Coaching data privacy

About this notice

Exec Health Club is operated by Launch VC Pty Ltd, ABN 73 692 888 350, at 56 Clarence Street, Sydney NSW 2000, Australia. Contact hello@exechealthclub.com.

EHC provides accountability coaching. A certified personal trainer and a certified nutritionist create your program; an EHC accountability coach helps you follow it. We do not provide medical care or maintain bloodwork, disease histories or medical records as part of the service.

Some privacy laws use “consumer health data” broadly enough to include fitness, nutrition and related coaching information. This notice is EHC's Consumer Health Data Privacy Policy for information covered by the Washington My Health My Data Act or Nevada's consumer health data law. It explains the information relevant to our actual accountability service and the rights available where those laws apply. The legal privacy terminology does not mean EHC provides healthcare.

Information and sources

The following categories may be covered by these laws when linked to you and revealing fitness, nutrition or related coaching information:

• Membership checkout and earlier enquiries: full name, email address, country, company position, selected training goals and executive confirmation. Earlier enquiries may also include a first and last name, mobile number, company, discovery source and optional member referral name. Earlier fit assessments may also include adult eligibility, support preference and practical readiness for training and check-ins.
• Membership information: your name, email address, company-position category, residence country, payment and membership records, and the fact that you seek our accountability service.
• Program and accountability information: goals, training experience, schedule, equipment, food preferences, practical limits on activities or foods, the training and nutrition program prepared by the certified PT and nutritionist, completed activities, check-ins and progress you choose to share.
• Standalone questionnaire: your name, email address and answers about goals, previous attempts, work, routine, travel, challenges, training, nutrition and practical support needs. The questionnaire can be completed before membership, without an account or payment, so EHC can review the coaching support you seek and respond.
• Communications: enquiries, onboarding responses, coaching messages, voice notes, videos and optional progress photographs you provide.
• Technical information: device information, IP address and website or payment interactions that may reveal interest in our service, including the limited measurement events described below.

Sources are you, our interactions with you, the certified PT and nutritionist preparing your program, your accountability coach, website and payment technology, and payment records from Stripe.

We do not request, interpret or maintain bloodwork results, diagnostic test reports, disease histories, prescriptions or medical records as part of the service. Please do not send them. If such material is sent unintentionally, we limit its handling to addressing its receipt and taking reasonable steps to remove it where lawful, subject to any legal preservation requirement. We do not obtain clinical records from your healthcare providers, collect precise device geolocation through the website or use biometric identification.

Purpose and processing

We use relevant information to provide the accountability service you request: respond to membership enquiries, administer membership, confirm the requested service is within our scope, match your coach, enable the certified PT and nutritionist to prepare your program, and help you follow it. Coaching records concern the program, check-ins and follow-through; we do not use them to diagnose or treat conditions.

After you select “Continue to payment”, our server sends membership identity details to Stripe to prepare secure payment, including if you later leave without paying. Selected training goals and executive confirmation are not sent to Stripe. Program and accountability information is collected separately during onboarding and coaching. Before collecting information requiring consent, we explain its purpose, the systems used, who receives it and relevant overseas handling.

Where these laws require consent, we obtain it before collection, and consent to sharing is separate from collection consent. Accepting terms or paying does not give blanket consent. Any reliance on an exception for providing a requested service is limited to the processing that the applicable law allows. Additional categories, recipients or purposes require the disclosures and consent prescribed by applicable law before the change.

Sharing and limits

Relevant program and accountability information and communications are shared with the certified PT, certified nutritionist, your EHC accountability coach and the EHC personnel and service providers needed to deliver your membership. We explain any additional questionnaire or coaching communication provider before collecting covered information through that provider. WhatsApp receives information when you use it for coaching communications. Membership and transaction information is shared with Stripe for payments and subscription administration, website request information with Vercel for hosting, and email addresses and signup sources from earlier EHC email signups with Klaviyo.

We use Resend to email the membership details, selected training goals and executive confirmation submitted through “Continue to payment” to hello@exechealthclub.com. This notification identifies the request as unpaid; it does not confirm membership or payment. Resend processes the information for email delivery and retains the submitted email, and EHC retains copies received in its inbox. No separate database record is created for these checkout answers. An accepted-request acknowledgement confirms the email provider accepted the request for delivery; it does not confirm delivery to our inbox. Earlier enquiries and fit assessments used the same notification provider. Marketing permission is not requested or collected through checkout. Klaviyo continues to manage existing email subscriptions; starting checkout does not create a subscription.

For the standalone questionnaire, we use Resend to email your name, email address and complete answers to hello@exechealthclub.com for EHC review and follow-up. The email provider retains submitted email copies, and EHC retains copies received in its inbox; no separate questionnaire database record is created. The overseas-handling and retention provisions in our Privacy Policy apply to this information.

Until you submit the standalone questionnaire, your answers stay in the page’s memory and are cleared if you close or reload it. We do not put these answers in URLs or browser storage. The standalone questionnaire does not load advertising or analytics services, subscribe you to marketing emails or start a calendar booking.

After your paid-member questionnaire is saved, you can choose Onboarding with EHC’s Head Coach on Calendly. When you choose to book, your name and email may be prefilled. Calendly receives information you enter on its booking page and may process device, request and cookie information. We do not add your questionnaire answers or membership identifiers to the booking link. See Calendly’s Privacy Notice for its information handling.

We do not authorise sharing with our own corporate affiliates. Disclosures may also occur to professional advisers, regulators or other recipients where specifically authorised or required by applicable law. Access and sharing must be necessary for the requested service within an applicable legal exception or supported by the required consent.

We do not send coaching records, questionnaire answers, coaching goals, names, email addresses or card details to advertising or analytics platforms. On our homepage, including its FAQs, Meta's pixel and Meta-enabled Conversions API share limited technical website interactions, including visits, to measure and improve our Facebook advertising. Our website checkout also reports checkout starts and confirmed initial purchases. These interactions may reveal interest in our accountability service. Meta receives device and browser information, cookie or advertising-click identifiers, event references and transaction value and currency, and processes them under its Privacy Policy.

Google Analytics receives limited technical website interactions, traffic sources and basic engagement on those pages to produce website usage reports. Website checkout and purchase reporting also includes opaque purchase references with value and currency for sales reports. Google advertising features and automatic form-interaction measurement are disabled. See how Google uses information from sites that use its services.

Membership checkout no longer requires a prior enquiry or fit-assessment cookie. Before submission, selected goals and contact details remain in the current page’s memory. When secure payment is prepared, selected training goals can be retained in an encrypted, checkout-bound first-party cookie for up to 30 days to prefill paid onboarding. That cookie does not contain your name or email. Goals are not added to URLs. They are excluded from advertising and analytics events. Stripe processes membership identity and payment details, while Resend delivers the selected goals and executive confirmation privately to EHC as described above.

Google Analytics can record a form_start event when you begin completing the checkout details, using the fixed form name ehc_enquiry and limited page context. While analytics is enabled, validated campaign labels can remain in this page’s browser-history entry so attribution survives query removal and reload. We do not copy form answers or contact details into those labels, and clear them when analytics is turned off.

After you select “Continue to payment” and our server confirms that Resend has accepted your checkout details for delivery, the website can send Meta a Lead event and Google Analytics a generate_lead event, subject to the separate advertising and analytics choices and supported browser privacy signals. These events use the fixed label ehc_enquiry and do not include the form contents or contact details. The Meta event includes an opaque enquiry receipt reference. We keep the opaque receipt reference and timestamp in this browser for up to three days to avoid duplicate reporting and respect opt-outs. Requests made with a measurement service turned off are not reported to that service later when it is enabled. You can use checkout with measurement turned off.

The measurement services described above are enabled by default on those pages, with separate controls in Cookie settings in the footer. Turn off either service and select Save choices, or choose Turn off all to stop future sharing from this browser without affecting membership. Existing opt-outs, Global Privacy Control and Do Not Track signals are respected. This notice page does not send optional page-view events. The Privacy Policy explains the event data, storage and controls. A browser setting does not replace a consent required by applicable law. Payment providers may separately process device or saved-payment information for authentication, fraud prevention and service performance.

Your requests and appeals

Email hello@exechealthclub.com to request access or correction, confirmation of collection or sharing, a recipient list and contact information, withdrawal of consent, cessation of collection or sharing, or deletion of covered information. We may request reasonable identity verification, but do not require a new account. Do not send medical records or identity documents with your initial request. We will explain any lawful limitation and will not discriminate against you for exercising your rights.

Where these laws apply, Washington requests are handled within 45 days of receipt, and Nevada requests within 45 days of authentication; a justified additional 45 days requires timely notice. Nevada deletion requests are acted on within 30 days of authentication. We notify relevant recipients to delete shared data as required. Any permitted backup delay remains subject to the applicable legal limit.

If we refuse a request, reply to the same email to ask for a privacy appeal and explain your reasons. No particular subject line is required. We provide a written decision within 45 days of receiving the appeal. If denied, you may complain to the Washington Attorney General or Nevada Attorney General.

Changes

We post updates with a new effective date and notify affected members of material changes. New categories, recipients or purposes require the disclosures and affirmative consent prescribed by applicable law before the change takes effect.