Quickr Privacy Notice

Last Updated: July 2025

Thank you for choosing CoachTracker! This Privacy Notice explains how we collect, use, and share personal information—both online and offline—that identifies you or could reasonably be used to identify you (“Personal Data”). This Notice applies to Quickr Limited, along with our affiliated entities and associated digital services (referred to collectively as “Quickr,” “we,” “our,” or “us”).

Please note that third-party services we integrate with—such as Stripe, Google, and others—are governed by their own independent privacy policies. We encourage you to review those policies directly when engaging with external platforms.

When we refer to “Products and Services” in this Privacy Notice, we are referring to all of our websites, apps, and related offerings, including client management software, communication tools, task tracking, check-ins, and payment processing. This Privacy Notice applies to the use of the following domains and digital products operated by Quickr Limited:

1. SCOPE

This Privacy Notice applies when CoachTracker acts as a controller (i.e. when CoachTracker decides how and why Personal Data is processed). It typically does not apply to situations where Xplor is acting as a service provider or processor (as described below). If you have questions regarding your relationship with Xplor, and whether or not this Privacy Notice applies to your interactions with us, please contact Xplor at [email protected] or as otherwise described in the 12. Questions section of this Notice.

A. Quickr as a Service Provider or Data Processor

Quickr Products and Services can be used by businesses that contract with us to use our Products and Services (“Customers”) and by consumers (“Consumers”). In most cases it is Quickr’s Customers, rather than Quickr itself, that make decisions about how the Customers’ employees (“authorized users”) and their customers or Consumers use our Products and Services. In most of those situations, Quickr is acting as a processor or service provider, and this Privacy Notice does not apply. 

If you’re using an Quickr Product and Service in those situations, such as through your company, educational institution, gym, coach, or with your company email address, that entity is responsible for determining how your information is used.

This Privacy Notice does not typically apply to Personal Data that we process as a service provider or data processor on behalf of our Customers. If you are a Consumer of one of our Customers, you should read that organization’s privacy notice. Questions about privacy practices can be directed to the Customer or to privacy@quickr.co.nz

B. Quickr as a Controller

In other situations, Quickr acts as a “data controller” (the entity that decides how and why information is processed). This Privacy Notice applies to situations where Quickr is a data controller, such as when we process Personal Data collected online or offline by us, for example when:

Customers and Potential Customers:

  • receive communications from us or otherwise communicate with us;
  • use our Products and Services in their individual capacity under a contract with us;
  • perform billing using our Products and Services;
  • receive marketing communications from Quickr;
  • register for, attend or take part in Quickr events, webinars, programs, or contests;
  • participate in surveys, research or other similar data collection facilitated by us;

Consumers:

  • use our Products and Services to pay our Customers;
  • use our Products and Services in their individual/personal capacity;

Website Visitors:

  • visit our websites that display or link to this Privacy Notice;
  • visit our branded social media pages; or
  • register for, attend or take part in Quickr events, webinars, programs, or contests.

C. Third Parties’ Products and Services

Our websites and Products and Services may also contain links to other websites, applications, platforms and services maintained by third parties. The information practices of these third parties, including the social media platforms that host our branded social media pages, are governed by their privacy notices, which you should review to better understand their privacy practices.

2. PERSONAL DATA WE COLLECT

The personal information we collect depends on how you engage with CoachTracker, the features you use, and the choices you make while using our services.

We collect—and may have collected within the past twelve (12) months—personal data from a variety of sources. This includes information you provide directly, data collected automatically when you use our platform, data received from trusted third-party sources, and data we derive or infer based on your usage. We may combine data across these categories to improve your experience and enhance our services.

Please note: You can choose not to share certain types of personal data. However, this may affect your ability to use certain features of the platform. Some data may also be required to fulfill contractual or legal obligations.

A. Data You Provide Directly

We collect information you provide when you sign up for, use, or interact with our platform.

Website Visitors

We may collect personal information when you fill out forms, respond to surveys, submit questions, or interact with any feature on our website (coachtrackerapp.com).

Coaches and Business Users (Customers)

If you are a coach, trainer, or organization that uses CoachTracker to manage clients or offer services, we collect data when you:

  • Register for an account

  • Subscribe to a plan

  • Connect third-party tools

  • Send messages

  • Upload files

  • Manage billing and scheduling

Clients and End Users (Consumers)

If you are using CoachTracker as a client of one of our business users, we collect your data:

  • When you sign up for coaching services through the platform

  • When you submit progress, feedback, check-ins, or tasks

  • When you make a payment

Examples of data you may provide directly include:

  • Contact details (name, email, phone number, mailing address)

  • Payment details (credit/debit card info, bank account, etc.)

  • Account credentials (username, password, profile info)

  • Uploaded content (files, documents, images, training notes, etc.)

  • Fitness-related inputs (goals, workout stats, nutrition data, health metrics)

Some of this information (e.g., health or financial data) may be considered “sensitive personal data” under applicable law. Providing this information is voluntary, but if you choose not to, some platform functionality may be limited.

If you submit personal data on behalf of someone else, you confirm you have the authority to do so and have obtained any necessary consent.

B. Data We Collect Automatically

When you interact with CoachTracker—via website or app—we automatically collect certain technical and usage data. This includes:

  • Device and browser info: IP address, device type, browser version, operating system

  • Geolocation: City, region, country (based on your device or IP)

  • Usage patterns: Pages visited, actions taken, referring sites, time spent

  • Call recordings: If you contact support by phone, the call may be recorded where permitted by law

This data is used to improve performance, support users, and ensure platform security. For more on cookies and tracking, see Section 5.

C. Data We Generate

We may derive insights from data you or others provide—for example:

  • Estimating your location from your IP address

  • Identifying patterns in coaching activity or user engagement

  • Predicting your preferences or feature usage

This “inferred data” helps us improve personalization and automate helpful features.

D. Data We Receive from Third Parties

We may also receive personal data about you from:

  • Third-party apps or platforms (e.g., if you sign in with Google, or sync data from another fitness app)

  • Social networks (e.g., if you engage with us on Instagram or Facebook)

  • Service providers (e.g., payment processors, analytics tools, or integrations)

  • Public sources (e.g., business directories or published profiles)

  • CoachTracker Customers (e.g., a coach who enters your name and email to set up your account)

In some cases, this may include fitness-related metrics, payment status, or engagement data passed through integrations.

CoachTracker’s website also includes social sharing features (like a “Share on X” button). If you use them while logged into a social account, that platform may link your activity to your social media profile. We recommend reviewing the privacy policies of those services for more detail.

3. HOW WE USE YOUR DATA

We use your personal data to operate, deliver, and enhance the CoachTracker platform and the services we provide. This includes fulfilling your requests, supporting your coaching workflows, and improving your overall experience.

The personal data we collect—outlined in Section 2—is used for the purposes described below, or as otherwise communicated to you at the time of collection. These uses may apply to data collected over the past twelve (12) months.

We use your data to:

  • Deliver and manage our Products and Services

    This includes providing access to your account, ensuring app functionality, hosting your coaching content, and maintaining secure platform operations.

  • Secure, troubleshoot, and optimize our systems

    We use data to diagnose issues, detect fraud, and keep the platform safe and functioning reliably.

  • Develop new features and improve existing ones

    We analyze usage patterns to guide product design and enhance functionality—making CoachTracker more useful and intuitive over time.

  • Personalize your experience

    Data helps us tailor the interface, recommendations, and content to better suit your coaching style, preferences, and usage habits.

  • Support our users

    We use data to respond to your support inquiries, investigate issues, and provide help through chat, email, or phone. Calls may be recorded for training or quality assurance (in compliance with applicable law).

  • Process and manage payments

    If you’re a paying user or making payments through the app, we use your data to verify transactions, facilitate billing, and perform necessary financial actions through our integrated provider (e.g., Stripe).

  • Enforce our terms and policies

    We may process your data to verify compliance with license agreements, usage limits, or subscription terms.

  • Send necessary communications

    These include service updates, confirmations, account notifications, password resets, billing alerts, and other operational messages.

  • Provide marketing and promotional updates

    With your consent or where permitted, we may send you updates about new features, promotions, offers, or coach resources. This may include personalized marketing content based on your activity or preferences (see Section 6 for how to manage marketing preferences).

  • Meet legal obligations and protect rights

    We may use or disclose your data to comply with applicable laws, respond to legal requests, enforce our Terms of Use, protect our rights or the safety of others, or cooperate with law enforcement and regulators when required.

We may also combine data collected from different sources—such as usage history, communication preferences, and device information—to deliver a more seamless and consistent user experience.

4. HOW WE SHARE PERSONAL DATA

CoachTracker only shares your personal data when it’s necessary to operate our services, support our users, comply with legal requirements, or with your consent.

We do not sell your personal data. We do, however, share it in the following ways:

A. With Service Providers

We share personal data with trusted third-party providers who help us deliver, maintain, and improve CoachTracker. These may include:

  • Cloud hosting and data storage providers

  • Payment processors (e.g., Stripe)

  • Email and communication platforms

  • Customer support and helpdesk services

  • Analytics and performance monitoring tools

All service providers are contractually obligated to protect your data and are only permitted to use it for the specific tasks we’ve assigned to them.

B. With Coaches and Team Administrators

If you’re a client or end user of a coach or coaching team using CoachTracker, your data (such as task completion, messages, check-ins, or notes) may be shared with your assigned coach or their designated team.

C. With Integration Partners and Third-Party Tools

If you choose to connect CoachTracker with third-party apps (such as Google Calendar, MailerLite, or other platforms), we may share the data necessary to enable that integration. These services operate under their own privacy policies.

D. During Business Transfers

If CoachTracker is involved in a merger, acquisition, asset sale, or business restructuring, your data may be transferred as part of that transaction, in accordance with applicable privacy laws.

E. To Comply with Legal Requirements

We may disclose your data to law enforcement, government agencies, regulators, or other parties if required to:

  • Comply with a legal obligation or court order

  • Protect the safety, rights, or property of CoachTracker, its users, or others

  • Investigate or prevent fraud or abuse

  • Enforce our Terms of Use

F. With Your Consent

We may share your data with third parties when you explicitly give us permission to do so—for example, by opting into a partnership feature, referral program, or public-facing showcase.

5. COOKIES AND OTHER ONLINE TRACKING

CoachTracker uses cookies and similar technologies to operate our website, improve user experience, analyze performance, and support personalized content and marketing.

Cookies are small data files stored on your device when you visit a website. They serve a variety of purposes, including remembering your preferences, identifying your session, and collecting analytics about how you interact with our services.

A. Types of Cookies We Use

We use the following types of cookies across our websites and applications:

  • Essential Cookies

    Required for basic platform functionality—such as logging in, navigating between pages, and securing your session. These cookies cannot be turned off.

  • Performance and Analytics Cookies

    Help us understand how you use the CoachTracker website and app. We use tools like Google Analytics to measure traffic, identify issues, and improve functionality.

  • Functional Cookies

    Enable advanced features such as saved preferences, autofill options, and personalized content.

  • Marketing and Advertising Cookies

    May be set by third-party partners to help deliver relevant ads based on your interests. These cookies track your activity across websites and can be disabled through your browser settings.

B. Third-Party Tools and Integrations

We may allow select third-party services to use cookies, web beacons, and similar technologies to collect information about your browsing behavior across our platform and other websites. These include:

  • Analytics platforms (e.g., Google Analytics)

  • Social media widgets (e.g., Share on X or Like on Facebook)

  • Advertising and retargeting providers (e.g., Meta Pixel, Google Ads)

These third parties have their own privacy policies and cookie settings, which we encourage you to review.

C. Your Choices

You have several options to manage or disable cookies:

  • Browser Settings

    Most web browsers allow you to control cookies through their settings. You can choose to block all cookies, only accept certain types, or receive a notification before a cookie is stored.

  • Opt-Out Tools

    Some third parties provide opt-out options for tracking, such as:

  • Do Not Track

    Some browsers offer a “Do Not Track” (DNT) signal. CoachTracker does not currently respond to DNT signals, as there is no industry-wide standard for handling them.

6. YOUR CHOICES AND RIGHTS

At CoachTracker, we believe you should have control over your personal data. Depending on your location and applicable data protection laws, you may have certain rights and choices regarding how we use and share your information.

A. Managing Your Information

You can access and update much of your personal information directly through your CoachTracker account settings. This includes:

  • Updating your name, email, or contact details

  • Changing your password

  • Adjusting your communication preferences

  • Managing your connected services or integrations

If you need further assistance updating your data, you may contact us at [email protected].

B. Marketing Preferences

You can opt out of receiving promotional emails from CoachTracker by:

  • Clicking the “Unsubscribe” link in any marketing email, or

  • Adjusting your email settings in your CoachTracker account

Please note that even if you opt out of marketing communications, we may still send you important service-related messages, such as updates to our Terms of Use or payment notifications.

C. Rights Under Privacy Laws

Depending on your jurisdiction, you may have additional rights under privacy laws such as the GDPR (EU/UK) or CCPA/CPRA (California). These may include:

  • Right to Access: Request a copy of the personal data we hold about you

  • Right to Rectification: Correct inaccuracies in your personal data

  • Right to Deletion (Right to be Forgotten): Request that we delete your data, subject to legal exceptions

  • Right to Restrict Processing: Limit how we use your data under certain conditions

  • Right to Data Portability: Request a copy of your data in a machine-readable format

  • Right to Object: Object to data processing based on our legitimate interests

  • Right to Withdraw Consent: Where we rely on your consent, you may withdraw it at any time

  • Right to Non-Discrimination: We will never discriminate against you for exercising your privacy rights

To exercise any of these rights, please contact us at [email protected]. We may request proof of identity to verify your request and ensure your security.

D. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes described in this Privacy Notice, unless a longer retention period is required or permitted by law. This includes fulfilling our legal, tax, accounting, or reporting obligations, resolving disputes, and enforcing our agreements.

When data is no longer needed, we securely delete or anonymize it.

7. PRIVACY RIGHTS

Depending on your country or state of residence, you may have additional privacy rights under local laws. Below is an overview of specific rights that may apply to you under data protection laws such as the General Data Protection Regulation (GDPR), the UK GDPR, and the California Consumer Privacy Act (CCPA/CPRA), among others.

A. California Privacy Rights (CCPA/CPRA)

If you are a resident of California, you have the right to:

  • Know: Request to know what categories of personal data we collect, use, disclose, or sell about you.

  • Access: Request a copy of the personal data we hold about you.

  • Delete: Request the deletion of personal data we have collected from you, subject to certain exceptions.

  • Correct: Request that we correct inaccurate personal data we hold about you.

  • Opt-Out of Sale or Sharing: CoachTracker does not sell your data. However, California law defines “sharing” for targeted advertising purposes. If applicable, you may opt out of this kind of sharing.

  • Non-Discrimination: Exercise your privacy rights without receiving discriminatory treatment.

To exercise any of your California rights, please email us at [email protected]. You may also designate an authorized agent to make requests on your behalf.

We will verify your identity before processing any privacy-related request, and we may request additional details to ensure a secure and lawful response.

B. European and UK Residents (GDPR / UK GDPR)

If you reside in the European Economic Area (EEA) or United Kingdom, you have the right to:

  • Access: Obtain confirmation about whether we process your personal data and access a copy.

  • Rectification: Request correction of inaccurate or incomplete data.

  • Erasure: Request that we delete your personal data, subject to legal exceptions.

  • Restriction: Request restriction of data processing under certain circumstances.

  • Portability: Receive your personal data in a structured, commonly used, and machine-readable format and have it transmitted to another controller.

  • Objection: Object to processing based on our legitimate interests or for direct marketing.

  • Withdraw Consent: Where we rely on your consent, you may withdraw it at any time.

You may exercise your GDPR-related rights by emailing [email protected]. If you have unresolved concerns, you may contact your local data protection authority.

C. Other Jurisdictions

Depending on your location, you may have additional rights under local privacy laws. If you believe you have a right not outlined here, or if you have specific legal questions, please contact us and we’ll be happy to assist you.

8. RETENTION OF PERSONAL DATA

We retain your personal data only for as long as it is necessary to fulfill the purposes for which it was collected, including to comply with legal, regulatory, tax, accounting, or reporting obligations, resolve disputes, enforce our agreements, or as otherwise permitted by law.

How We Determine Retention Periods

The length of time we retain personal data depends on the following factors:

  • The type of data we’ve collected and the purpose for which it was collected.

  • The nature of your relationship with CoachTracker (e.g., whether you are an active customer, former user, or visitor).

  • Legal obligations or contractual requirements that may require us to retain certain information (e.g., payment records, invoices).

  • The risk and impact of retaining vs. deleting data, including data integrity, business continuity, fraud prevention, and operational needs.

When data is no longer required, we will either delete it securely, anonymize it so it can no longer be associated with you, or isolate it from further processing until deletion is possible.

Special Note on Account Deletion

If you request account deletion, we will remove or anonymize your personal data as required by applicable laws. Certain data (such as payment records or communication logs) may be retained for a limited period to meet legal or regulatory obligations, resolve disputes, or enforce agreements.

9. LOCATION OF PERSONAL DATA

The Personal Data we collect may be stored and processed in your country of residence or in any other country where we, our affiliates, subsidiaries, or third-party service providers operate. Currently, we primarily use secure data centers located in the European Union, United Kingdom, United States, Canada, Australia, and New Zealand.

These storage locations are chosen to optimize service delivery, maintain high performance, and ensure redundancy for the protection of data in the event of outages or system failures.

We implement technical and contractual safeguards to help ensure that your data is protected in accordance with this Privacy Notice and applicable laws, regardless of where it is stored or processed.


A. Location of Processing European Personal Data

For residents of the European Economic Area (EEA), United Kingdom, or Switzerland, your Personal Data may be transferred to countries that may not provide the same level of data protection as your home jurisdiction—including the United States.

When such transfers occur, we use appropriate legal mechanisms to protect your data, such as Standard Contractual Clauses or other approved data transfer agreements. You can learn more about the European Commission’s adequacy decisions here:

https://commission.europa.eu/law/law-topic/data-protection/international-dimension-data-protection/adequacy-decisions_en


10. DATA SECURITY

We take data security seriously and implement reasonable administrative, technical, and physical safeguards designed to protect your Personal Data from unauthorized access, use, alteration, disclosure, or destruction.

These measures include:

  • Secure data storage and encryption

  • Access controls and role-based permissions

  • Regular monitoring and security updates

  • Data minimization and retention policies

Despite our efforts, no method of data transmission over the internet or electronic storage is completely secure. While we strive to protect your Personal Data, we cannot guarantee absolute security.


11. CHANGES TO THIS PRIVACY NOTICE

We may update this Privacy Notice periodically to reflect changes in our practices, legal requirements, or product features. If we make material changes, we will provide notice—either by posting an update on our website, through the app, or via email, if applicable.

The “Last Updated” date at the top of this Privacy Notice indicates when the most recent revisions were made. We encourage you to review this Privacy Notice regularly to stay informed about how we protect your information.


12. QUESTIONS

If you have any questions, concerns, or complaints regarding this Privacy Notice or our handling of your Personal Data, please contact us at:

Email: [email protected]

Mailing Address:

Quickr Limited

Attn: Privacy Office

Level 2, 100 Main Street

Auckland, 1010

New Zealand

We take your privacy seriously and will respond to your inquiries in accordance with applicable data protection laws.