Privacy Policy

Data Controller

Lukas Kitzberger Email: datenschutz@train-smarter.at

Data Categories Collected

We process the following categories of personal data:

• Master data: Name, email address, date of birth, gender, address (street and number, postal code, town, country — optional, purpose: invoicing by your coach), height, sport, role (Coach/Athlete)
• Access data: Email address, encrypted password
• Body & wellness (only after your explicit yes): your check-ins, for example weight, steps, illness, muscle soreness, menstruation and your daily note, including additional categories from you or a coach. We treat them as health data.
• Nutrition (only after your explicit yes): your check-ins on calories, carbohydrates, protein, fat and hunger. We treat these as health data too.
• Usage data: session data, timestamps and your IP address. For requests made without signing in, for example when you register, we use it to limit repeated attempts and delete it no later than two days after the last such request. In the audit log it is stored – like your browser's identifier – only as a hash that cannot be reversed without a secret key. For every sign-in, the sign-in service stores your IP address and your browser's identifier until you sign out or your account is deleted. Our hosting and database providers also process it when delivering each page (see “Data Processors”). Consents from earlier versions of the app also carry the IP address from which you gave them.
• Training data: Training plans, programs, sessions
• Athlete record: the master data kept about you in your record and the entries in it – notes, competitions, health and training plans – written by your coaches and, once you have your own access, by you as well. It also includes who is involved in your record: individual coaches, teams and you yourself. The author decides who may read an entry; entries meant for you and your own can be read under “My account”.
• Consents and sharing: your yes to the terms and this privacy policy, your yes to storing each type of data and, for each coach and each team, whether body & wellness, nutrition and your health entries are shared – each with time, version of this policy, history and whether you gave the permission or the app entered it (see “Who reads your health entries”).
• Open questions: invitations and requests from you and to you, including team requests to a record and the questions whether someone may read your health entries – sender, recipient, deadline, the answer and when it came, and whether an email about it was sent.
• Views by the admin: when the admin looked at your sharing in the app, for which reason, with which reference and whether you were a minor at the time.
• Lead of the record: who leads a record – a person or a team –, since when and how it came about (created, handed over, moved up or taken over during the changeover), plus the note when an athlete removed a coach from their record themselves. When someone leaves a record, we keep a note for 30 days of who left, how and when, and which entries they could read until then; nobody reads this note in the app.
• Notices: messages about a record or a team that concern you – for example who has newly joined, who is no longer involved, who has taken over the lead or that you were taken out of a team –, with time and whether you have seen them. When you leave a record, your notices about it disappear in the same step. Notices never contain details about health.

Legal Basis

The processing of your data is based on:

• Art. 6(1)(a) and Art. 9(2)(a) GDPR (Explicit consent) — for storing your check-ins on body & wellness and nutrition. The app asks for your yes at your first check-in of each type of data.
• Art. 6(1)(b) GDPR (Contract performance) — for master and training data, for the lead of the record and notices, and for invitations, requests and open questions including deadlines and emails
• Art. 9(2)(a) GDPR (Explicit consent) — for sharing body & wellness, nutrition or your health entries with a coach or a team. You give it per recipient and per type of data.
• Art. 6(1)(b) GDPR (Contract performance) and Art. 9(2)(a) GDPR — for your athlete record and the entries your coaches write about you, including those on health. The basis is the written coach-athlete agreement, signed by the legal guardians in the case of minors. If you have your own access, someone who newly joins your record only reads your health entries after your yes in the app (see “Who reads your health entries”). You withdraw the consent given in the agreement in writing towards your coach or at datenschutz@train-smarter.at.
• Art. 6(1)(c) in conjunction with Art. 7(1) GDPR (Legal obligation) — for keeping proof of your consents and sharing
• Art. 6(1)(c) GDPR (Legal obligation) when the admin looks at your sharing to handle your request or your deletion request; Art. 6(1)(f) GDPR (Legitimate interest in a secure, working service) when they do so because of an incident

Purpose of Processing

Your data is processed exclusively for providing the Train Smarter platform: training planning, athlete management, progress tracking, and communication between coach and athlete. This includes keeping proof of your consents and sharing, handling your requests and deletion requests, and fixing incidents.

Who is involved in your record

Your record is a shared folder: individual coaches, teams with all of their coaches and you yourself, once you have your own access, are involved. You can see who is involved under “Privacy & permissions”.

• Master data and entries: everyone involved sees your master data, edits it and writes entries – including every coach of a team in your record. The author decides who reads an entry; for your health entries, your permission applies as well.
• Lead of the record: the record is led by whoever created it, until they hand the lead over to someone else on the record. If the lead leaves without handing over, whoever has been involved longest takes over automatically; if that is a team, its team lead acts for it. If you have your own access, you always belong to the lead as well.
• Who joins: the lead brings in new coaches directly; you send them a request, and they are involved as soon as they accept. Another team only joins with the yes of its team lead; the lead places your record directly in a team they belong to. When someone new joins – including a new coach in a team on your record –, everyone on the record gets a notice under “Privacy & permissions”.
• Removing: only you and the lead remove coaches and take teams out; a team's own team lead can also take it out. A coach who is involved personally can leave the record themselves; someone involved only through a team leaves by leaving the team. If you removed a coach yourself, the lead cannot bring them back directly – only you can, with a request. They can still be involved again through a team they belong to; the notice names them, and you can take the team out.
• Leaving: whoever leaves a record or is removed from it – also together with their team – no longer sees it from that moment on. Everyone who stays on the record – including you, once you have your own access – gets a notice that they are no longer involved. What others were allowed to read on the record stays. Entries nobody can read any more afterwards are scheduled for deletion for 30 days and then deleted; if the person who left comes back during that time, they are back too.
• Scheduled for deletion: if nobody is left on the record after someone leaves – you count once you have your own access –, it is scheduled for deletion for 30 days; the same applies when its lead schedules a record without its own access for deletion. Anything scheduled for deletion is locked: nobody reads it; all that remains visible is that it is locked and when it will be deleted. Until then only whoever started the deletion can restore it – or you, if it is your record and you have your own access. After that it is deleted.
• Dissolving a team: if the team lead dissolves a team or its last coach leaves it, the team and every record that depends only on it are deleted for good right away, with no time to restore them; the dialog states the numbers beforehand. If you have your own access, your record never depends only on a team and stays. If a team disappears another way, for example because its last coach no longer has the coach role, these records are scheduled for deletion for 30 days; if that coach deletes their account, they stay locked until the end of the account's deletion period.

Who reads your health entries

Health entries are entries of the type “Health” in your record, for example a coach's note about an injury. Who can read them is first decided by their author. If you have your own access, the following also applies:

• New on the record: someone who newly joins your record only reads your health entries after your yes. The app asks you per coach and per team under “Privacy & permissions”, without an email; without an answer within 30 days, the answer is no. A yes for a team applies to all of its coaches, including those who join the team later.
• What coaches see: a coach sees whether your health entries are shared with them. While the deadline runs, they also see that you have been asked – but not whether you said no or have not answered yet.
• Entered by the app: whoever was already allowed to read your health entries keeps reading them. If you get your own access later, the app enters a permission for every coach and every team involved at that moment. With the changeover to this version of the privacy policy, it entered a permission for every team on your record, because its coaches were already allowed to read these entries before; for personal coaches who have not read them since, it asked you a question. You see each of these permissions under “Privacy & permissions” and can turn it off there.
• Turning off: if you turn a permission off, the coach or team stops seeing your health entries right away, without any notice of it. Nothing is deleted.
• Deleting: you delete health entries on your record that you can read – including a coach's – under “My account”. After a warning that states what will disappear, they are deleted for good right away, with no 30-day period, also for everyone who was allowed to read them. The daily backup still holds them for up to 30 days; for up to 12 months the audit log only notes that you deleted them, without their content.

If you do not have your own access, everyone on your record reads your health entries under the written agreement, including whoever joins later.

Who sees your check-ins

Apart from you, only the coaches and teams you share them with see your check-ins on body & wellness and nutrition. You manage this on the “Privacy & permissions” page in the app.

• Storing: Train Smarter only stores these values after your explicit yes. The app asks for it at your first check-in of each type of data. If you choose “Not now”, only that type of data stays locked, and the question comes back at your next check-in.
• Sharing: you share body & wellness and nutrition per coach and per team. Sharing with a team applies to all of its coaches, including those who join later and a coach you removed from your record personally, as long as they are in the team. A new coach and a new team always start as “off”.
• Turning off: if you turn sharing off, nothing is deleted – the coach or team just stops seeing your values right away. If a coaching relationship or your place in a team ends, the sharing for it ends too; a new coaching relationship or team place starts without any sharing.
• Stopping storage: with “Stop storing and delete data” you immediately delete, per type of data, all stored values and the categories you created for it yourself. This cannot be undone; only the daily backup keeps the values for up to 30 more days. Your sharing settings stay as they are, and a new check-in asks for your yes again.
• What coaches see: a coach sees whether you have shared body & wellness and nutrition with them or their team and, if so, your values. Either one of the two shows them on which days you checked in. They do not see what you share with other coaches. Values in a category a coach created especially for you are only seen by you and that coach.

Open questions, deadlines and emails

Invitations, requests and other questions waiting for your answer are listed under “Privacy & permissions”; the bell at the top of the app shows how many there are. A question can be seen by its sender, its recipient and – read only and recorded – the admin. An open team request to a record can also be seen by everyone on that record, including the typed-in address of the team lead it was sent to.

• Deadlines: invitations and requests for coaching or to join a team are valid for 7 days, team requests to a record and the questions about your health entries for 30 days. If a question gets no answer by the deadline, the answer is no: a nightly run closes it no later than 24 hours after the deadline, deletes an open invitation or request for coaching or to join a team along the way, and the audit log records “no answer: no”. A new invitation or request is possible right away.
• Emails: for invitations and requests for coaching or to join a team, you get the invitation email with the sender's name and, if they wrote one, their personal message. For a team request to a record, the team lead it was sent to gets the email “A question is waiting for you” with the sender's name, the deadline and a link to the app – without the athlete's name, and only if the address belongs to a confirmed coach account. The questions about your health entries come without an email; you only find them in the app.
• Reminder: we do not send email reminders about open questions. The bell at the top of the app shows how many are waiting for your answer.
• Content: emails about open questions never contain details about body & wellness, nutrition or health; only the personal message of an invitation is written by the sender. Every answer and every lapsed deadline is recorded in the audit log.

Views by the admin

The Train Smarter admin can look at a user's sharing in the app – read only and only with a reason: a request from the user, a deletion request or an incident. They see what is shared with whom, with date and status, plus consents and open questions – never any body & wellness or nutrition values and never the content of entries. They cannot change anything there.

Every such look in the app is recorded in the audit log with admin, reason, reference and time. It does not appear on your “Privacy & permissions” page, but every access request under Art. 15 GDPR lists it with date and purpose.

Storage Duration

Personal data is stored as long as your account is active. After a deletion request your account is suspended and a 30-day grace period applies, during which you can take the deletion back yourself. After that, your account and the content you created yourself are deleted, unless stated otherwise here, together with your consents, your sharing and its history, your questions and your notices. If you are an athlete, the entries you wrote yourself are deleted too. What is not deleted is your record, as long as a coach or a team is still involved: first and last name, date of birth, gender, address, height and sport, along with your coaches' entries about you, stay with them — that is their documentation under the written coach-athlete agreement. The link to your account is removed in the process. If no coach and no team is involved any more, the record is deleted in the same step. If you are a coach, you leave every record as soon as you request deletion, personally and through your teams; where you led a record, whoever has been involved longest takes over the lead. Teams in which you are the only coach, and records that depend only on you and these teams, stay locked until the period ends; nobody reads them. If you take the deletion back, you are involved again and get them back, but the lead only where nobody has taken over in the meantime; open invitations to athletes withdrawn by the request do not come back. For this we keep a record until the period ends of where you were involved at the time of the request. After the period these teams are dissolved and the records deleted; if another coach has accepted an invitation to such a team in the meantime, it stays, with its records. Your entries that only you were allowed to read are deleted; entries others were allowed to read stay, with your name. Your name also stays in your athletes' proof of sharing for as long as their accounts exist. You can delete your body & wellness or nutrition values at any time before that: “Stop storing and delete data” removes them right away. Audit log entries – including answers to questions, lapsed deadlines, every change in the lead of a record and every look the admin took at your sharing – are retained for 12 months; the daily backup keeps a full copy for another 30 days. Invitations and requests for coaching or to join a team are valid for 7 days; if they get no answer, they lapse and are deleted no later than 24 hours after the deadline. Team requests to a record and the questions about your health entries are valid for 30 days; after that they stay stored with their answer until the record, the account of their sender or recipient, or the coach or team they ask about is deleted.

Data Processors

We use the following data processors. A data processing agreement under Art. 28 GDPR is in place with Supabase, Vercel and webgo. Where a third-country transfer to the USA takes place (GitHub), this is explained at the respective data processor:

• Supabase Inc. — Database, authentication, storage (Region: eu-central-1, Frankfurt)
• Vercel Inc. — Hosting, Edge Functions (EU region fra1, Frankfurt)
• webgo GmbH — Email delivery and mailboxes for the train-smarter.at domain (registered office: Wendenstraße 8–12, 20097 Hamburg, Germany; data centre in Hamburg). Data processed: recipient address, sender name and the full message content of every email we send, plus every message received at a train-smarter.at address. Processing is contractually restricted to the EU/EEA. Privacy policy: https://www.webgo.de/datenschutz/
• GitHub, Inc. — daily database backup (registered office: San Francisco, USA). Once a day we store a full copy of the database at GitHub; each copy is deleted after 30 days. It contains the data listed under “Data Categories Collected”, including health data and sign-in data: email address, password only as a hash, sessions with IP address and browser identifier. Automated checks load the latest backup onto GitHub's servers and restore it there, as a test, into a database that exists only while the check runs. Third-country transfer to the USA on the basis of the European Commission's adequacy decision on the EU-US Data Privacy Framework (Art. 45 GDPR), under which GitHub is certified. Privacy policy: https://docs.github.com/en/site-policy/privacy-policies/github-general-privacy-statement

Cookies and Local Storage

Train Smarter only sets cookies that are needed to sign you in or that store a setting you choose yourself. We do not set tracking or advertising cookies.

Sign-in

To sign you in, we set a cookie holding your session (its name starts with “sb-”). It contains a signed access token and a refresh token with your user ID and email address, and is used only to keep you signed in.

Session Duration

How long your session lasts is kept in a second cookie (ts_session or ts_remember). It depends on your choice at login:

• Default (without “Remember me”): your session ends when you close the browser.
• With “Remember me”: your session stays active for up to 30 days or until you sign out.

Registration and invitations

• ts_signup: when you register, your browser remembers your user ID. If you confirm your email address in the same browser, you are signed in right away and the cookie is deleted; otherwise it expires after 7 days.
• teamInviteToken: if you open a copied link to a team invitation, your browser remembers the invitation code for 7 days.

Settings you choose yourself

• NEXT_LOCALE: remembers your language if it differs from your browser's language. It lasts until you close the browser.
• sidebar_state: remembers whether the sidebar is expanded or collapsed. It is set when you expand or collapse it and lasts until you close the browser.
• ts_checkin_curves: remembers on this device whether you have hidden the history curves on the check-in page. It is only set once you use the switch and lasts until you close the browser.

Local Storage

Your browser's local storage only holds display settings, for example light or dark mode, the preferred view of a list or the settings of a chart. This data does not leave your device and is not transmitted to our servers.

Legal basis: Art. 6(1)(b) GDPR (performance of contract). These cookies and the local storage entries are needed to sign you in or store a setting you chose yourself; we therefore do not ask for consent for them (Art. 5(3) ePrivacy Directive, implemented in Austria by § 165(3) TKG 2021).

Your Rights

You have the following rights under GDPR:

• Right of access (Art. 15) — an overview of your data categories is under “My account”. Via “Export data” you get your data as a file, including your consents and sharing with their history, your questions and every look the admin took at your sharing, with date and purpose. Not in this file are the entries in your record – including your own –, the lead of your record and your notices: entries meant for you and your own can be read under “My account”, the lead and your notices under “Privacy & permissions”. You can request all of this and the content of the other entries at datenschutz@train-smarter.at.
• Right to rectification (Art. 16) — you can change your name, your date of birth and your profile picture yourself under My Account. If there is a record about you, gender and address are there too; everyone involved in that record – including the coaches of a team – sees and edits the same master data, and the version saved last applies. For anything else, reach us at datenschutz@train-smarter.at.
• Right to erasure (Art. 17) — account deletion under “My account”; you can revoke it yourself for 30 days via the link in the confirmation email. You can delete your body & wellness or nutrition values at any time, right away, with “Stop storing and delete data” under “Privacy & permissions”. With your own access you delete health entries on your record right away under “My account” (see “Who reads your health entries”).
• Right to data portability (Art. 20) — data export under “My account”
• Right to object (Art. 21) — you can object to processing we base on a legitimate interest. Write to us at datenschutz@train-smarter.at.
• Right to withdraw consent (Art. 7(3)) — you can withdraw any consent and any sharing at any time under “Privacy & permissions”, just as easily as you gave it: you turn sharing off, including a permission the app entered for you, and you stop storing with “Stop storing and delete data”. Your yes to the terms and this privacy policy ends when you delete your account. Withdrawal takes effect immediately and does not affect processing before that point.

Contact

For privacy requests beyond self-service, contact us at: datenschutz@train-smarter.at

Right to Complaint

You have the right to file a complaint with the Austrian Data Protection Authority: Barichgasse 40-42, 1030 Vienna, dsb@dsb.gv.at