Privacy policy

Who we are

Ghost Fitness Academy ("GHOST", "we", "us") runs this website and the FIT app. If you have any question about your data, email ghostfitnessacademy@gmail.com — a real person reads and replies to every message.

What we collect

Account details you give us directly: name, email, username, and for coaches, your business pricing and tier. If you use the FIT app, you may also log food, weight, workouts, steps, and other fitness data — some of which (like weight and health metrics) counts as special category data under UK GDPR, which is why we only collect it when you actively choose to log it, never by default.

If you connect Apple Health, Health Connect, Garmin, Polar or Withings, we receive the specific activity data those platforms send us (steps, workouts, heart rate) — nothing beyond what you've explicitly authorised through their own permission screens.

If you message your coach or us, we keep that conversation so it stays visible on both sides.

Website chat. You don't need an account to use the "Chat with us" box on this site. When you start a chat we ask for your name and email and store them with the messages you send, so we can recognise the conversation, reply in the box, and follow up by email if you've left before we get to it. These chats reach the GHOST team; a coach can only see a chat if it relates to them. We don't use anything from a chat for marketing.

Website visit statistics. When you browse this website we count page views so we can see how many people use it and which pages help. For each page view we record the page address, the time, the type of device (desktop, mobile or tablet), and the website you came from if any. Our visit records do not contain your IP address, and no tracking cookie is set for this. To count unique visitors we turn your IP address and browser details into a one-way scrambled code that changes every day, so we can't recognise you from one day to the next or work out who you are. Visits from search-engine robots and from our own admin area are ignored. These records are deleted automatically after 120 days.

Video calls. If you take a video call with your coach in the FIT app or on this website, the picture and sound travel directly between your device and theirs and are not recorded or stored by us. Our servers only pass the set-up messages that let the two devices find each other. To connect, your device contacts a network-address (STUN) service, currently run by Google, and on some networks a relay service, which can see your network address for the length of the call but not the call itself.

Community: friends, groups, leaderboards and chat

The FIT app has optional social features. If you use them, we process the following so they can work:

• Who can use it. Community features (friends, leaderboards, groups, chat) are for members aged 18 and over. You confirm this, and give your explicit consent to your activity stats being shared as described below, the first time you open Community. Your health-related activity data (such as steps, workouts and sleep-based points) is only shown to people you choose or groups and boards you opt into, and you can withdraw your consent at any time from Community → privacy settings, which removes you from groups and boards and deletes your community data.
• Friends. When you add someone with a friend code, each of you can see the other's first name, last initial, streak, and weekly steps, workouts and active days. You can remove a friend, or block someone, at any time.
• Leaderboards. Friend, coach-team and group boards show first name and last initial. The global board is opt-in and shows only a handle you choose, never your name. We calculate rankings and "FIT Points" from your activity (steps, workouts, food logged, protein, distance, sleep and water). You can leave any board from the privacy settings in Community.
• Groups. A group has a name, optional description and photo, a group code, its members, shared goals, scheduled events and a group chat. Messages and photos you post in a group are visible to the other members of that group. Group admins can remove members; anyone can leave.
• Activity feed and cheers. If you leave "Share my activity" on, friends can see that you finished a workout, ran, or reached a streak milestone, and can send you a cheer (we notify you). You can switch this off.
• Notifications. We may notify you about group messages, invites, events, goals, cheers and when a friend passes you on the weekly leaderboard. You can mute any group and switch off overtake alerts.

Reports, blocking and safety. Anyone can report a message, group or member from inside the app, and block people. When you report something we keep a copy of the reported content, the reason, and who reported it so we can review it; this is only visible to our team. A message reported by several different members is hidden automatically until we review it. We may remove content, remove someone from a group, or pause a member's access to community features; when we do, we tell the member in the app (and by notification) and they can appeal from the Community screen. Blocked members can't see you on boards or in feeds, and you can't see them. See our community guidelines.

Feature requests. If you send us a feature request or bug report from the app, we store the message with your account so we can follow up and show you its status.

When you delete your account, your friends, group memberships, messages you posted, scheduled events' RSVPs, cheers, blocks, reports you made and feature requests are deleted with it; groups you owned pass to another member, or are deleted if you were the only member.

AI features and the data sent to a third-party AI provider

The FIT app has four optional features that work by sending some of your information to Anthropic, PBC — a company based in the United States that runs the "Claude" AI service — which processes it and sends back a result. These features are off by default. The first time you try to use one, the app shows you this same disclosure and asks you to agree; nothing is sent to Anthropic unless and until you do. You can turn the features back off at any time from Profile → AI features in the app, and can withdraw agreement the same way.

What each feature sends:

• AI Assistant (the in-app chat) — the messages you type, plus a summary of your own fitness data so the answers are relevant: your first name, your goal, your calorie and macro targets, your recently logged food, your recent weigh-ins and weight trend, your recent workouts and planned routine, and your recent sleep figures.
• Photo food scanning — the photo of food you take or choose.
• Voice food logging — the text of what you say (your device turns your speech into text on-device first; the audio itself is never sent to us or to Anthropic).
• AI insight summaries (the short "analysis" lines on Home, Progress, Sleep and the post-workout screen) — your first name, goal and targets, and the relevant recent figures for that screen (nutrition, weight, training or sleep).
• Meal-prep macro calculator — only the ingredient names you type (e.g. "chicken breast"), so the AI can pick the closest match from our food database. No identifying information is attached.

This data is sent over an encrypted connection and is used only to generate your result. Anthropic acts as our processor for these calls. Under Anthropic's commercial API terms, inputs and outputs from these calls are not used to train Anthropic's models, and Anthropic retains them only for a limited period for trust-and-safety purposes before deletion. Anthropic's own terms and privacy policy are at anthropic.com/legal/commercial-terms and anthropic.com/legal/privacy. Because Anthropic is in the United States, using these features involves an international transfer of your data (see "International transfers" below).

The features are entirely optional — if you never turn them on, none of your data is ever sent to Anthropic, and the rest of the app works exactly the same.

Why we process it, and on what basis

• Running your account and the service you've signed up for — necessary to perform our contract with you (e.g. showing your food diary, syncing your coach's plan).
• Sending you service emails (password resets, account notices) — necessary for the contract, or our legitimate interest in keeping your account secure.
• Answering enquiries and website chats — our legitimate interest in responding to people who get in touch, and taking steps at your request before any contract.
• Improving the app and fixing bugs — our legitimate interest, balanced against your privacy; we don't use your fitness data for anything beyond running the service.
• Counting website visits — our legitimate interest in understanding how the website is used. The statistics are anonymous and can't be traced back to you.

We never sell your data, and we don't use it for advertising.

Who we share it with

We use a small number of processors to actually run the service — each only receives what it needs to do its job:

• Resend — sends transactional emails (password resets, account notices) on our behalf.
• Open Food Facts — a public food database we query when you search for food; we send the search term, not your identity.
• Anthropic, PBC (United States) — runs the "Claude" AI service behind the FIT app's optional AI features (AI Assistant, photo food scanning, voice food logging, and the AI insight summaries). Only used if you turn those features on, and only receives the data described in "AI features" above. Anthropic processes it to return your result and does not use it to train its models.
• Apple / Garmin — if you connect a wearable, activity data flows from their platform to ours under the permissions you grant them directly.
• Our hosting provider — stores the database and runs the servers this all lives on.

If you're a client linked to a coach, your coach can see the data relevant to coaching you (food log, weight, training, messages) — nothing outside their own client list.

How long we keep it

For as long as your account is active. If you delete your account, we delete your data immediately and permanently — see "Your rights" below for exactly how.

Anonymous website visit statistics are deleted after 120 days. We also keep a daily count of how many paying members we have and our monthly subscription total; these are totals with no personal information in them.

Enquiries and website chats are kept while we're dealing with them and for a reasonable period after in case you come back to us — email ghostfitnessacademy@gmail.com if you'd like a chat or enquiry deleted sooner.

Your rights

Under UK GDPR, you have the right to:

• Access what we hold on you, and take it with you (data portability) — use My profile → Download my data for an instant export as JSON, any time, no need to ask.
• Correct anything inaccurate — most of your profile is editable directly in the app or on My profile; email us for anything that isn't.
• Erasure — delete your account and every piece of data tied to it, permanently, from My profile → Delete my account. This is immediate and cannot be undone by us either, so it's genuinely final.
• Object to or restrict certain processing, and withdraw consent at any time where we rely on it.
• Complain to the ICO (ico.org.uk) if you think we've got something wrong — we'd genuinely rather you talked to us first, but it's your right either way.

Cookies

We use a small number of strictly essential cookies and nothing else — no tracking cookies, no advertising, and no third-party analytics. Our own anonymous visit counting (see "Website visit statistics" above) doesn't use cookies at all:

• A sign-in cookie that keeps you logged in.
• A chat cookie set only if you start a website chat, so the box can reconnect you to the same conversation for up to 30 days.

We also store one small value in your browser's local storage to remember that you've dismissed this cookie notice — it never leaves your device. There's nothing non-essential to opt out of.

Children

FIT and this website are for adults aged 18 and over. We don't knowingly create accounts for, or collect personal data from, anyone under 18. If you believe someone under 18 has an account, email us and we'll close it and delete the data.

International transfers

Some of our processors process data outside the UK/EEA, under their own standard contractual safeguards: Resend (email) and, if you choose to turn on the FIT app's AI features, Anthropic (United States), which then receives the data described in "AI features" above. We don't transfer your data anywhere ourselves beyond what's needed to run the service listed above.

Changes to this policy

If we make a material change, we'll update the date at the top of this page. Check back occasionally, or email us if you'd like to know when something changes.