Coach data agreement

Our roles

Macrocellar is the controller of the data in the app and decides how it’s stored and protected. When a client shares their data with you, you use it to give your own coaching advice, so for that use you are an independent controller (UK GDPR Article 4(7)). This agreement sets out the rules for that sharing, and forms part of the Coach Terms.

What clients share with you

Only what the client agreed to in the join agreement: their food diary and targets, weigh-ins and progress, logging streak, journal notes (except days marked “Just for me”), check-ins, intake form, meal plan, and their name, avatar, age, sex, height, activity level and goal. You can’t see their email, password or birth date. They can stop sharing at any time by leaving you.

Your duties

• Purpose: use client data only to coach that client, and only while they are your client.
• Stay in Macrocellar: don’t copy, export, screenshot or move client data outside Macrocellar unless the client has clearly asked you to.
• Confidentiality: don’t disclose client data to anyone else. Anyone who helps you must be bound by the same duties.
• Security: use two-factor sign-in, keep your devices locked and up to date, and never share your login.
• Health data: client data is special category data. Treat it with the care a health professional would.
• Only ask what you need: intake and check-in questions must be relevant to coaching. Don’t ask for medical records, ID numbers or other unnecessary sensitive data.
• Private notes: keep notes factual and professional. A client may ask to see what you hold about them.
• Your own privacy notice: if you use client data outside Macrocellar (with their permission), you must give them your own privacy notice and may need to register with the ICO.

Client requests and breaches

If a client asks you to see, correct or delete their data, help them use the in-app tools or tell us at privacy@macrocellar.com. If you think client data has been exposed (for example your account was accessed by someone else), tell us within 24 hours so we can meet our 72-hour duty to report to the ICO.

When coaching ends

Your access to a client’s data stops when they leave, you end coaching, or your subscription pause runs past 30 days. Delete any copies you made with their permission unless you have a legal reason to keep them.

Breaking this agreement

Misusing client data is a serious breach of the Coach Terms. We may suspend or close your account, tell affected clients and report it to the ICO where required.