Cerebro Coach is a program-building tool run by Muscle Nerds ("MN", "we", "us"). It is used by fitness coaches ("Coaches") to collect an intake from the people they train ("Clients") and to build and share training programs. This policy explains what personal data the service handles, why, where it lives and what you can ask us to do with it. It applies to everyone who uses the service, whether as a Coach or as a Client.
1. Who is responsible
Muscle Nerds, based in Australia, operates the service and is the controller for Coach account data and for how the platform itself processes data. Each Coach decides which Clients to invite and what to do with the programs they create; for that Client data the Coach is the controller and MN processes it on their behalf.
Questions and requests: privacy@cerebro.coach.
2. What we collect
Coach accounts. Email address, password (stored hashed by our authentication provider), display name, business name, which MN admin invited you, sign-in timestamps and whether your access is active.
Client records. Name and email address entered by the Coach; a private link token; the time and email used for link verification.
Intake data. What a Client or Coach enters in the intake: training goals; a self-rated stress score; blood pressure and resting heart rate if provided; training availability and consistency; a short strength questionnaire (sex, bodyweight, recent lifts) used to estimate training age; and free-text context the Coach adds. Health-related answers are optional and are only used to run the program recommendation.
Programs. The training programs generated and edited for a Client, including exercise selections and the Coach's notes.
Connected Google (optional). If a Coach connects a Google account, we store the Google account email, an encrypted refresh token and the ID of the folder we create in their Drive. We use the drive.file scope, so we can only see files Cerebro Coach itself creates.
Analytics (optional). With your consent we use PostHog to record page views, product events (for example "program created"), errors and session replays with form inputs masked. See section 5.
Emails. When we send you an email (invitations, one-time codes, notifications) our email provider records the address, subject and delivery status.
3. Why we use it
- To run the service: sign you in, keep your data separated from other Coaches' data, generate and export programs.
- To send the emails the service needs: invitations, one-time codes, password resets, intake notifications.
- To understand and improve the product, if you allow analytics.
- To keep the service secure and to meet our legal obligations.
We do not sell personal data and we do not use it for advertising. Where EU or UK data protection law applies, our legal bases are performance of a contract (running the service), legitimate interests (security, product improvement) and consent (analytics cookies, optional health answers, Connected Google).
4. Where it is stored
Application data is stored with Supabase in the United States (US East region). Analytics data, if you consent, is stored by PostHog in the United States. Transactional email is sent through Resend. Files created through Connected Google are stored in the Coach's own Google Drive under the Coach's Google account and Google's terms.
If you are in the EU, UK or Australia this means your data is transferred to the United States. We rely on our providers' standard contractual clauses and equivalent safeguards for those transfers. Strict in-region storage is not offered at this stage.
5. Cookies
Essential cookies keep you signed in and remember your cookie choice. Client Space uses a cookie tied to the private link once the email has been verified. These are required for the service to work and do not need consent.
Analytics cookies are set only if you choose "Accept" on the cookie banner. They let PostHog recognise the same browser across visits. Choose "Reject" and no analytics script loads and no analytics request leaves your browser. You can change your choice by clearing the cerebro_consent cookie in your browser, after which the banner appears again.
6. Who else sees it
- Your Coach (if you are a Client): everything you enter in the intake and every program made for you.
- MN administrators: the Coach roster (names, emails, access status). They do not browse Clients' intakes or programs in the course of running the service.
- Providers acting on our instructions: Supabase (hosting, authentication, database), Vercel (application hosting), Resend (email), PostHog (analytics, with consent), Google (only for Coaches who connect Google, only files we create).
- Authorities, where the law requires it.
7. How long we keep it
Coach accounts and their Clients, intakes and programs are kept while the account is active. When an account is closed we delete its data within 30 days, except where we must keep records longer to meet a legal obligation. Client one-time codes expire within minutes; verification sessions expire after a period of inactivity. Email delivery logs are kept by our provider for a limited period. Analytics data is retained by PostHog according to our project settings and is deleted or anonymised after 12 months.
8. Your rights
Depending on where you live you can ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, or send it to you in a portable format. You can withdraw consent for analytics at any time (see section 5) and disconnect Google from your settings page.
To exercise any of these rights email privacy@cerebro.coach from the address on your account. We handle requests manually and reply within 30 days. If you are a Client, we will normally route your request through your Coach unless you ask us not to. If you are unhappy with our answer you can complain to your local data protection authority; in Australia that is the Office of the Australian Information Commissioner.
9. Security
Data is encrypted in transit. Passwords are stored hashed. Google refresh tokens are encrypted at rest with a key held separately from the database. Access to production systems is limited to the MN team who operate the service. No system is perfectly secure; if we learn of a breach affecting your data we will tell you as the law requires.
10. Children
The service is for adults. Coaches must not enter intake data for anyone under 18 without the consent of a parent or guardian.
11. Changes
We will update this page when our practices change and update the date at the top. Significant changes will be announced to Coaches by email.