Privacy Policy

What we collect, and where it comes from

Almost everything we hold, you gave us — through a form on the site, the free assessment, your client hub profile, a booking, a payment or a message to your coach. The categories are:

• Contact and account details: name, email address, phone number, home address (sessions happen there), date of birth from the assessment (to apply our age rules), a password we store only as a hash, and, if you sign in with Google or Facebook, the name, email and account identifier that provider shares with us.
• Sign-in security settings: whether two-step sign-in is on, and either the phone number or email address codes go to, or the shared secret for an authenticator app. A phone number given only for codes is used only for codes.
• Health and readiness answers: medical clearance, conditions you tell us about, current pain or injury, where it is and what it limits, training history, and goals. These are consumer health data and are covered by the separate policy linked at the end of this page.
• Preferences: space and equipment, schedule, nutrition and habits, stretch preferences including consent for hands-on assisted stretch, contact and publishing preferences.
• Bookings and sessions: dates, times, attendance, reschedules and cancellations, packages and sessions remaining, notes your coach keeps to run your plan, and messages between you and your coach.
• Payments: handled by Stripe. We receive confirmation that a payment or subscription succeeded, invoice records and the card brand and last four digits Stripe shows us. We never see or store your full card number.
• Photos: a profile photo if you add one. It is stored in our storage provider under your account, and the file's embedded metadata (camera, location) is removed on upload.
• Referrals and rewards: your referral code, who used it, and your reward balance.
• Requests and submissions: quick-interest and referral forms, testimonials, goal-calculator plans built with a coach, data export requests and account closure requests.
• Technical information: after you accept optional measurement, the public pages you visit, referral source, broad device and browser category, approximate city or region, page engagement, and performance measurements. We use our own analytics and Google Analytics to understand and improve the public site, Meta Pixel to measure advertising performance and build audiences for Sound Fitness campaigns, and Microsoft Clarity for fully masked interaction patterns on the homepage and pricing page only. Forms, assessments, bookings, injury information, and private client and staff portals are excluded, and we do not send health, assessment, account, booking, or payment information to these tools.

How we use it

We use personal information to:

• Respond to you and set up the free assessment.
• Plan and deliver sessions safely at your home, including travel planning across the service area.
• Keep your hub account working: signing you in, sending sign-in codes, remembering your preferences.
• Take payments, manage packages and subscriptions, and send receipts and invoices.
• Send the emails and texts described below.
• Credit referral rewards and let a referring partner see that a referral became a client.
• Publish a testimonial or photo only after you have asked us to.
• Protect the site and our clients from abuse, and meet legal and tax obligations.

Emails and texts

We email you about your account, bookings, payments and anything you ask us for. Texts are limited: sign-in codes go to the number you chose for two-step sign-in, and if you text our number (for example "START") we reply in the same conversation. Message and data rates may apply. Reply STOP to any text to stop receiving texts, or turn off text codes in the hub's security settings. Your mobile number and text consent are never shared with or sold to third parties for their marketing.

Who we share it with

We do not sell personal information and never have. We share it only in these ways:

• Service providers that run the site for us and may process data only on our instructions: Vercel (hosting), Supabase (database and file storage), Stripe (payments), Resend (email), Twilio (text messages), Google Analytics (optional public-site measurement), Meta Pixel (optional advertising measurement), Nextdoor Pixel (optional advertising measurement on the homepage, pricing and services pages; no automatic form-field collection), TikTok Pixel (optional homepage and pricing-page advertising measurement), Microsoft Clarity (optional masked homepage and pricing-page interaction measurement), and Mapbox, the U.S. Census Bureau geocoder or OpenStreetMap's Nominatim to turn a home address into map coordinates for planning.
• Sign-in providers: if you choose to sign in with Google or Facebook, that provider learns you signed in to Sound Fitness. Their own policies govern what they do with that.
• Referring partners: an apartment community, physician's office, employer or athletic organization that referred you can see only your name, the number of sessions you have completed, the date of your last session and the date you joined. They cannot see your health answers, bookings, payments, messages or anything else, and the code that serves them is written so they cannot.
• Your coach and our staff, who need it to work with you.
• Where the law requires it, to protect someone's safety, or as part of a sale or reorganization of the business, in which case this policy continues to apply.

Cookies and local storage

The client hub sets a session cookie so you stay signed in; it is essential and cannot be switched off while you use the hub. If you choose Accept all, our analytics use a random identifier held for one browser-tab visit, Google Analytics may set first-party measurement cookies, Meta Pixel may set measurement cookies on public pages, Nextdoor Pixel may measure visits and generic completion events on the homepage, pricing and services pages without form-field collection, TikTok Pixel may measure visits on the homepage and pricing page only, and Microsoft Clarity may record fully masked interaction patterns on those same two pages. Google Analytics is configured without advertising signals or ad personalization. Meta Pixel, Nextdoor Pixel and TikTok Pixel are used for Sound Fitness advertising measurement and audience building. Forms, assessments, bookings, injury information, admin, client-hub and app pages are excluded from TikTok Pixel and Clarity, and no health, assessment, account, booking, or payment details are sent to either. Choosing Essential only leaves Google Analytics, Meta Pixel, TikTok Pixel, and Clarity off. The site may also keep small preferences (such as a dismissed notice or a chosen tab) in local storage.

How long we keep it

We keep your information while your account is open and for as long as we need it to provide services you have paid for. When you request account closure from the hub, we delete your profile, health answers, preferences, messages and photo within 30 days, and remove you from any partner's referral summary. We keep what the law requires us to keep — payment and invoice records, signed agreements and waivers — for the period tax and business-record rules require, and then delete it. Form submissions from people who never became clients are deleted within 24 months.

Your choices and rights

You can do most of this yourself in the client hub; the rest is one email away. Whatever state you live in, we honour these for everyone:

• Access and export: use Export data in the hub, or email us, and we will send you a copy of what we hold.
• Correction: edit your profile and answers in the hub at any time.
• Deletion: use Delete account at the bottom of Settings, or email us. See the retention section for what we must keep.
• Withdraw consent: turn off progress photos or publishing in your privacy preferences, stop texts by replying STOP, or tell us to stop using health information you have shared (which may limit what we can safely coach).
• Appeal: if we decline a request, you may ask us to reconsider by replying to our decision; we will answer within 45 days and tell you why.
• We will never treat you differently for exercising a right.

Children

Our services are for adults. Someone under 18 may take the free assessment with a parent or guardian, and a parent or guardian must complete enrolment and sign the service agreement for them; we then treat the parent as the account holder. We do not knowingly collect information from a child under 13 without a parent, and if we learn we have, we delete it.

Security

Passwords are stored only as salted hashes. Two-step sign-in is available to every account. Data moves over encrypted connections and is stored with providers that encrypt it at rest. Access inside Sound Fitness is limited to the people who need it. Photos have their embedded metadata stripped on upload. No method is perfect, so if we learn of a breach affecting you, we will tell you and any regulator the law requires.

Health information has its own policy

Because medical clearance, conditions and pain are a more sensitive category, Washington's My Health My Data Act asks for a separate notice with its own consent and deletion rights. Ours is here.

Changes and contact

If we change this policy in a way that matters, we will update the date at the top and tell hub account holders by email before it takes effect. Questions and requests: Train@thesoundfitness.com, or write to Sound Fitness LLC, Seattle, Washington.