How Esperity Coach collects, uses and protects your personal data.
Dear Coach and Coachee,
ESPERITY BV (the "Controller" or the "Company") (BE 0848.466.027), based at Brand Whitlock 108, 1200 Brussels, Belgium, is the Controller of your personal data processed through the use of the Esperity Coach application.
Esperity Coach is a digital coaching platform that connects coaches (life coaches, nutrition coaches, mental health coaches, business coaches, career coaches, and others) with their coachees. Coaches manage the content, programmes, and tools offered within the platform. Coachee accounts are created by the coach; no account is self-registered by the coachee.
Your participation in Esperity Coach is entirely voluntary. At any time, you may choose to use the service, refuse it, opt out, or request deletion of your data.
| Data Items | Category |
|---|---|
| Name, surname, email address, IP address, account ID | Personal identifying information |
| Height, weight, body measurements (if entered by coachee) | Physical details |
| Quality of life questionnaires, lifestyle surveys | Lifestyle data |
| Type of coaching domain, symptoms / metrics reported, treatment or programme type, wellbeing scores, personal goals | Coaching & health data |
| Wearable/activity data (steps, heart rate, sleep, activity) — only if coachee opts in | Wearable & activity data |
| Appointment dates/times, agenda entries | Scheduling data |
| Messages exchanged between coach and coachee | Communication data |
| Log data, app usage, device & browser info | Usage data |
| Knowledge assessments / quizzes (if proposed by coach and accepted by coachee) | Education data |
| Purpose | Data Category | Legal Basis | Mandatory? | Retention |
|---|---|---|---|---|
| Provision of coaching services: delivering the platform, personalised education, goal tracking, parameter monitoring, questionnaires | Identifying info, physical, coaching & health, education | Performance of contract + Explicit consent (health/special data) | Yes — without it the service cannot be provided | Duration of service + max 24 months after last access, then anonymised |
| Wearable & activity tracking | Wearable & activity data | Explicit consent of the coachee | No — strictly optional; coachee may opt in or out at any time | Duration of service + max 24 months after last access, then anonymised |
| Agenda / appointment management | Scheduling data | Performance of contract | Only if coachee uses this feature | Duration of service + max 24 months after last access, then anonymised |
| Coach–coachee messaging | Communication data | Performance of contract | Only if coachee uses this feature | Duration of service + max 24 months after last access, then anonymised |
| Anonymous platform statistics | Aggregated, non-identifiable usage data | Legitimate interest / Consent | No — always optional | 24 months, then anonymised |
| System security | IP address, log data | Legitimate interest | Yes — collected automatically during app use | 6 months |
Coachee accounts are created by the coach. Before a coachee can access the platform, they will receive an invitation and must explicitly:
Accept this Privacy Policy;
Provide explicit consent to the processing of any health or special category data;
Opt in separately to any optional features (e.g. wearable integration, questionnaires).
The coach decides which tools and content modules are made available within the coaching programme. The coachee retains full freedom to accept or decline any optional feature at any time.
When you use our application we use a third-party cookie (Google Analytics) to collect standard internet log information and details of visitor behaviour patterns. This information is processed only in a way that does not directly identify anyone. We use it to get aggregated statistics on visitor activities.
Measures to protect this information include: limiting the amount of data collected (not sharing IP addresses with Google), setting a retention schedule, and restricting access to our analytics data.
We keep analytics data for 14 months from a visitor's last visit. Analytics cookies are only placed with your prior consent.
We use your data solely to operate and improve the Esperity Coach platform. We do not sell personal data. Statistical results shared with third parties are always aggregated and anonymised — no individual can be identified from such reports.
Your data may be shared with:
Your coach (who manages your programme within the platform);
Our hosting providers and IT service suppliers acting as data processors;
Third parties — only in aggregated, anonymised form for statistical purposes.
We do not share identifiable personal or health data with any third party beyond the above.
We are based in Europe and your data is stored within the European Union. Some suppliers (IT services, hosting) operate outside the EU, such as in the United States. Data transfers to such countries take place only with adequate safeguards in place — such as an EU Adequacy Decision or Standard Contractual Clauses (SCCs) issued by the European Commission.
For further information on data transfers, please contact our DPO at: dpo@esperity.com
You have the right to:
Access your personal data;
Correct inaccurate or incomplete data;
Request erasure of your data ('right to be forgotten');
Restrict processing of your data;
Withdraw consent at any time (without affecting the lawfulness of prior processing);
Receive a copy of your data in a portable format or request its transfer to another controller (where technically feasible);
Object to processing based on legitimate interest;
Opt out of or delete your account and data at any time.
To exercise any of these rights, or to withdraw from the service entirely, contact our Data Protection Officer at: dpo@esperity.com
You also have the right to lodge a complaint with the supervisory authority of your country if you believe your rights have been breached. In Belgium: Autorité de protection des données (APD) / Gegevensbeschermingsautoriteit (GBA) — www.dataprotectionauthority.be
Data Protection Officer (DPO): dpo@esperity.com
Esperity BV — Brand Whitlock 108, 1200 Brussels, Belgium
BE 0848.466.027