A1. Who this is between

These Coach Terms (“Terms”) are between PixlFIT Ltd, a company registered in Scotland (company number SC894560), registered office Clyde Offices, 2nd Floor, 48 West George Street, Glasgow, G2 1BP (“we”, “us”), and the person or business who signs in to PixlFIT Coach (“you”, “the coach”).

By signing in to PixlFIT Coach you accept these Terms. If you are accepting on behalf of a company or partnership, you confirm you are authorised to do so, and “you” means that organisation.

These Terms are in addition to the PixlFIT Terms of Use, which cover the app itself. Where the two conflict in relation to the coach platform, these Terms take precedence.

A2. What PixlFIT Coach is

PixlFIT Coach is a web platform for coaching people who use the PixlFIT app. It lets you build and assign training plans, read the training and health information your clients choose to share, exchange messages with them, and track their progress.

It is a tool. It does not provide coaching, programming or nutrition advice, and it does not check your work. What you tell your clients is yours, and you are responsible for it.

A3. Eligibility and your account

• You must be 18 or over and must be using the platform to coach others, whether professionally or otherwise.
• Your account is personal to you. Do not share your sign-in with anyone else. If you need more than one coach on a roster, contact us — that is a different arrangement.
• You are responsible for what happens under your account, and for keeping your sign-in secure.
• You must hold whatever qualifications, registrations or insurance your own profession and jurisdiction require. We do not check, and offering the platform is not an endorsement of you.

A4. Plans and client spaces

What you can do depends on your plan. A client space is taken by an active client and by an invitation you have sent that has not yet been accepted or withdrawn.

Prices are in pounds sterling. PixlFIT Ltd is not registered for VAT, so no VAT is charged on these prices and none appears on your invoice. Depending on where you are, Stripe may apply local tax at checkout as the seller of record; that amount is Stripe’s rather than ours, and is always shown to you before you pay.

When you reach your plan’s client spaces you cannot invite anyone new until you free a space or move up a plan. Nobody is ever removed from your roster automatically, and no client loses access because of your plan.

A5. Billing and renewal

• Paid plans are billed by Stripe. We never see or store your card details.
• Subscriptions renew automatically — monthly or yearly, matching what you chose — at the price then in force, until you cancel.
• The price shown is the amount we charge — we add no VAT to it. If Stripe applies local tax at checkout it is added on top and shown to you first.
• If a payment fails we will retry it. If it keeps failing your subscription may be cancelled and your plan will return to Free, which reduces your client spaces to 5. Existing clients are not removed.
• You can update your card, view invoices and cancel at any time through Manage billing in the platform.

We may change our prices. If we do, we will give you at least 30 days’ notice by email, and the change will apply from your next renewal. You can cancel before then if you would rather not continue.

A6. Changing plan

• Moving up takes effect immediately. Stripe credits the unused part of your current period and charges the difference on your next invoice.
• Moving down is refused while you hold more client spaces than the smaller plan covers. Free up spaces first — withdrawing an unaccepted invitation counts.

A7. Cancelling and refunds

You can cancel at any time. Cancellation takes effect at the end of the period you have already paid for, and you keep full access until then. After that your plan returns to Free.

We do not give partial refunds for time remaining on a period, except where the law requires it or where we have got something badly wrong — if you think we have, email us and we will look at it properly.

If you are contracting as a consumer rather than in the course of a business, you may have a statutory right to cancel within 14 days. These Terms do not affect that right. Because the service is available to you immediately, starting to use it may end that right early.

If you cancel, your clients stop receiving PixlFIT Pro through you at the end of your paid period. That affects only features they get free through you — nothing they have logged is deleted, and any Pro they have bought themselves is unaffected.

A8. Your clients

This is the part that matters most, because it concerns someone who is not party to this agreement.

• A client is linked to you only when they accept your invitation in the app. You cannot accept for them.
• They choose what to share. Progress photos in particular are off by default and only reach you if the client turns sharing on or attaches them to a check-in.
• They can end the arrangement at any time, from their own device, without asking you. When they do, your access to their training data, plans and photos stops.
• You must have a lawful basis for coaching them and for handling their information, and you must comply with data protection law in your own right. Part B governs what we do with it on your behalf.
• You must not use anything you see in the platform for any purpose other than coaching that client. No marketing to them on the strength of it, no passing it to anyone else, no using it to build anything.

A9. Client Pro

On a paid plan, clients linked to you receive PixlFIT Pro features free while the link is active. This is something we provide to them at your expense; it is not a product you resell, and you do not charge them for it. It stops when your paid period ends or the link ends, and it never interferes with a Pro subscription a client has bought themselves.

A10. Acceptable use

You agree not to:

• share your account, or let anyone else coach through it;
• access the platform other than through the interfaces we provide, or attempt to reach data belonging to people who are not your clients;
• scrape, bulk-export or copy client data beyond what you need to coach them;
• use the platform to harass, pressure or mislead a client, or to give advice you are not competent to give;
• reverse engineer, resell, sublicense or white-label the platform;
• use it for anything unlawful, or in breach of any professional obligation you are under.

A11. Availability, support and changes

We work to keep the platform available and will give notice of planned maintenance where we reasonably can, but we do not promise uninterrupted access and we do not offer a service level agreement.

We may add, change or remove features. If we make a change that materially reduces what a paid plan does, we will tell you, and you may cancel and receive a pro-rata refund of the unused part of your current period.

Support is by email at hello@pixlfit.co.uk.

A12. Suspension and termination

We may suspend or end your access if you materially breach these Terms, if we are required to by law, or if your use puts other people’s data at risk. Where it is safe and lawful to do so we will warn you first and give you a chance to put it right. If we end your access without cause, we will refund the unused part of your current period.

You may stop using the platform at any time. Ending your subscription does not delete your clients’ data, which belongs to them.

A13. Not coaching or medical advice

The platform’s figures, flags and projections are calculated from what your clients log. They are prompts for your judgement, not conclusions, and they are not medical advice. You remain responsible for the programming and guidance you give.

A14. Liability

Nothing in these Terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Subject to that, and to the extent the law allows: we are not liable for loss of profit, loss of business, loss of goodwill, or for any indirect or consequential loss; and our total liability to you for all claims in any twelve-month period is limited to the fees you paid us in that period.

You are responsible for your own coaching. If a claim is brought against us because of advice you gave, or because of how you handled a client’s information, you will indemnify us for it.

A15. Governing law

These Terms are governed by the law of Scotland, and the Scottish courts have exclusive jurisdiction.

B1. Roles

When you coach someone through PixlFIT Coach, you decide what you do with their training and health information in the course of coaching them. For that purpose you are the controller and we are your processor.

We are separately a controller in our own right for the client’s use of the PixlFIT app — the direct relationship between us and them, described in our Privacy Policy. These two roles sit side by side and neither replaces the other.

You confirm that you have a lawful basis for the coaching, and — because health and fitness data is special category data — that you have an Article 9 condition for handling it, normally the client’s explicit consent.

B2. What we process, and why

B3. Our obligations

We will:

• process client personal data only on your documented instructions, which for these purposes are these Terms and your use of the platform’s features, unless we are required to do otherwise by law — in which case we will tell you first, unless the law forbids it;
• ensure that anyone we authorise to process it is under a duty of confidentiality;
• take appropriate technical and organisational security measures (B5);
• respect the conditions in B4 for engaging another processor;
• assist you, so far as we reasonably can, in responding to requests from clients exercising their rights;
• assist you with security, breach notification and data protection impact assessments, taking into account what we know and what is available to us;
• delete or return client personal data as set out in B7;
• make available the information reasonably needed to show we have met these obligations, and allow and contribute to audits, on reasonable notice and no more than once a year unless a regulator requires otherwise;
• tell you if in our opinion an instruction from you would breach data protection law.

B4. Sub-processors

You give general authorisation for us to engage the sub-processors below. We remain responsible for what they do. We will give at least 30 days’ notice by email before adding or replacing one, and if you reasonably object you may cancel your subscription and receive a pro-rata refund of the unused part of your period.

Stripe processes your billing details as a controller in its own right, not as our sub-processor, and does not receive client data.

B5. Security

• Data is encrypted in transit (TLS) and at rest.
• Access is enforced at the database by row-level security: a coach can reach a client’s training data — their log, plans, progress photographs and health figures — only while an active link exists between them, and that link is created only when the client accepts. Records a coach wrote themselves are treated differently, and B7 sets out which.
• Progress photographs are held in private storage and served only through short-lived signed links. They are shared with you only when the client turns sharing on or attaches them to a check-in.
• Sign-in is delegated to Apple and Google. We never hold your password, or a client’s.
• We keep the number of people with production access to the minimum, and they are bound by confidentiality.

B6. International transfers

Client personal data is stored in Ireland. Transfers from the UK to Ireland are covered by the UK’s adequacy regulations for the EEA. Where any other sub-processor transfers data outside the UK or EEA, that transfer is covered by adequacy regulations or by standard contractual clauses together with the UK Addendum, plus any additional safeguards required.

B7. Deletion and return

• Client data belongs to the client, not to you. It is stored under the client’s account and is not deleted when your coaching relationship ends or your subscription stops.
• When a link ends — by either of you — your access to that client’s training data, plans, progress photographs and check-ins ends immediately. This is enforced at the database, not by the interface.
• The conversation between you, the date tags you added and the goal and labels you set, and your own private notes, stay readable to you for 30 days after the link ends, so that you can raise final invoices and write a handover. After 30 days your access to them ends and the client comes off your roster. This is a limit on your access, not a deletion: the records remain on our systems until the client deletes their account.
• Your private notes are visible only to you — never to the client — but they remain the client’s personal data, and we will disclose or delete them on request as set out below.
• A client can delete their own account from the app, which removes their data from our systems.
• On request we will delete or return client data insofar as we hold it on your behalf and are not required to keep it by law.

B8. Personal data breaches

We will notify you without undue delay after becoming aware of a personal data breach affecting client data we process for you, with the information you reasonably need in order to meet your own notification obligations. Reporting to the ICO and to affected clients, where required, is your responsibility as controller — we will help.

B9. Client requests

If a client contacts us directly to exercise their rights over data we process for you, we will tell them to contact you where you are the controller, and let you know. If a client contacts you about data we hold as controller in our own right, point them to thomas@pixlfit.co.uk.

B10. Precedence

Where Part B conflicts with Part A in relation to the processing of client personal data, Part B prevails.

Contact

Questions about these Terms or Part B: thomas@pixlfit.co.uk. Support: hello@pixlfit.co.uk.