Coach terms | PT Track

Version coach-terms-v1 · Last updated 7 November 2026

0. How to read this

This is the agreement between us and the coach, the person who pays. The client's side is a separate document, the client terms, because the client pays nothing and is in a different legal position. Three more pages complete the set: our privacy notice, our AI page, and Delete your account, which explains cancellation and deletion in full.

We have tried to write this so that a coach can follow it without a lawyer. Where a term has a legal meaning, it is explained in section 18 in ordinary words.

1. Who we are

PT Track Ltd ("we", "us", "our"), a company registered in England and Wales with company number 17529923. Our registered office is 263 Convent Way, Southall, England, UB2 5UJ. Our website is https://www.pt-track.co.uk.

Contact for anything about this agreement, or about personal data: gilmardekowski@pt-track.co.uk.

2. What the app is, and what it is not

PT Track Coach is software for personal trainers. It gives you a coach app, and your clients get a client app called PT Track. Both use the same set of servers, which store the data. Through it you set workouts, follow what your clients log, review each client's technique from short videos they film on the days you set, and message them.

The exercise library's instructions are ours. Each built-in exercise carries step-by-step instructions, a tip and a "watch out for" line, written by PT Track with help from AI and checked by us. They are general how-to, the same for every client, and not advice about anyone. You decide which exercises suit each client, and your own instructions to them come first.

What the app is not:

It is not a diagnosis, a treatment, or medical or nutritional advice from us. Everything a client receives is your coaching, delivered through our software. You are the professional in the relationship. We are the tool.

When we add a new feature that changes how client data is used or how you are paid, such as body projection videos, paid sessions or nutrition plans, we will tell you and update these terms first.

3. Who may open a coach account

You may open a coach account only if all of these are true:

You are 18 or over and have the legal capacity to enter this agreement.
You are acting in the course of a business or profession. This matters: it means you are a business customer, not a consumer. See section 15.
You hold, and will keep holding, whatever qualification and insurance your own professional body and the law require for the coaching you do.
You are not barred from working with the people you intend to coach.

We may ask for evidence of any of the above and may suspend an account while we wait for it.

4. Your account

Your account is yours alone. Keep your password to yourself, and tell us at gilmardekowski@pt-track.co.uk as soon as you think someone else has it. You are responsible for what is done through your account.

One coach account is one coach. It is not a studio login to be shared between several trainers. Each trainer needs their own, because a client's data belongs to one coaching relationship at a time and we need to be able to show who did what. If you run a studio, a bigger plan gives you more clients, not more people signing in.

Changing your password signs you out everywhere else. That is deliberate.

5. Subscription and how you pay

PT Track Coach is paid for by a monthly subscription. The price of each plan is shown in the app store before you subscribe, and the price shown there is the price you pay. It includes VAT (value added tax). The store sells you the subscription and charges and pays the VAT on it.

You buy and cancel through the app store, which at launch means Google Play, and will also mean Apple's App Store once the iPhone apps are released. We never take your card details and we cannot see them. That has three consequences worth stating plainly:

The store's terms apply to the payment as well as ours.
Cancelling happens at Apple or Google, not with us. The app shows you a button that takes you straight to the store's manage-subscriptions screen. We cannot cancel it for you, and we cannot refund it either. Refunds are Apple's or Google's decision under their own policies.
If the store tells us your subscription has lapsed, your account moves to the read-only state described in section 13.

Your subscription renews every month until you cancel it, at the price shown in the store at the time.

New coaches start with a free period. When you first choose a plan, the store asks for a way to pay and shows you how long the free period lasts and when the first payment is taken, before you confirm. If you cancel in the store before the free period ends, you pay nothing. After it, your plan's price is taken every month until you cancel. The free period comes once for each store account.

Price changes. We will give you at least 30 days' notice, in the app and by email, before any price rise takes effect. A rise never applies to a month you have already paid for. If you do not want the new price, cancel before it starts.

6. Client limits

Each plan includes a number of active clients. The app and the store listing show the number for each plan before you subscribe. A client counts as active while your coaching link with them is live, that is, while they are invited, active or paused. A client whose link has ended, or whose data has gone dormant because you cancelled, does not count.

If you reach your limit, the app stops you inviting a new client and offers you the next plan. It never deletes anybody and it never silently stops working for a client you already have.

The limit is kept by our system itself, not only by the app's screens. During your free weeks your plan's limit applies. With no plan, before you choose one or after one ends, you can look around and build programmes, but you cannot invite a client.

Moving up a plan starts at once: you pay the difference for the rest of the month, and your renewal date stays the same. Moving down starts at your next renewal. If you then have more clients than the new plan allows, you keep them all, and you can invite again once you are below its limit.

7. Your clients, and the data protection part

Clients are invite-only. You invite them with a code you pass on yourself, and they type their own date of birth when they accept. There is no public sign-up. You must not invite anyone who has not agreed to be coached by you.

18+. The app is for adults. A client's date of birth is refused by the database if it is under eighteen, both on entry and on every later change. But that is a check on a self-declared date, not proof of anybody's age. The software cannot tell whether the date typed is true. So this is a promise we are asking you to keep: you confirm at the point of inviting them that you have met this person and they are 18 or over, and that confirmation is recorded against your name. You must not help anyone get round it. A coach who knowingly invites someone under 18 loses their account.

You and we are joint controllers of your clients' personal data. A controller is whoever decides why and how personal data is used and is legally answerable for it. Being joint controllers means we are both legally responsible, each for our own part. Ours is the platform: the storage, the security, any AI the app uses, and the deletion machinery. Yours is the coaching: which clients you invite, what you write in your notes, and what you say to them. Neither of us can point at the other and walk away.

The detail of who does what is in Schedule A at the end of this page. UK GDPR (the UK's main data protection law) requires the essence of that arrangement to be available to the clients themselves, so it is summarised in our privacy notice as well.

Your duties under it, in short:

Tell your clients the truth about what this app does before you invite them. The client app shows them our policies and asks for their consent, but that does not excuse you misdescribing it in the gym.
Do not put anything in a client's record that you would not be willing for them to read. They have a legal right to ask for a copy of all of it, including your private notes about them.
Pass on to us, promptly, any request or complaint a client makes to you about their data, at gilmardekowski@pt-track.co.uk. We will answer within the legal time limit, but only if we hear about it.
Do not export, screenshot or copy a client's photographs or videos out of the app, except where you genuinely need to for the coaching and the client has agreed. Never use them in advertising (see section 9).
When you stop coaching someone, end the link in the app. Do not simply stop using it.

8. The body-image rules

These apply to you as well as to us, and they are why the app looks the way it does:

Praise in the client app is for actions, such as a session logged. It is never for body shape, and never for weight. You must not use the app's messaging to praise or criticise how a client looks.
There are no leaderboards, challenges or comparisons on weight, body fat or measurements.
The app is 18+.

If you think a client is showing signs of an eating disorder or of serious distress about their body, the right thing to do is refer them to a qualified professional.

9. What you must not do

Use the app for anything unlawful. Upload anything you do not have the right to upload. Upload anyone's photograph without their consent, including your own promotional images of other people. Try to get round the 18+ rule or the client limit. Reverse-engineer, scrape or attack the service, or test its security without our written permission. Resell or white-label access. Use the app to give medical advice you are not qualified to give.

You must not use any client's photographs, videos or other material in advertising, marketing, social media or a before-and-after comparison. This is absolute. Breaking this term ends your account (section 14).

Two further things end an account on the spot: retaliating against a client who raises a concern about you, which means cutting them off, pressuring them, or punishing them in the coaching; and failing to tell us within 7 days that you have lost your insurance or qualification, been suspended or struck off by a professional body, or come under investigation.

And one thing we may do. Where we conclude a coach may have committed a criminal offence, or that their professional body should know something, we may report it to the police or to that body, and we may do so without your agreement. We would tell you that we had, unless we were advised not to.

10. Your own content

Your exercise videos, templates, notes and messages stay yours. You give us permission to store them, show them to your own clients, and process them as the app needs in order to work, and nothing more. We do not use your content to train AI models and we do not show it to other coaches.

If you delete your account, your content goes with it, as described on Delete your account.

11. Availability and support

We will try to keep the service running and to fix things quickly. We are not promising a particular level of uptime. This is early software built by a very small company, and things will break. The way to tell us is the Help form in the app, or email gilmardekowski@pt-track.co.uk. We do not set a guaranteed response time. See also Help.

We may change, add to or remove features. If we remove something you are relying on, we will tell you at least 30 days beforehand where we can.

12. Changes to this agreement

We may change these terms. If a change matters to you, meaning anything about price, your rights, your clients' data, or what you are allowed to do, we will tell you at least 30 days beforehand, in the app and by email, and the app will ask you to accept the new version. Every version is numbered and dated, and we keep a record of which version you accepted and when.

If you do not accept a change, you may cancel. Your subscription then runs to the end of the month you have paid for.

13. If you cancel, or stop paying

The full detail, including what is deleted and what we keep, is on Delete your account. The short version:

You cancel at Apple or Google. Your access continues until the end of the period you have paid for.
After that, your coach account becomes read-only. You can see and export your own material, and you cannot set new work or invite anyone. Your account does not stay read-only for ever: it is later closed, and your own data is deleted as described on the delete-account page.
Your clients are asked what happens to their own data. They are not deleted with you and they are not kept without being asked. Each client is offered three answers: keep it, export it, or delete it. If a client does not answer, their data stays dormant. Dormant means nobody can see it: not you, not us in the app, and not a new coach. Silence is never read as permission to delete. This is built into the database, not left to a policy.
A client who moves to a new coach starts fresh with them. The new coach never inherits your private notes, your client numbering or your settings for that client.

If a payment fails on Google Play (on the App Store, Apple's own billing rules apply and we cannot change them), Google Play tries again for 4 days. Everything carries on as normal, and each time you open the app it tells you how many days are left to update your payment in Google Play.

After 4 days your plan is on hold, for up to 26 more days. Your clients are hidden from you and you cannot invite anyone. Your clients are not told, and their programmes carry on. Pay in Google Play and everything opens again at once.

If it is still not paid 30 days after it failed, your plan ends exactly as if you had cancelled. Your access to your clients' records ends, and each client is asked what happens to their own information.

14. When we can suspend or end your account

We may suspend or end your account immediately if you break the advertising rule in section 9, the 18+ rules in section 7, or anything else in section 9; if you put a client at risk; if you lose the qualification or insurance in section 3; or if we are required to by law. Otherwise we will give you 30 days' notice and a reason.

If we end your account, your clients are asked the same question as in section 13.

15. Who is responsible for what, if something goes wrong

You are a business customer. That means the consumer protections a client has do not apply to you, and the limits below are enforceable against you in a way they would not be against a consumer.

Nothing in this agreement limits our liability for death or personal injury caused by our negligence, for fraud, or for anything the law does not let us limit.

Subject to that:

We are not responsible for your coaching. The workouts, the goals you set and the advice you give are yours. If a client is injured or harmed by your coaching, that is between you and them, and you agree to cover us for any claim brought against us because of it (an indemnity, explained in section 16).
We are responsible for our own platform. That means keeping it secure, keeping the data where we say it is, deleting what we say we delete, and any AI feature behaving as our AI page describes.
We are not liable for business losses: lost profit, lost clients, lost goodwill, or the cost of moving to another platform.

16. Your indemnity to us

You agree to cover our reasonable costs, losses and legal fees if someone brings a claim against us because of: your coaching advice; a client you invited who had not agreed to it; a photograph you uploaded that you had no right to upload; client material you used in advertising; or your breach of Schedule A.

We will tell you promptly about any such claim, let you take part in defending it, and not settle it without asking you.

What this indemnity cannot do, said plainly so neither of us is surprised. It does not move data protection liability between us. Under Article 26(3) of UK GDPR, a client may bring a claim against either joint controller for the whole of their loss, whatever Schedule A says about who does what and whatever this clause says about who pays. An indemnity is a promise about who ends up out of pocket between you and us. It is not a shield either of us can hold up to the client or to the regulator.

17. Complaints, law and the regulator

Complain to us first: gilmardekowski@pt-track.co.uk. We will acknowledge your complaint and tell you the outcome.

If your complaint is about personal data and you are not satisfied with our answer, you can complain to the Information Commissioner's Office (the ICO, the UK's data protection regulator) at ico.org.uk. You can do that whatever we say.

This agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

18. The words that have particular meanings

Active client: a client whose coaching link with you is invited, active or paused. Client: a person you invite into the client app. Controller: whoever decides why and how personal data is used, and is legally answerable for it. Dormant: a client's data that is stored but visible to nobody, pending their answer. Joint controllers: two controllers deciding together, each answerable for their own part (section 7 and Schedule A). Special category data: the kinds of personal data UK GDPR protects most strongly, including data about health. Store: Apple's App Store or Google Play.

Schedule A: the joint controller arrangement

This schedule is required by Article 26 of UK GDPR. Its essence is also summarised in our privacy notice, so that clients can see it.

1. What we are both controllers of. The personal data of the clients you invite: their name, email, phone and date of birth; the coaching record (goals, workouts, form reviews, messages, your notes); health information such as injury and pain notes; and their form videos.

2. Who decides what.

Decision	Who makes it
Whether to invite a particular client	Coach
What the coaching record says	Coach
Whether and how the app uses AI, and which AI providers are used	Us
Where the data is stored, and how it is secured	Us
Retention periods and the deletion process	Us
Answering a client's data rights request	Us, with the coach's help
The wording shown to the client to obtain consent	Us

3. The legal basis. For ordinary account and coaching data, the basis is performance of a contract. For health data, which includes form videos, measurements, and injury and pain notes, the basis is explicit consent under Article 9(2)(a) of UK GDPR. That consent is obtained separately from the terms, is versioned and timestamped, and can be withdrawn at any time. Our privacy notice sets this out in full.

4. Rights requests are ours to answer. A client may exercise their rights against either of us. Whichever of us hears first tells the other within 3 working days. We answer, and you give us what we need from your side. We are the single point of contact for clients on data matters, and our contact details are in the client app and in the privacy notice.

5. Security. We provide the platform's security. In plain terms: each table of data refuses to show a row to anyone who should not see it, files are kept private and opened only through short-lived links, data is encrypted in transit and at rest, the 18+ rule is enforced in the database, and we keep logs of security events that cannot be edited afterwards. You provide the security of your own device and password, and you do not copy client material out of the app.

6. A personal data breach. If you become aware of one, such as a lost phone with the app on it, an account someone else has got into, or client material sent to the wrong person, tell us at gilmardekowski@pt-track.co.uk within 24 hours. We assess it, and we notify the ICO within 72 hours where the law requires. You must not notify clients or the ICO yourself without telling us first, because a half-told breach is worse than a late one.

7. Sub-processors. A sub-processor is another company that handles data for us. We use the ones listed in our privacy notice and may change them, telling you at least 30 days beforehand. You may object, and if we cannot resolve it you may cancel.

8. When the arrangement ends. On cancellation, the process described on Delete your account applies. Your access ends, your clients are asked what should happen to their data, and silence keeps their data dormant rather than deleting it.