Privacy policy

Effective from: TODO: effective date

This policy explains what data the Orbeq app (mobile and web) collects, why, who we share it with, and your rights. We keep it plain — if anything is unclear, write to us.

1. Who is responsible for your data

The data controller is Orbeq Ltd, a company registered in England and Wales under number TODO: numer spółki / company number, registered office: TODO: adres siedziby / registered office address.

Data protection contact: [email protected].

Representative in the European Union (Art. 27 GDPR): TODO: przedstawiciel w UE (art. 27 RODO) / EU representative (Art. 27 GDPR).

2. When you use Orbeq through a trainer

If your account was set up and is managed by a personal trainer, the trainer is the controller of your training and health data, and Orbeq Ltd processes it on their behalf under a data processing agreement. Your trainer always sees your profile, plans, workouts, messages and appointments. They see progress photos, body weight and measurements, heart rate and steps only if you share them — you choose when you join from an invite and can change it any time in Settings → Your trainer (new accounts start with photos and weight hidden). For requests about this data you can contact your trainer or us — we'll pass them on.

Trainer activity history: in Settings → Your trainer you can see what your trainer did on your account (for example plan changes, workouts logged for you, opening your account for an in-person session, password resets). Your trainer sees the same list. Entries are kept for 12 months.

Disconnecting your trainer: you can disconnect your trainer any time in Settings → Your trainer. They lose access to your account at once. Your workouts, plans and measurements stay with you; upcoming appointments are cancelled. Your trainer's private notes about you (their own work) are deleted after 30 days; until then your trainer can download them, but can't see anything on your account. Your trainer sees a notice that you disconnected, with your name and the date; dismissing it deletes it together with the notes at once. From then on Orbeq Ltd is the controller of your data under this policy.

3. What we collect

• Account: username and password. Passwords are stored only as a bcrypt hash — nobody, including us, knows your password.
• Profile (whatever you choose to enter): first and last name, phone, gender, date of birth, height, training goals, target weight, training start date, health notes.
• Training: plans and templates, completed workouts, exercises, sets (weight, reps, time, RIR/RPE), post-workout rating and comment.
• Measurements: body weight, body measurements, step counts; estimated calories are calculated from this on our server.
• Heart rate — if you pair a chest strap (e.g. Polar H10): the app reads your heart rate over Bluetooth only during a workout and stores it as averages every few seconds, attached to that workout. We don't connect to watches, Apple Health or strap makers' accounts.
• Progress photos, if you add them.
• Messages with your trainer (text and photos), your trainer's notes about your training, and appointments.
• Gym cards: card name and number/code, if you save them.
• Technical data: IP address and request times in server logs, session tokens, failed login attempts (to lock an account against password guessing).

4. Health data

Body weight, measurements, progress photos, heart rate and health notes may be health data — a special category of personal data. We process it only with your explicit consent (Art. 9(2)(a) UK GDPR / GDPR), given on a dedicated screen before you first use the app. We can't run your account without it. You can withdraw it at any time in Settings → Privacy — we then delete that data (workouts and sets stay) — or by deleting your whole account; this doesn't affect processing that happened before.

5. Why we process data and on what basis

• Providing the service — running your account, saving workouts, syncing between devices, contact with your trainer (contract — Art. 6(1)(b)).
• Security — preventing unauthorised access, locking after failed logins, backups, server logs (legitimate interests — Art. 6(1)(f)).
• Legal obligations, e.g. accounting if you buy a paid plan (Art. 6(1)(c)).

6. What we don't do

We don't show ads, sell or rent data, use analytics or tracking tools, profile you, or make automated decisions about you.

7. Who we share data with

• Your trainer — if you use Orbeq through a trainer (see section 2), to the extent you share with them.
• Service providers (subprocessors) — only those in the table below, and only as described. Apple and Google act under their own privacy policies.

App data is stored on our own server located in the United Kingdom. We don't use third-party cloud storage for your workouts or photos.

Where your data lives — in short

• Workouts, measurements, heart rate, messages and photos — in one database (PostgreSQL) on our server; photos are stored in that database too, not in an external file store.
• Your phone — the mobile app keeps a copy of your data so it works offline; your login token is in the Keychain / Keystore.
• In transit — the connection is encrypted (HTTPS) through Cloudflare, which forwards traffic to our server and technically has access to it on the way.
• Backups — nightly, on the same server, kept for 14 days.
• After you delete your account — your data is gone from the database at once, and from backups within 14 days at the latest.

8. International transfers

The UK has an EU adequacy decision. Cloudflare, Expo and Telegram may process data outside the EEA and the UK, including in the USA — in that case under the EU Standard Contractual Clauses, the UK Addendum / IDTA, or the EU-US Data Privacy Framework and its UK Extension.

9. How long we keep data

• Account and training data — until the account is deleted (by you, your trainer, or at your request).
• Trainer activity history on your account — 12 months.
• Your trainer's notes about you after you disconnect them — 30 days.
• Backups — overwritten after 14 days, so deleted data leaves them within that time.
• Server logs — briefly, only for security and troubleshooting.

If Orbeq shuts down or is sold

• We'll tell you at least 60 days in advance, in the app and on this page.
• Exporting all your data (JSON and CSV) keeps working throughout.
• If we shut down, we delete all data at the end of that period, and from backups within 14 days after.
• If Orbeq is sold, your data goes only to the new owner of the Orbeq service, who takes over this policy. We'll tell you at least 60 days before any data is transferred; in that time you can export it or delete your account, and then nothing is transferred.
• Any change to this policy that's worse for you is announced at least 60 days ahead, and you can delete your account before it applies.

10. Your rights

You have the right to access, rectify and erase your data, to restrict processing, to data portability, to object, and to withdraw consent. In practice:

• Delete your account: Settings → Profile → Delete account (mobile and web app). This removes all your data.
• Export your data: in the mobile app Settings → Privacy, in the web app Settings → Profile. All data as JSON, or workouts as CSV. Export is and will stay free.
• Anything else: [email protected] — we reply within one month.

You can also complain to a supervisory authority: in the UK the Information Commissioner's Office (ICO), in Poland the President of the Personal Data Protection Office (UODO), or the authority where you live.

11. Security

Connections are encrypted (HTTPS). Passwords are stored as bcrypt hashes and the mobile app keeps its login token in the system's secure storage (Keychain / Keystore). An account locks for 15 minutes after 5 failed login attempts. The database is backed up daily. You can sign out of all devices with one button in settings.

12. Mobile app permissions

• Camera — for progress photos and scanning your gym card's code.
• Photos — to pick a photo you want to add or send to your trainer.
• Notifications — a local "rest is over" reminder; no data is sent to our server with them.
• Bluetooth — only to connect to your heart-rate strap; never used for location.

You can revoke any permission at any time in your phone's settings.

13. Children

Orbeq is intended for people aged 16 and over.

14. Changes

We'll announce significant changes to this policy in the app before they take effect. The current version is always on this page.