Steado for Gyms Privacy Policy

Steado for Gyms is what gym owners and trainers use to run their members’ coaching: the Steado for Gyms app on iPhone and Android, the owner dashboard at gym.steado.mindlanesolutions.com, the trainer web app at trainer.steado.mindlanesolutions.com, and the Steado servers behind them. It has two kinds of user:

Gym members use the Steado app, not Steado for Gyms. What the Steado app collects from members, and what they choose to share with a gym, is in the Steado privacy policy. This policy covers how that shared data is shown and used in Steado for Gyms.

Steado for Gyms is for work at a gym. It is not for anyone under 18.

When we set up your account and you run your gym, we collect:

When you sign in and coach members, we collect:

Your gym’s owner sees your name and phone number, the members you coach, and figures about your coaching: plans sent by their review date, how many of your members you messaged in the last 2 weeks, workouts you logged with members and change requests you answered.

A member’s data belongs to the member. They share it with your gym from the Steado app: they ask to join, agree to share, and the owner approves the request. From then on, the owner and the member’s trainers can see:

Trainers and owners never see a member’s chats with the coach in the Steado app, the coach’s memory of them, their day notes, their meal photos, or the health conditions and medications they entered.

Only a member’s trainers can write their plan, message them and log workouts with them. The owner reads a member’s pages without changing them, and can mark visits and change trainers. A member can leave the gym’s coaching at any time in the Steado app, and the gym loses access to their data at once; plan drafts not yet sent to them are deleted.

Your gym is responsible for how its owner and trainers use what members share. Use it only to coach them.

The AI in Steado for Gyms is called Steado AI. Three features send data to AI models:

Member summaries, Ask and plan drafts are written by third-party AI models. Every call goes through OpenRouter, which passes it to a company that runs the model; which model answers can change. Each Ask and member summary request tells OpenRouter to use only companies that do not keep prompts to train models, and we do not authorise any of them to train models on this data.

Ask and member summaries never read a member’s coach chats, the coach’s memory, day notes or photos. AI output can be wrong. A member sees a plan only after a trainer sends it, so check a draft first.

For each AI request we record how much it used, and the gym and the person it was for, to keep to your gym’s AI allowance. That record holds no question or answer text.

Ask has a mic. When you tap it, your device’s own speech recognition turns what you say into words: Apple’s on iPhone, your phone’s speech service on Android (usually Google’s), and your browser’s in the web apps (Chrome sends the sound to Google’s speech service). Depending on the device and the language, the recogniser works on the device or sends the sound to Apple or Google.

The words go into the question box, and nothing is sent until you tap Send. Steado receives only the text you send, never the sound, and Steado for Gyms does not record or keep any audio. The app asks for the microphone, and on iPhone for speech recognition, the first time you tap the mic. You can turn either off in your phone’s settings.

Trainers can turn on notifications about their members and plans, such as “New member: Priya”, an AI draft that is ready or a plan review that is due. Owners get no notifications.

On a phone they come through Firebase Cloud Messaging (Google), which uses Apple’s push service on iPhone. In a browser they come through your browser’s push service. To send them, we store your phone’s push token, or your browser’s push subscription, securely, under an installation ID: a random identifier the app makes for that phone or browser, which names the device, not you. The app also sends the installation ID when you sign in.

We delete the push token when you sign out on that device or delete your account, and stop using it as soon as the push service says it no longer works. Notifications go only to a phone or browser that is still signed in.

You can add a photo or a GIF to an exercise from your photo library. It is stored with Steado’s exercise demos, which are public: anyone with the file’s address can open it, and your gym’s members see it in the Steado app. Do not add a photo of anyone who has not agreed to it.

Steado for Gyms never opens the camera, and reads only the picture you pick. Saving your gym’s QR poster to your photos only adds that image.

There are no payments in the app. Any commercial terms are agreed with our team directly.

Steado for Gyms shows no ads and uses no advertising identifiers. It has no analytics or crash-reporting SDK: the only third-party services built into the phone app are Firebase Authentication, for trainer sign-in, and Firebase Cloud Messaging, for notifications, and the web apps use Firebase Authentication alone. We do not track you across other apps or websites, and we do not sell personal data.

Steado for Gyms does not read your contacts or your location.

We use this data to run your account and sign you in, show a gym’s data to its owner and trainers, coach members through their plans and messages, send the notifications you turn on, keep to each gym’s AI allowance and member limit, keep the service secure and meet legal obligations.

We process owners’ and trainers’ data to provide the service the gym agreed with us. Members’ data is processed on the consent they give when they join a gym, which they withdraw by leaving its coaching.

We share personal data only with the people and services below, each receiving what it needs.

We store live data on servers we operate. Google Firebase, Apple, OpenRouter, the companies that run the AI models, and our email services operate outside India, and may process data abroad under contractual safeguards.

Owner and trainer accounts, and a gym’s data, are kept while the account and the gym exist. Ask deletes a gym’s questions and answers once they are 90 days old, the next time anyone at the gym asks a question. A trainer’s unsent drafts for a member are deleted when the trainer loses access to that member. Diagnostic logs are kept for 30 days.

After an account is deleted, copies in operational backups, where they exist, are overwritten within 30 days.

Traffic between the apps and our servers is encrypted. Passwords and the links we email are never stored as they are, and push tokens are stored encrypted. Sign-in sessions expire, and we end a session if we see it being misused.

On a phone, the app keeps your sign-in in the phone’s secure storage. Plan edits not yet saved and the screens it last loaded stay on the phone, so the app keeps working offline; they are cleared when you sign out or switch gyms.

No system is perfectly secure. If a breach affects you, we will tell you and the Data Protection Board of India as the law requires.

To ask us to delete your account, trainers open Profile and tap Delete account, and owners open More and tap Delete account. You can also email hello@mindlanesolutions.com: owners from the address on the account, trainers with the phone number they sign in with. Our team completes the deletion within 30 days of your request. Deleting the app does not delete your account.

A trainer’s sign-in is a Steado account, so deleting it also deletes the Steado account, with everything in the Steado app if you use it yourself: profile, logs, plans, photos and coach conversations. For a trainer we also delete:

Plans you sent stay with the members they were written for, as part of their plans. Workouts you logged with members, visits you marked, and foods and exercises you added to the gym’s list stay with the gym, no longer linked to you.

For an owner we delete your sign-in, name and email address. A gym cannot stay on Steado for Gyms without an owner, so tell us in your request if someone else should take it over. Otherwise we close the gym: its trainers and members lose access to it, and we delete its data.

Either way, members keep their own Steado accounts, with their logs and the plans already sent to them.

You can ask us for a copy of the personal data we hold about you, or ask us to correct or delete it, by writing to us. We reply within 30 days. Members manage their own data in the Steado app, where they can export it, delete their account or leave a gym’s coaching.

Under the Digital Personal Data Protection Act, 2023 you also have the right to nominate another person to exercise these rights on your behalf, and the right to complain to the Data Protection Board of India.

The form on steado.web.app/gym sends your name, email address, gym name, message and, if you give it, phone number to our team’s email inbox. We use it only to reply to you. Write to us to have an enquiry deleted. The steado.web.app website also uses Google Analytics and Google Fonts, as the Steado privacy policy describes.

We will post any change here and update the “last updated” date. Where a change is significant, we will tell you in the app or by email before it takes effect.