Privacy Policy

FlexMentor is operated by Jabez Sanjay, an individual based in India (we, us). For the purposes of India's Digital Personal Data Protection Act, 2023 (DPDP Act) we are the Data Fiduciary for personal data processed through the FlexMentor app and this website (the Service).

This policy explains what we collect, why, who can see it, how long we keep it and how you can control it. For anything privacy-related, write to jabez@flexmentor.in.

We collect only what FlexMentor needs to work. Health, fitness and body information is sensitive personal data and we treat it that way.

What we don't collect

No location, contacts, calendar, microphone or camera access; no Apple Health or Google Fit data; no date of birth; no advertising identifiers. The app asks for your photo library only when you choose a photo to upload, and for notifications so we can deliver messages and reminders.

• From you — when you sign up, log, check in, upload or chat.
• From your coach— if you're a client, your coach creates your account with your name, email, optional phone number and the client profile above. Coaches must have your permission first; you confirm your account when you accept the invite.
• From your application — if you apply to a coach through their page on flexmentor.in (see Applying to a coach).
• Automatically — push tokens, crash reports and server logs, as described above.

A coach can turn on a public page at flexmentor.in/c/… where people apply to be coached. This section covers what happens to an application sent through one of those pages. Applying doesn't create a FlexMentor account.

What we collect

What you enter on the form: your name, email address, WhatsApp number, age, gender, goal, current and target weight, diet, any injuries or health conditions you mention, how many days a week you can train, when you prefer to train, and anything else you choose to add. Weight, diet, injuries and health conditions are health information, and we treat them as sensitive. We also record when you gave consent and which version of the consent wording you agreed to. To stop spam, our server uses your IP address to limit how many applications can be sent in an hour.

Why

So the coach you applied to can review your application and decide whether to take you on. If they accept, your answers become your client profile, they use them to set up your coaching, and you get an email invite to activate your account. We don't use applications for anything else.

Who sees it

Only the coach whose page you applied on, in their FlexMentor app — they get a notification when it arrives — and FlexMentor, which stores it as the platform (using the service providers listed under Who can see your data). Other coaches and clients can't see it.

How long we keep it

• If the coach declines, the application is deleted.
• If the coach accepts, your answers move into your new client account and the application itself is deleted. From then on, the rest of this policy applies to your account.
• If the coach does neither, the application is deleted automatically after 30 days. Sending the form again to the same coach with the same email updates your application and restarts the 30 days.

Your consent and choices

We process your application with the consent you give by ticking the box on the form. You can withdraw it, or ask us to delete your application sooner, by emailing jabez@flexmentor.in with the coach's name and the email address you applied with; we'll delete it. Withdrawing consent doesn't affect what happened before. You must be 18 or older to apply.

• To create and secure your account, and to send sign-up codes, invites and password resets.
• To run coaching: show plans to clients, show clients' logs, check-ins and photos to their coach, and deliver chat.
• To calculate Momentum — quests, Volts, levels, streaks, badges and weekly recaps.
• To send the push notifications and reminders you've allowed.
• To find and fix bugs, prevent abuse, and keep the Service secure.
• To answer your emails and meet our legal obligations.

We process your data with your consent, which you give when you create or activate your account or when you apply to a coach, and for other legitimate uses the DPDP Act allows, such as complying with the law. You can withdraw consent at any time by deleting your account; this doesn't affect processing that happened before.

We don't sell personal data, show ads, or use your data to train AI models.We don't use analytics or tracking tools in the app or on this website.

Between coach and client

A client's profile, logs, check-ins, progress photos, Momentum activity and messages are visible to that client and to the coach they're connected to — not to other clients or other coaches. Clients see their coach's name, brand name, plans, feedback, kudos and messages. Clients are never ranked against each other.

Service providers

We use these providers to run FlexMentor. They process data only on our instructions and under their own security and confidentiality obligations:

When the law requires it

We may disclose data if a valid legal order or law requires it, or to protect someone's safety. Where we're allowed to, we'll tell you first.

Our servers and photo storage are in India. Some providers above — crash reporting and push-notification delivery in particular — process limited data in other countries, mainly the United States. We only transfer data to countries the Government of India has not restricted under the DPDP Act.

• We keep your data while your account is open, so your history is there when you need it.
• When you delete your account, we delete your account and the personal data linked to it — including logs, check-ins, photos, messages and Momentum history — within 30 days. Messages are part of a shared conversation, so deleting your account removes the conversation for the other person too.
• If a coach deletes their account, their clients keep their own accounts and history, but the coach's plans and the conversations with that coach are removed.
• Coaching applications are deleted when the coach declines them, moved into your client account if accepted, and otherwise deleted automatically after 30 days (see Applying to a coach).
• Sign-up, invite and reset codes expire automatically. Crash reports and server logs are kept for a limited time and only for fixing problems and security.
• We may keep a minimal record longer where the law requires it, for example to deal with a legal claim.

Step-by-step instructions are on Delete your account.

• Connections to FlexMentor are encrypted with HTTPS/TLS.
• Passwords are stored with bcrypt; login sessions and one-time codes are stored as hashes and expire.
• Photos are kept in private storage and shown only through signed links that expire.
• Access is limited by role, sign-in attempts are rate-limited, and production secrets are kept out of code.

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

Under the DPDP Act you can:

• Access — ask for a summary of the personal data we hold about you and how we use it, or a copy of it.
• Correct and update — fix inaccurate or incomplete data. Clients can also ask their coach to update profile details the coach entered.
• Erase — delete your account in the app (Profile → Delete account) or ask us to.
• Withdraw consent — by deleting your account. You can turn off notifications in your phone settings at any time.
• Nominate someone to exercise these rights for you if you die or become unable to.
• Complain— to our Grievance Officer below, and if you're not satisfied, to the Data Protection Board of India.

Email jabez@flexmentor.in from the address on your account. We may ask you to confirm it's you, and we'll respond within 30 days. These rights are free to use, wherever you live.

FlexMentor is for people aged 18 and over. We don't knowingly collect data from anyone under 18, coaches must not add them as clients, and the application form on coach pages only accepts people who confirm they're 18 or older. If you think a child is using FlexMentor, tell us at jabez@flexmentor.in and we'll delete the account.

flexmentor.in doesn't use cookies, analytics or tracking pixels. Its only form is the coaching application on a coach's page, which sends your answers straight to the FlexMentor server (see Applying to a coach). Our host keeps standard server logs (such as IP address and browser type) to deliver and protect the site. Clicking “Request early access” opens your own email app; if you send us an email, we use it only to reply.

We'll update this policy when FlexMentor or the law changes. For significant changes — especially anything about how health data is used or shared — we'll tell you in the app or by email before the change takes effect. The date at the top shows the current version.

Questions, requests and complaints about your personal data go to our Grievance Officer, as required by the DPDP Act and the Information Technology Act, 2000 and its rules:

Jabez Sanjay
Grievance Officer, FlexMentor
jabez@flexmentor.in

We acknowledge complaints within 24 hours and aim to resolve them within 15 days.