Privacy Policy
Who we are
JH Coaching is run by Jacob Hickman (ABN 95 883 215 574), based in NSW, Australia. This policy explains how we handle your personal information, in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
The short version
- We collect only what we need to coach you, including some health information, measurements and progress photos.
- We use it only to coach you and run your account. We never sell your information or use your photos without your written permission.
- Only you and your coach can see your health information and photos.
- We use a few trusted service providers for payments, the app and email, some of which store data overseas.
- You can see, correct or delete your information at any time by contacting us.
What we collect and why
| Information | Examples | Why we need it |
|---|---|---|
| Contact and account details | Name, email, phone, app login | To set up your account and keep in touch |
| Payment details | Billing name and country; your card is handled by Stripe, and we never see the full number | To take payments and manage your plan |
| Health information (sensitive information) | Medical conditions, medications, eating disorder screening answers, pregnancy, menstrual cycle, allergies | To check coaching is safe and suitable for you, and plan around anything that matters |
| Body and progress data | Height, weight, waist measurements, progress photos, body fat estimates | To build your plan and track your progress |
| Daily logs and check-ins | Food totals, tracking accuracy, hunger, sleep, stress, digestion, workouts (exercises, weights, reps, notes, your gym and machine settings, and machine photos you add), your answers and notes | To review your progress and adjust your plan and training program |
| Lifestyle and preferences | Routine, training experience and schedule, injuries, foods you like and dislike, goals | To make your plan fit your life |
| Messages and calls | Messages with your coach; onboarding call notes | To coach you and remember what matters to you |
| App and device data | If you connect it: steps, sleep and weight from Health Connect; basic usage logs | To save you entering it yourself, and to keep the app working |
Your consent to health information. Health information is "sensitive information" under the Privacy Act, so we only collect it with your consent. You give it when you complete your intake and accept these policies. You don't have to answer every question, but without key health answers we may not be able to coach you safely.
Photos are used only to estimate body composition and track your progress. We'll never share or publish them, including as before-and-after photos, unless you give separate written permission.
We don't use your information for advertising, and we don't sell it.
How we store and protect it
- Your information is stored in the JH Coaching app's secure database and private file storage, protected by passwords and encryption in transit.
- Progress photos are kept in private storage and are only viewable through short-lived secure links.
- Only you and your coach can see your health information, photos and logs.
Who we share it with
We share information only with service providers who help us run the coaching, and only what each one needs:
| Provider | What for | Where data may be stored |
|---|---|---|
| Stripe | Payments and billing | United States and other countries |
| Railway | Hosting the app and its database | United States |
| Cloudflare | Storing photos and files | Global |
| Resend or Postmark | Sending account and coaching emails | United States |
| Cal.com or Calendly | Booking your onboarding call | United States |
| Calendar, email and documents | United States and other countries | |
| Loom | Your plan walkthrough video | United States |
| WhatsApp (Meta) | Messages you choose to send us there | Global |
Because some providers store data outside Australia, your information may be held overseas, mainly in the United States. We choose providers with strong security practices and use their privacy and security settings to protect your information.
We may also disclose information if required by law, or to protect someone's life, health or safety, for example contacting emergency services if we believe you're at serious risk.
Your own apps: Cronometer and any other apps you use are run by those companies under their own privacy policies. We only see what you share with us.
Your rights
- See your information: ask for a copy of what we hold about you, and we'll provide it within 30 days.
- Correct it: most of it you can update in the app yourself; for anything else, just ask.
- Delete it: ask us to delete your account and information. We'll do so within 30 days, except for records we're legally required to keep, like payment and tax records.
- Withdraw consent: you can withdraw consent to us holding your health information at any time, though we won't be able to keep coaching you without it.
There's no charge for any of these.
Delete your JH Coaching account
- In the app: open the JH Coaching app, go to Settings, then Account, tap Delete account and enter your password.
- By email: email jake@jakehickman.com from the address you sign in with and ask us to delete your account. We'll confirm within 30 days.
Deleting your account removes your profile, intake answers, logs, check-ins, measurements and progress photos. Payment and tax records are kept for 5 years, as tax law requires. Your subscription is cancelled separately, under the Terms of Service.
How long we keep it
While you're a client, and for 2 years after your coaching ends, so you can come back without starting from scratch. After that, we delete or de-identify it. Payment records are kept for 5 years, as tax law requires. You can ask us to delete your information sooner at any time.
If something goes wrong
If there's a data breach likely to cause you serious harm, we'll tell you as soon as possible, explain what happened and what you can do, and notify the Office of the Australian Information Commissioner (OAIC) where required.
Questions and complaints
Contact us first at jake@jakehickman.com. We'll reply within 30 days. If you're not happy with our response, you can complain to the OAIC at oaic.gov.au or on 1300 363 992.
Changes to this policy
We'll update this policy if how we handle your information changes, and let you know about significant changes before they take effect.
Contact
Jacob Hickman, JH Coaching · jake@jakehickman.com · ABN 95 883 215 574