ARTIFICIAL INTELLIGENCE COACHING BV (AIC) gives a paying service UltraTrailCoaching (UTC) on a web platform to use as is. With this, we would like to inform our users and visitors of our platform about our privacy policy. Privacy aspects like collecting, using, and disclosing personal information are described in this policy. In this document, the terms we use have to be read together with the General Terms. These policies and terms are complementary.
First of all, we would like to thank you for choosing our services and trusting our company.
Using our website/app, you agree/consent to 1) the General Terms and 2) our Privacy Policy. This Privacy Policy describes how your personal information is collected, used, and shared when you visit or make a purchase from https://my.ultratrailcoaching.com (the "Site").
When you visit the Site, we automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the installed cookies on your device. Additionally, as you browse the Site, we collect information about the individual web pages or products you view, what websites or search terms referred you to the Site, and how you interact with the Site. We refer to this automatically-collected information as "Device Information."
We collect Device Information using the following technologies: - "Cookies" are data files that are placed on your device or computer and often include a unique anonymous identifier. These data files are sent to your browser from the websites you visit. For more information about cookies and how to disable cookies, visit http://www.allaboutcookies.org. - "Log files" track actions occurring on the Site, and collect data including your IP address (Internet Protocol), device name, browser type, Internet service provider, referring/exit pages, and date/time stamps, and possibly the number of clicks. - "Errors" are tracked with Sentry. Sentry shows AIC every crash in the application as it happens, with the details needed to prioritize, identify, reproduce, and fix each issue. It also allows us to send feedback that helps the support team respond appropriately.
Additionally, when you start a subscription to a plan through the Site, we collect certain information from you, including your name, billing address, payment information (including the last four numbers of your credit card), email address, and phone number. We refer to this information as "Subscription Information." After you subscribed to a training plan on the Site, you will need to make payment for the plan's services. To process your payment, we use Stripe, a third-party payment processor.
Our payment processor, Stripe, will collect, use and process your information, including payment information, by their privacy policies. You can access their privacy policy via the following link: https://stripe.com/en-gb-be/privacy.
During the onboarding process and the Site's use, we will collect information needed for your training scheduling and management such as location, age/birth date, username, password, gender, profile picture, athlete type, preferred sports, attendances to events, reactions to events, country, timezone, phone number, date format preference, training days availability.
Authorized third-party app and device connections (Garmin, Suunto, Strava) will send information to the Site like your workout data, including threshold heart rate, maximum heart rate, resting heart rate, heart rate zones, threshold power, power zones, threshold speed, speed zones, shoe name, shoe brand, shoe model, shoe purchase date, shoe start distance, maximum shoe distance, shoe notes, notification preferences, layout preferences, unique identifiers "Training Information."
Data received from connected third-party platforms (such as Garmin, Suunto, and Strava) is handled in accordance with the respective platform's API terms and conditions.
Twilio manages our Whatsapp communication. Twilio is a cloud communications platform that provides AIC with building blocks to add communications to web and mobile applications. The content of messages and attachments or other information you may send us via Whatsapp is managed as Training Information.
When you connect your account from Garmin or Suunto, the Site will send information to the third-party app and device connections from Garmin and Suunto, like the structured workout information and routes.
When we talk about "Personal Information" in this Privacy Policy, we are talking about Device Information, Subscription Information, and Training Information.
We use the Personal Information that we generally collect to manage your workout scheduling through the Site (including workout structuring and trail route optimizations). The smart technology (AI) in the Site assists with workout scheduling and training management based on the information you provide.
The platform uses AI assistants to help with training planning and race preparation. "Pulse" answers your training questions based on your training schedule and race information. "Scout" researches your upcoming races, finding official websites, course details, aid station information, required gear, and GPS routes. These assistants may work automatically in the background to prepare race information ahead of time. The AI assistants do not make medical decisions and do not replace professional coaching advice.
Our AI coaching features may retain key preferences you share during your interactions (for example, preferred training times, injury history, race objectives) to provide more personalized responses. These preferences are stored securely with our infrastructure partners, linked to your account. Your personal training preferences are never shared with other users. You can request deletion of your stored AI knowledge at any time by contacting us.
Additionally, we use this Personal Information to: Communicate with you via email or Whatsapp; Screen our subscription for potential risk or fraud; and When in line with the preferences you have shared with us, provide you with information on our products or services.
We use the Device Information that we collect to screen for potential risk and fraud (in particular, your IP address). We will use this collected info to improve and optimize our Site. We will use, for example, how our customers browse and interact with the Site to assess the success of our marketing and advertising campaigns.
We use the information to develop new products/services/features etc.
If you choose to refuse (some or all) cookies, you might find some errors or malfunctioning or might not be able to use some portions of the service.
When our AI researches a race (for example, aid stations, required gear, course details), these facts about the race are stored once and shown to all athletes participating in the same race. This avoids duplicate research and gives every athlete access to the same race briefing. Only factual race information is shared — your personal training data, goals, and notes are never shared with other users. You can add personal notes to any race, and these remain private to your account.
We will not share your Personal Information with third parties. Only the third-party services described below will need to know some Personal Information for this service. For example, we use Whatsapp to notify you if you have added your telephone information to your profile. Or we will share training strategies with your Garmin Connect App to have routes or workouts loaded in your watch. We also use Google Analytics to understand how our customers use the Site — you can read more about how Google uses your Personal Information here: https://www.google.com/intl/en/policies/privacy/. You can also opt-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout.
We use AI technology to process your coaching questions and generate training recommendations. Your data is transmitted securely and is not used to train third-party AI models. We use infrastructure partners to store key training preferences and race research findings to improve your coaching experience over time.
On our website/service, there might be links to third-party websites or advertising websites. If you click on those, you are directed to them. We do not operate those websites and therefore recommend reading their privacy policies. We can not be held responsible for their policies, uses, and practices.
Finally, we may also share your Personal Information to comply with applicable laws and regulations, respond to a subpoena, search warrant, or other lawful requests for information we receive, or otherwise protect our rights.
Please note that we do not alter our Site's data collection and use practices when we see a Do Not Track signal from your browser.
No transmission of data through or storage methods on the internet is 100% safe. Therefore we cannot guarantee 100% security.
We are not a healthcare provider or a business associate of a healthcare provider and are not subject to the privacy rule of the health information portability and accountability act of 1996 (HIPAA).
If you are a European resident, you are protected under the GDPR act. You have the right to access the personal information we hold about you and to ask that your personal information be corrected, updated, or deleted. You can ask to restrict or object to the processing. This includes the right to request a copy of your stored AI knowledge, or to request its deletion without deleting your account. Shared race facts (such as aid station locations and course profiles) are not considered personal data under GDPR. If you would like to exercise these rights, please contact us through the contact information below.
Additionally, when you are a European resident, we note that we are processing your information to fulfill contracts we might have with you (for example, if you are following a training plan through the Site) or pursue our legitimate business interests listed above. Additionally, please note that your information will be transferred to a cloud provider outside of Europe, including Canada and the United States.
When you have followed a training plan for an event through the Site, we will maintain your Personal Information for our records unless and until you ask us to delete this information. If you cancel your paid subscription, we will convert your account to a non-subscription account. In your profile settings, you can delete your account and all the personal information at any time.
AI knowledge (your training preferences and facts) is retained as long as your account is active. When you delete your account, your personal AI knowledge is also deleted. Shared race information (factual race details such as aid stations and course profiles) may be retained after account deletion as it is not personal data.
The Site is not intended for individuals under the age of 18.
We may update this privacy policy from time to time to reflect, for example, changes to our practices or other operational, legal, or regulatory reasons. Therefore, you are advised to visit our Privacy Policy page for changes regularly. We will notify you on this page. If new terms are posted here, they will be immediately effective.
For more information about our privacy practices, if you have questions, or if you would like to make a complaint, please contact us by email at privacy@ultratrailcoaching.com.