Privacy Policy

Exacoach ("we", "us", "our") provides a cloud-based software platform that helps sports academies, gyms, and personal trainers in India manage students, members, fees, batches, coaching programs, and communications including WhatsApp reminders.

This Privacy Policy explains how we handle personal data when you visit our website, create an account, or use the Exacoach platform on behalf of your business.

We collect information in three ways:

• Account data — your name, email address, phone number, business name, and login credentials when you register or manage your organisation profile.
• Business data you upload — student and member records, batch assignments, fee and payment details, coaching programs, workout plans, and notes you enter into the platform.
• Technical data — device type, browser, IP address, usage logs, and cookies needed to keep the service secure and reliable.

If you enable WhatsApp reminders, we process the phone numbers and message content required to send notifications on your behalf. You are responsible for obtaining valid consent from students, members, or clients before messaging them.

We use personal data to:

• Provide, maintain, and improve the Exacoach platform
• Process subscriptions, invoices, and payment status tracking
• Send service-related emails and in-app notifications
• Deliver WhatsApp reminders and other messages you configure
• Respond to support requests and troubleshoot issues
• Detect fraud, abuse, and security incidents
• Comply with applicable laws and lawful requests

We do not sell your personal data. We do not use student or member records uploaded by your organisation for advertising unrelated to your account.

Where the Digital Personal Data Protection Act, 2023 (India) applies, we process data as a data fiduciary for account and billing information, and as a data processor for student and member records you control. You remain responsible for informing your students, members, and staff about how their data is used and for collecting consent where required.

We may share information only with:

• Infrastructure and hosting providers that help us run the platform (under contractual confidentiality and security obligations)
• Payment processors when you subscribe to a paid plan (we do not store full card details on our servers)
• Messaging providers when you use WhatsApp or SMS features configured in your account
• Authorities when required by law or to protect rights, safety, and security

We retain account and business data for as long as your subscription is active and for a reasonable period afterward so you can export records or reactivate your account. We apply encryption in transit, access controls, and regular monitoring, but no online service can guarantee absolute security.

You may request deletion of your organisation account by contacting us. Some records may be retained where required for billing, tax, or legal compliance.

Depending on applicable law, you may have the right to access, correct, delete, or restrict processing of your personal data, and to withdraw consent where processing is consent-based. To exercise these rights, email hello@exacoach.com. We will respond within the timelines required by law.

We use essential cookies to keep you signed in and remember preferences. We may use analytics cookies to understand how the marketing site and product are used. You can control non-essential cookies through your browser settings.

We may update this policy from time to time. Material changes will be posted on this page with an updated date. Continued use of Exacoach after changes take effect constitutes acceptance of the revised policy.

Questions about this Privacy Policy? Contact us at hello@exacoach.com.