Privacy Policy

Last updated: 6 October 2026

Who we are

Trainzilla is run by TrainZilla India Pvt. Ltd., Pune, Maharashtra, India ("Trainzilla", "we", "us"). This policy explains what personal data we collect when you use our website, the coach and gym dashboard, the Trainzilla Coach apps and the Trainzilla client app, why we use it, where it is stored, who we share it with, and the rights you have.

It applies to coaches, gym owners and staff, their clients and members, and visitors to our website. It is written to meet India's Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000, and, for people in the European Economic Area (EEA), the UK and Switzerland, the GDPR and UK GDPR.

Our role: controller or processor

Your own account. For your own account, billing and use of Trainzilla, we decide how your data is used, so we are the controller.
Data a coach or gym keeps about their clients. When a coach or gym uses Trainzilla to manage their clients or members (plans, check-ins, progress, payments, notes), the coach or gym decides what to collect and why. They are the controller and we process that data on their behalf as their processor. If you are a client, the coach or gym you train with is your first point of contact for that data, and we will help them answer your request.
Coaches and gyms who need a Data Processing Agreement (including EU/UK Standard Contractual Clauses) can request one at privacy@trainzilla.in.

Information we collect

Account and profile

Name, email address, phone number, country, profile photo and the details you add to your public coach or gym profile
For coaches and gyms: professional details, business details such as GST number, and payout details (bank account, IBAN/SWIFT, PayPal or Wise) so we can pay out your client payments

Coaching and health data

Workout and nutrition plans, check-in answers, habits, progress photos, body measurements, weight and body-composition readings, and notes
Health information you or your coach choose to record, such as injuries, medical conditions or dietary needs
If you connect Apple Health (HealthKit) or Health Connect, the readings you allow, for example weight and body composition from a smart scale
Messages and community posts, including photos and videos you upload

Gym face check-in (biometric data)

Where a gym uses our kiosk face check-in, a member who chooses to enrol gives explicit consent on screen. We then store a numerical face template (not a photo) so the kiosk can recognise them at check-in. Members can use a QR code instead, and can ask the gym or us to delete their face template at any time.

Payments

Payments are handled by Razorpay, or by Apple and Google for in-app purchases. We receive the amount, currency, status and a payment reference. We do not receive or store full card numbers.

Usage and device data

Device type, operating system, app version, IP address, approximate country (used to show prices in the right currency), and how you use our features
Crash reports from our apps
Cookies and similar technologies on our websites (see below)

How we use your information, and our legal basis

To provide the service you or your coach signed up for: accounts, plans, check-ins, messaging, community, payments, invoices and payouts. (Contract)
To draft plans and answers with AI. When a coach or client uses an AI feature, the relevant plan, check-in and profile data is sent to an AI model provider to generate a draft. When a coach uses AI drafting, the coach reviews the draft before the client sees it. If you subscribe to the AI Coach (no human coach), plans are generated by AI and you can change or stop them at any time. We use these providers' business API services, under terms that do not allow them to train their models on this data. (Contract; for health data, explicit consent)
To process health data you choose to record or sync. (Explicit consent, which you can withdraw at any time by deleting the data or disconnecting the source)
To keep Trainzilla secure and prevent fraud and abuse. (Legitimate interests)
To improve the product using usage and crash data. (Legitimate interests; analytics cookies only with consent where the law requires it)
To send service emails and notifications such as receipts, renewal reminders and security alerts, and, if you agree, product updates. You can opt out of marketing at any time. (Contract; consent for marketing)
To meet legal obligations such as tax and accounting records. (Legal obligation)

We do not sell your personal data, and we do not use your clients' data to market to them.

Where your data is stored

Our main database is hosted by MongoDB Atlas in Mumbai, India.
Our application servers are in Chennai, India.
Uploaded files (photos, videos, documents) are stored on Amazon Web Services in Sydney, Australia.
Some service providers listed below process data in other countries, including the United States.

Who we share data with

We share personal data only with the service providers we need to run Trainzilla, under contracts that limit their use of it:

MongoDB Atlas: Database hosting (India)
Amazon Web Services: File storage (Australia)
Our server hosting provider: Application servers (India)
Razorpay: Payments, subscriptions, payouts (India)
Apple, Google: In-app purchases, app distribution, push notifications (Firebase), crash reports (Firebase Crashlytics) (United States / global)
Google (Gemini), OpenAI, Anthropic: AI drafting of plans and answers (United States)
Google (Gmail) or Amazon SES: Sending emails (Global)
Google Analytics, Meta Pixel: Website analytics and ad measurement (with consent where required) (United States / global)
Netlify, Cloudflare: Website hosting, content delivery and security (Global)
ipapi.co: Approximate country from your IP address, to show the right language and currency (Global)

We also share data:

With your coach or gym (if you are a client), and with you (if you are their coach), as the service is designed to do
When the law requires it, for example a valid court order
In a business transfer, such as a merger or acquisition, under the same protections as this policy

International transfers

Trainzilla is based in India, and your data may be processed in India, Australia, the United States and other countries where our providers operate. For personal data from the EEA, UK or Switzerland, we rely on the European Commission's Standard Contractual Clauses (and the UK Addendum) or another lawful transfer mechanism. You can ask us for a copy of the relevant safeguards at privacy@trainzilla.in.

How long we keep data

We keep your account data while your account is active.
When you delete your account, or ask us to, we delete or anonymise your personal data within 30 days. The exception is records we must keep by law, such as invoices and payment records, which we keep for up to 8 years for tax purposes.
A coach or gym's client data is kept as long as they keep their account, or until they delete it.
Face templates are deleted when a member withdraws consent, leaves the gym, or the gym turns off face check-in.

Security

We protect your data with encryption in transit (HTTPS), access controls that limit our team to the data they need, and secure sign-in. No system is perfectly secure. If a breach affects your personal data, we will notify you and the relevant authorities as the law requires.

Your rights

Depending on where you live, you can:

Access the personal data we hold about you and get a copy in a portable format
Correct inaccurate data
Delete your data
Withdraw consent at any time, without affecting earlier processing
Object to, or ask us to restrict, certain processing, including processing based on legitimate interests
Nominate someone to exercise your rights if you die or become incapacitated (India)
Complain to a data protection authority, such as the Data Protection Board of India, your local EU authority or the UK Information Commissioner's Office

To use these rights, email privacy@trainzilla.in. We will reply within 30 days. If you are a client of a coach or gym, we may pass your request to them, as they control that data.

Cookies

Our websites use:

Essential cookies for sign-in, security and remembering your settings
Analytics and advertising cookies (Google Analytics, Meta Pixel) to understand visits and measure ads. Where the law requires consent (for example in the EEA and UK), we only set these with your consent.

You can also block cookies in your browser settings.

Children

Trainzilla accounts are for people aged 18 or over. A coach or gym may train younger clients only with a parent or guardian's consent, and is responsible for obtaining it. If you believe a child has given us personal data without that consent, contact us and we will delete it.

Changes to this policy

If we make material changes, we will tell you by email or in the app before they take effect, and update the date above.

Contact us

TrainZilla India Pvt. Ltd.
Privacy Officer (Grievance Officer)
Pune, Maharashtra 411001, India
Email: support@trainzilla.in
Phone / WhatsApp: +91 84596 91471

This policy is governed by Indian law. If you live in the EEA or UK, you also keep the protections of your local data protection law.