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Privacy Policy

APEX Coach AI, Inc.
Version 2.0
Last Updated: April 2026

1. Introduction

APEX Coach AI, Inc. ("APEX," "we," "our," or "us") provides a performance analytics, training, and nutrition platform for coaches, athletes, and athletic programs. We offer our website, mobile applications, and related services (collectively, the "Services").

This Privacy Policy describes how we collect, use, process, and protect information in connection with the Services.

APEX serves two categories of users:

  • Institutional users. Schools, colleges, universities, and athletic organizations ("Institutional Customers") that contract with APEX to provide the Services to their coaches and athletes. When serving an Institutional Customer, APEX acts as a service provider to that institution.
  • Individual users. Coaches, athletes, and other individuals who register for and use the Services directly, including through free or paid subscription plans ("Individual Users").

Key points:

  • We build software for coaches, athletes, and athletic programs.
  • When we serve a school or college under contract, the institution controls student data in the Services.
  • When an individual signs up directly, APEX controls data processing and this Privacy Policy governs the relationship.
  • We do not sell personal information or use student data for advertising.

2. Our Role and Your Data

A. When Serving Institutional Customers

When APEX provides services to a school, college, or athletic organization under a Subscription Agreement:

  • The institution controls the data processed within the Services.
  • APEX acts as a "School Official" under the Family Educational Rights and Privacy Act (FERPA), where applicable.
  • We process data solely to provide the Services as authorized by the institution.
  • Parents and eligible students should direct education-record access requests to their educational institution.

B. When Serving Individual Users

When a coach, athlete, or other individual signs up for the Services directly (including free, Pro, or Elite plans):

  • APEX is the data controller and determines how your data is processed.
  • Your use of the Services is governed by our Terms of Service and this Privacy Policy.
  • You may exercise your individual data rights as described in Section 12 of this policy.
  • If you later become part of an Institutional Customer account (for example, your school purchases an Department plan), the institution's agreement and policies will govern data processing for your account going forward.

3. Information We Collect

We collect the following categories of information in order to operate the platform.

A. Account & Identity Information

For coaches and athletes:

  • Name (first and last)
  • Email address
  • Role (coach or athlete)
  • Team and organization affiliation
  • Unique platform identifiers (user ID, profile ID, team ID)
  • Subscription plan and billing status

Authentication credentials (email and password) are processed via Supabase Auth. Passwords are stored as secure hashes and are not accessible to APEX in plaintext.

B. Athlete Profile & Demographic Information

Coaches or athletes may enter or upload:

  • Date of birth
  • Sex at birth
  • Graduation year
  • Position or position group
  • Height
  • Weight
  • Bodyweight goals
  • Activity level
  • Sport

This information is used to support performance-related calculations and program planning.

C. Training & Performance Data

The platform may collect:

  • Strength max values
  • Speed and testing metrics
  • Workout set logs (weight, repetitions, timestamps)
  • Attendance records
  • Station assignments
  • Coach-authored notes about athletes
  • Schedule and event data

This data is used solely for performance tracking and program management within the Services.

D. Self-Reported Performance Indicators

Athletes may enter:

  • Feeling score (1-5)
  • Sleep quality score (1-5)
  • Soreness score
  • Bedtime and wake time
  • Nap duration
  • Optional free-text notes (e.g., soreness notes)

These entries are self-reported performance indicators and are used to support training decisions.

The platform does not provide medical advice, diagnosis, or treatment.

E. Nutrition & Meal Data

Athletes may submit:

  • Meal descriptions (text)
  • Meal photos
  • Macronutrient logs
  • Favorite foods
  • Unit preferences
  • Meal plan preferences
  • Optional free-text notes

Meal photos and descriptions may be processed to generate structured nutrition logs and meal plans.

F. AI-Generated Outputs & Telemetry

APEX uses artificial intelligence tools to generate structured outputs such as:

  • Meal breakdowns
  • Nutrition plans
  • Training program content
  • Drafted insights

To support system reliability and debugging, we may store:

  • AI request metadata (e.g., model used, token counts, latency)
  • Structured AI request and response payloads
  • Error logs associated with AI features

These records are used solely for service functionality, monitoring, and improvement.

G. Payment Information

When you subscribe to a paid plan or purchase a feature (such as athlete nutrition), we collect:

  • Payment method details (processed by our third-party payment processor; APEX does not store full card numbers)
  • Billing address
  • Transaction history and subscription status

H. Communications

We may process:

  • Athlete invite emails
  • Account setup communications
  • Temporary credential communications
  • Support messages
  • Feedback submissions

We use third-party email providers to send account-related communications.

I. Technical & Device Information

We may collect limited technical information such as:

  • IP address
  • User agent
  • Browser type
  • Device metadata
  • Timezone and locale
  • Page paths and referrer URLs
  • Platform usage analytics

This information supports security, auditing, troubleshooting, and service reliability.

4. How We Use Information

We use collected information to:

  • Provide and maintain the Services
  • Generate performance-related insights
  • Support nutrition and program planning features
  • Authenticate users
  • Process payments and manage subscriptions
  • Maintain platform security
  • Troubleshoot and debug issues
  • Improve functionality and reliability

We do not:

  • Sell personal information.
  • Use student data for advertising.

5. How We Use Aggregated and De-Identified Data

APEX may use aggregated and de-identified data — data that cannot reasonably be used to identify any individual — for purposes including:

  • Product improvement and feature development
  • Performance benchmarking and research
  • Training APEX's own models to improve platform features
  • Understanding usage patterns and trends

This applies across all subscription tiers. Data used for these purposes is stripped of personal identifiers and cannot be linked back to any individual user.

De-identified data is not provided to third-party artificial intelligence model providers for the purpose of training general-purpose models. Institutional Customers may request that their data be excluded from de-identification and aggregation by providing written notice to APEX.

6. AI Service Providers

APEX integrates with third-party AI providers to power specific features:

  • Anthropic (Claude): AI-powered nutritional estimation (meal photo and text analysis) and coach-facing analytics assistant
  • OpenAI: AI-powered meal plan generation based on coach-set nutritional targets and athlete food preferences

Information submitted through AI features may be transmitted to these providers to generate structured outputs within the platform. No athlete names or personally identifiable information are included in nutritional estimation or meal plan requests.

We configure these providers to support the Services:

  • AI providers process data solely to generate responses for the Services and do not use submitted data to train or improve their general-purpose models.
  • APEX does not permit AI providers to use submitted student data for advertising or public model training.
  • OpenAI API data sharing features are disabled in our configuration.
  • Anthropic retains API inputs and outputs for up to 30 days for abuse monitoring and security purposes under its commercial API terms.

AI-generated outputs are informational tools to assist coaching decisions and do not constitute medical advice, diagnosis, or treatment.

7. Data Sharing

We may share information with trusted service providers who support our operations, including:

  • Supabase (database and authentication)
  • Vercel (hosting and performance monitoring)
  • OpenAI (AI-powered meal plan generation)
  • Anthropic (AI-powered nutritional estimation and coaching analytics)
  • Stripe (payment processing)
  • PostHog (product analytics and usage monitoring)
  • Resend (email delivery)

These providers process information only to support the Services. A current list is maintained at apexcoachai.com/subprocessors.

We do not sell or rent personal information.

8. FERPA & Educational Records

For Institutional Customers subject to FERPA:

  • APEX acts as a School Official.
  • Student data is processed only at the direction of the institution.
  • The institution is responsible for obtaining any required parental consents.

Requests for access, correction, or deletion of education records should be directed to the educational institution.

Note: FERPA protections apply when APEX is providing services to an educational institution under contract. Individual Users who are not part of an institutional account are governed by this Privacy Policy directly rather than by FERPA.

9. Athlete Data Controls

Data Sharing Consent

Athletes may grant or revoke data-sharing consent with coaching staff at any time on a per-team basis. Data sharing is enabled by default upon joining a team. When an athlete revokes consent, coaching staff access to that athlete's personal data (meal logs, wellness surveys, bodyweight entries, personal activity records) is restricted for the applicable team. The athlete retains full use of the Services for personal tracking and self-monitoring.

Platform Agreements

  • Athletes must accept a platform participation agreement prior to accessing the Services. The participation agreement includes disclosure of data-sharing defaults and the athlete's right to modify sharing preferences. Acceptance is version-tracked and logged.
  • Coaches and staff must accept a Coach & Staff Platform Agreement prior to accessing the Services. The agreement includes acknowledgment of the informational nature of the platform, responsibilities for handling student data, and appropriate use obligations. Acceptance is version-tracked and logged.

Data Portability

Athlete performance data (set logs, wellness entries, meal logs, bodyweight records, and personal activity records) remains associated with the athlete's account. If an athlete departs an institutional program, their personal data is not deleted unless the athlete requests deletion or the athlete has no remaining active account on the platform.

10. State Privacy Laws

APEX is designed to support compliance with applicable state privacy and student data protection laws when providing services to educational institutions, including:

  • FERPA (Family Educational Rights and Privacy Act)
  • SOPIPA (California Student Online Personal Information Protection Act)
  • New York Education Law §2-d
  • Massachusetts Student Data Privacy Regulations
  • Texas Student Privacy Protections (Education Code)

These requirements apply when APEX is serving an educational institution under a Subscription Agreement. Institutional Customers are responsible for entering into any required data privacy agreements.

For Individual Users not associated with an educational institution, APEX complies with applicable consumer privacy laws, including the California Consumer Privacy Act (CCPA) where applicable.

11. Age Requirements

  • The Services are intended for users who are at least 13 years old.
  • Users under 18 must have consent from a parent, guardian, or authorized institutional representative to use the Services.
  • When an educational institution authorizes use of the Services, the institution is responsible for obtaining any required parental consents.
  • APEX does not knowingly collect personal information from children under 13 without verifiable parental consent or institutional authorization as permitted by law.

If you believe a child under 13 has provided personal information to APEX without appropriate consent, please contact us at hello@apexcoachai.com.

12. Individual User Rights

If you are an Individual User (not part of an Institutional Customer account), you may:

  • Access your personal data by contacting us or through your account settings.
  • Correct inaccurate information through your account settings or by contacting us.
  • Delete your account and associated data by contacting us at hello@apexcoachai.com. We will process deletion requests within thirty (30) days, except where retention is required by law.
  • Export your data by requesting a copy from us.

If you are part of an Institutional Customer account, please direct data requests to your institution.

California residents may have additional rights under the CCPA. To exercise CCPA rights, contact us at hello@apexcoachai.com.

13. Data Retention

Institutional Customers

Upon termination of an Institutional Customer agreement and written request, data will be deleted within thirty (30) days unless retention is legally required.

Individual Users — Paid Plans

Data is retained while your subscription is active and for thirty (30) days following cancellation or account deletion request.

Individual Users — Free Plan

Data is retained while your account is active. APEX may delete accounts and associated data after twelve (12) months of inactivity (no login or platform activity), with prior notice sent to your registered email address.

You may request deletion of your account and data at any time by contacting hello@apexcoachai.com. Deletion requests are processed within thirty (30) days.

Aggregated Data

Aggregated and de-identified data (as described in Section 5) may be retained indefinitely, as it cannot be linked to any individual.

14. Data Security

We implement commercially reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, or misuse.

15. Changes to This Policy

We may update this Privacy Policy periodically.

If material changes are made, we will update the version number and "Last Updated" date. For changes that materially affect how we handle personal data, we will provide notice through the Services or by email.

16. Contact Information

APEX Coach AI, Inc.
2930 B Street
San Diego, CA 92102

Email: hello@apexcoachai.com

Privacy Policy | APEX Coach AI