Privacy Policy

Last Updated: October 21, 2026

UltraFit360 is operated by Aptix Labs Private Limited, a company incorporated in India (CIN: U62010DL2026PTC465388, registered office: B-701, Plot 5, Swami Dayanand Apartment, Sector 6 Dwarka, New Delhi, Delhi 110075). References to "we", "our", or "us" in this Policy mean Aptix Labs Private Limited. This Privacy Policy explains how we collect, use, share and protect information when you use the UltraFit360 mobile app, the UltraFit360 coach portal, our website (including coaches' public lead and booking pages), and the UltraFit360 connectors for ChatGPT and Claude.

1. Information We Collect

Account Information:

• Email address and name (for account creation)
• Profile information (age, gender, height, weight)

Health & Fitness Data:

• Workout logs (exercises, sets, reps, weights)
• Nutrition logs (meals, calories, macronutrients)
• Body measurements (weight, body circumferences)
• Progress photos (Optional. You can choose to store photos locally on your device or sync them to Google Cloud for secure personal storage, simplified visual tracking across devices, and AI-powered physique analysis.)
• Health metrics from Apple Health or Google Health Connect (steps, heart rate, sleep, with your permission)

Device Information:

• Device type and operating system
• App usage data for improving functionality

Coaching information (if you work with a coach):

• Check-in answers and check-in photos
• Messages with your coach
• The plans, targets and questionnaires your coach sets for you

Coach account information (if you are a coach):

• Name, username, email, phone, bio, "about" text, profile photo, website and social links, specialties, certifications, services offered, target customers, preferences, booking availability and timezone
• For teams: organisation name, logo, description, website, address and contact details
• How you found us (a referral tag such as an outreach campaign) when you sign up

Information from people who contact a coach (see section 5).

Social information (if you use friends, squads or challenges): your username, friend connections, squad memberships and challenge activity.

Connector activity: when you use UltraFit360 through ChatGPT or Claude, we log which tools were called and with what inputs, to operate and secure the service.

Messaging channels and Meta platform data

When a coach connects a WhatsApp Business number or an Instagram professional account to UltraFit360, we receive, through Meta's platform APIs, the messages sent to that coach, the sender's name and profile identifiers (the WhatsApp phone number or Instagram-scoped user ID), and message timestamps.

• How we use it: only to show the conversation to the coach, to let the coach or the coach's assistant reply about the coach's services, and to book a consultation call on the coach's behalf. We do not sell this data or use it for advertising.
• Who receives it: only the coach whose account the person contacted, and the service providers that host UltraFit360 (Microsoft Azure) and the AI providers that generate assistant replies, under contract and only for that purpose.
• How long we keep it: conversations and lead records are kept while the coach's UltraFit360 account is active. Leads marked lost are deleted 90 days after that mark. Anyone can ask for their data to be deleted at any time; see the Data deletion page.

Our use of Meta platform data follows Meta's Platform Terms and Developer Policies.

2. How We Use Your Information

• Provide personalized workout and nutrition recommendations
• Track your fitness progress over time
• Generate AI-powered coaching insights
• Sync data across your devices
• Improve our app and services
• Connect you with a coach you have accepted and let them coach you (section 4)
• Send service emails and notifications, such as coaching invitations, connection requests, check-in reminders, booking confirmations and cancellations, and new messages (push notifications can include a short preview of a message)
• Send occasional product and re-engagement emails, which may be personalised with AI using your goals, program and recent activity; every such email has an unsubscribe link
• Contact coaches and fitness businesses about UltraFit360 using business contact details they have published (section 6)
• Keep the service safe, including reviewing AI coach conversations for quality and safety (section 9)

3. Data Storage & Security

Your data is stored securely using industry-standard encryption:

• Our backend services and databases are hosted on Microsoft Azure. Progress photos, check-in photos and profile images are stored in Google Cloud Storage. Servers are located in India and other secure regions.
• All data transmission uses industry-standard HTTPS/TLS encryption.
• We do not sell your personal or health data to third parties.

Cookies and analytics. Our website uses Google Analytics and Google Ads tags to understand how visitors use the site and to measure our advertising, including which pages lead to sign-ups, form submissions and bookings. These tools use cookies and similar technologies. You can block or delete cookies in your browser settings.

4. Coaching on UltraFit360

Connecting with a coach

A coach can invite you by email. If you are new to UltraFit360 we create your account with the name and email the coach entered and send you an invitation. Your coach can't see your data until you accept their connection request in the app. Two exceptions: UltraFit360 platform administrators can connect accounts directly (for example when helping a coach set up), and if your coach belongs to a team, the team's head coach can move you to another coach in the same team without asking you first.

What your coach can see

While you are connected, your coach can see information you have recorded since your coaching began:

• Your name, email, phone number and profile photo
• Your age or date of birth, gender, country and timezone
• Your diet type, eating habits, food allergies, health conditions, supplements and medications, preferred and avoided ingredients and available equipment
• Your goals and calorie, macro, water and step targets
• Your daily nutrition totals
• Your workouts, including sets, reps, weights and effort
• Health metrics such as weight, body fat, body measurements, steps, sleep, water, heart rate, resting heart rate, heart-rate variability, VO₂ max, distance and active calories, including data synced from Apple Health or Health Connect
• Your progress photos, check-in answers and check-in photos

Your coach can't see your AI coach conversations, your AI coaching memory, Form Check results, fasting records or Physique Check results.

What your coach can change

Your coach can set your targets and check-in schedule, create and assign workout programs and meal plans, send you questionnaires, and keep private notes about you. They can also send you messages and feedback on your check-ins.

Teams

If your coach is part of a team, the team's head coach can see your name, email, status, assigned coach, next check-in and package end date, and can reassign you. Only your assigned coach sees your fitness and health data.

Coach Pro features

While you are connected to a coach, your account gets Coach Pro features at no charge. We don't collect payment information for this.

When coaching ends

Coaching ends when your coach removes you or your coaching package expires. After that: your former coach can no longer see your data, except that they keep read-only access to the check-ins you sent them while you were coached (including the photos in those check-ins); you and your former coach can still message each other for 7 days; programs and meal plans your coach created stay in your account; and your app switches back to the AI coach. To end a coaching connection early, ask your coach or contact us (section 12).

5. People Who Contact a Coach

Coaches on UltraFit360 can share a public lead page and booking page. If you fill in one of these forms:

• We collect the details you enter: your name, email, phone number (optional), goal, activity level, preferred contact method (email, phone or WhatsApp), message, and the call time you choose
• Only that coach can see them; they are not shared with the coach's team
• If you book a call, we email a confirmation (and any cancellation) to you and to the coach
• To prevent spam, we limit how many forms can be sent from one internet address; we don't store your IP address

We keep these details until the coach deletes them or you ask us to delete them (section 12). We use Google Analytics on these pages to count form submissions and bookings (section 3).

6. Coaches and Coaching Businesses

Your public profile. Your lead page and booking page show your name, profile photo, bio, "about" text, specialties, certifications and services, and your open booking times. Your phone number, email, social links and team details are not shown on these pages. Clients who receive your connection request see your name, photo, bio and team name.

Emails to coaches and fitness businesses. We may email coaches, gyms and studios about UltraFit360 using business contact details they have published publicly, such as on their website or social media profile. We may use AI to personalise the opening of these emails based on that public information. Every email includes an unsubscribe link, and we stop contacting you once you unsubscribe. If you then sign up, we note that you came from our outreach.

Coaches' use of client data. Coaches must use client information only to coach that client.

7. Friends, Squads and Challenges

• Other UltraFit360 users can find you by your name or username and see your name, username and profile photo.
• Friends you accept see your name, username and photo, and milestones in their activity feed, such as joining a squad, levelling up, and challenge results.
• When you join a squad, you take part in its challenges. Squad members see your name, photo, rank and challenge score, which can reflect your steps, workout streak, days you hit your calorie target, macro hit rate, training volume or lifting results.

8. Third-Party Services

We use these service providers to run UltraFit360. They process data on our behalf under their own privacy policies:

• Microsoft Azure: Backend hosting, databases, and Azure OpenAI for AI coaching, insights and personalised email copy
• Google Cloud: Photo and file storage, and Gemini AI for coaching features
• OpenAI: For advanced AI coaching, workout analysis, and insight generation
• Firebase (Google): Sign-in and app analytics
• Sentry: App error and crash reporting
• Expo: Push notifications
• Zoho Mail: Sending emails
• Google Analytics and Google Ads: Website analytics and advertising measurement
• Apple Health / Google Health Connect: Syncing health metrics, only with your permission
• ChatGPT (OpenAI) and Claude (Anthropic): Only if you connect them (section 10)

9. Camera, Photos and AI Features

We request camera access to:

• Take progress photos for visual tracking
• Scan food barcodes for nutrition logging

You have the option to store photos locally or sync them to our secure Google Cloud storage for multi-device access and enhanced AI physique analysis. We implement strict access controls to ensure your photos remain private.

• Form Check uses your camera to track your movement. Pose detection runs on your phone; we don't upload the video. After a set, a text summary of your form may be sent to our servers to generate coaching notes.
• Physique Check analyses the photo you choose on our servers and returns the result; the photo itself isn't stored.
• To keep AI coaching safe and improve its quality, authorised UltraFit360 staff can review AI coach conversations.

10. ChatGPT and Claude Connectors

UltraFit360 offers optional connectors for ChatGPT and Claude, built on the Model Context Protocol. Both work the same way and have the same access. You must explicitly connect your UltraFit360 account (via secure OAuth sign-in) before any data is shared; you can disconnect at any time from your ChatGPT or Claude settings, which revokes access. When connected, the connector can request the following from your UltraFit360 account on your behalf:

Data the connector can read:

• Nutrition logs — logged meals and per-day totals (calories, protein, carbs, fat)
• Body metrics — body weight, body-fat percentage, and other measurements over time
• Workout history — completed sessions and all-time personal bests (max weight per exercise)
• Your assigned workout program and the exercise catalog
• AI coaching memory — a structured summary of your profile (age, height, current weight, activity level), active goal and target, current program, training and nutrition context, lifestyle notes, and coach notes
• A composite progress overview combining the above

Actions the connector can take (only with your confirmation in chat):

• Create or update meal plan options
• Replace exercises in your active program
• Assign or build a new workout program (this deactivates your current program)
• Log a meal
• Update your calorie, macro, water and step targets

Your UltraFit360 identity is derived solely from your authenticated session — the connector cannot access another user's data. Requests sent through ChatGPT are processed by OpenAI, and requests sent through Claude are processed by Anthropic, under their own privacy policies. We log which connector tools were called and their inputs to operate and secure the service. We share only the data needed to fulfil each request and do not transmit payment details, government IDs, or credentials through the connector.

11. Your Rights

You have the right to:

• Access: Request a copy of your data
• Delete: Request deletion of your account and all associated data
• Correct: Update inaccurate information
• Opt-out: Disable health data syncing at any time
• End a coaching connection: Ask your coach, or contact us
• Unsubscribe: From marketing emails at any time using the link in the email
• People who contacted a coach through a lead or booking page can ask us to delete those details

12. Data Retention and Account Deletion

We keep your data while your account is active. When you delete your account:

• We remove your name, email, profile photo and sign-in details
• We end every coaching connection, so no coach can see your data any more
• We delete your progress photos and check-in photos
• We stop notifications and deactivate your goals

We keep your other fitness records (such as workout, nutrition and health metric logs) without your name or email attached. Details submitted through a coach's lead or booking page are kept until the coach deletes them or you ask us to delete them. We may keep some information longer where the law requires it.

13. Children's Privacy

UltraFit360 is not intended for users under 13 years of age. We do not knowingly collect data from children under 13.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes through the app or via email.

15. Contact Us

If you have questions about this Privacy Policy or your data, please contact us: