delete or de-identify it.

Clients can delete their account themselves: in the app (Settings → Account → Delete account) or on the web at leenenperformance.com/account/delete. Any active subscription is cancelled first. Deletion is immediate and permanent.

When you delete your account, we delete your profile, messages, logs, check-ins, photos, videos, cycle data, AI conversations and connected accounts.

What we keep:

• Payment records, with the link to your profile removed, because tax law requires them.
• Your email address on our unsubscribe list, if you unsubscribed, so we don't email you again.
• Security and audit logs, for the period in How long we keep information.

Deleting your Leenen account doesn't delete events already created on your own calendar, or data held in Apple Health or Health Connect on your phone.

Coaches and studio owners: email support@leenenperformance.com to close your account. Before we close it, we'll help you move your clients to another coach in your business or let them know you're leaving, and you can ask for an export of your data. Closing a coach account cancels your plan and then deletes your business data.

Admins: email support@leenenperformance.com.

• Access. Ask for a copy of your personal information by emailing support@leenenperformance.com. We'll send it in a machine-readable format.
• Correction. Edit most details in the app, or ask us to correct anything you can't change yourself.
• Deletion. See Deleting your account.
• Withdraw consent. Turn off health permissions, cycle sharing or calendar connections, stop using AI features, or change your cookie choice, at any time.
• Notifications. Choose which notifications you get in the app's notification settings.

If you're a client, your coach's business also holds some of your information, and you can ask your coach too.

We reply to requests within 30 days. We may need to confirm your identity first.

Complaints. Email support@leenenperformance.com first and we'll respond within 30 days. If you're not satisfied, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au, 1300 363 992). If your complaint is about health information and you're in Victoria, you may also be able to contact the Health Complaints Commissioner (hcc.vic.gov.au).

If you live in the European Union, the United Kingdom or California, you may have extra rights under your local law. Contact us and we'll help.

• All traffic is encrypted in transit with TLS.
• OAuth tokens and other secrets are encrypted at the application level with AES-256-GCM.
• Row-level security in our database keeps each business's data separate.
• We take nightly automated backups.
• Staff access is restricted to people who need it.

No system is perfectly secure. If a data breach is likely to cause you serious harm, we'll notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

Please report security issues to security@leenenperformance.com.

• Website cookies. We use essential cookies to keep you signed in and secure. Your cookie choice is saved in your browser.
• Optional analytics. We use PostHog (United States) on the website only if you click "Accept all". It doesn't record clicks automatically and doesn't record your screen.
• Account events. Our servers also record a few account events, such as signing up, sending an invite or a payment, tied to your account ID, so we understand how features are used.
• Error reports. Sentry (European Union) receives error reports. On the website, a small share of sessions with an error may include a masked replay of the page around the error, with text hidden and images and media blocked.
• Performance. Vercel Speed Insights measures page speed without cookies.
• Apps. Our apps send crash and error reports (Sentry and Firebase Crashlytics) with your account ID. They don't use advertising IDs and don't track you across other companies' apps or websites.
• App diagnostic logs. The mobile app keeps a short diagnostic log on your phone (no passwords, messages or health data). It's uploaded to us only when you tap Send or our support team asks for it, we use it only to fix problems, and we delete uploaded logs after 30 days.

You must be at least 16 to use the Service. If you're under 18, you need a parent or guardian's consent, and your coach is responsible for getting it.

The Service isn't directed to children under 16. If we learn we've collected information from someone under 16, or without the consent they needed, we'll delete it. Contact us if you think this has happened.

• We send the service emails and push notifications you need to use the Service. You can manage notifications in the app's settings.
• We don't send Leenen marketing emails unless you opt in.
• Coaches can email their clients through Leenen. These emails record when they're opened and which links are clicked, and they always include an unsubscribe link.
• Coaches are responsible for having permission to send these emails, as the Spam Act 2003 requires.
• Push notification content passes through Google Firebase Cloud Messaging and Apple Push Notification service on its way to your device.

The effective date at the top of this page shows when this policy last changed.

For material changes we'll tell you in the app or by email before they take effect, and we may ask you to accept the updated policy in the app.

We won't use your information in a new way without telling you first. For Google user data, we'll ask for your consent first.

Leenen Performance Pty Ltd, Victoria, Australia.

Privacy requests and questions: support@leenenperformance.com.

Security reports: security@leenenperformance.com.