Privacy Policy

RuFlow is a personal training and coaching app and website, operated by Lorenzo Rubin, a sole trader trading as RuFlow, ABN 14 340 173 520, of Sydney, Australia ("RuFlow", "we", "us").

Clients use RuFlow in the RuFlow iPhone app. Personal trainers (PTs, also called coaches) use the iPhone app and the RuFlow website at app.ruflow.app, which is for PTs only. This policy covers the app, the website, and our public booking, enquiry and join pages. It applies to clients, to PTs, and to people who book a session, make an enquiry or ask to join RuFlow as a PT through those pages.

We handle personal information under the Australian Privacy Principles in the Privacy Act 1988 (Cth). You can contact us about your privacy at hello@ruflow.app.

• Your account: your name, email address and date of birth when you sign up, and your phone number if you add one. You must be 16 or over to use RuFlow.
• Your health and body information: your sex, height and weight, body measurements and body fat readings, injuries and limitations, medical conditions and notes (for example diabetes, high blood pressure or a recent pregnancy), your answers to the health screening questions (about your heart, chest pain, dizziness, bones and joints, and medication), how you slept, your energy and stress, and your goals. If you fill in the Lifestyle part of My plan, the app also asks how much you sleep, your stress, your diet style and how often you drink alcohol. Clients who signed up on the RuFlow website, before it closed to clients, were also asked about food allergies and supplements, and those answers stay with their account. This is sensitive information. We collect it only when you give it to us or let the app read it, and we use it only to coach you and to run RuFlow.
• Apple Health: if you allow it, RuFlow reads these from Apple Health on your phone: sleep, heart rate, heart rate variability, resting heart rate, weight, body fat, lean mass, steps, distance, active energy, and the dietary energy and nutrients that other apps write to Health. RuFlow writes one thing to Apple Health, and only if you allow it: each workout you finish in RuFlow, saved once as a workout with its type and its start and end time. You can turn either off at any time in the Health app, and saving workouts in the app's Apple Health settings.
• Photos and files: progress photos you take or choose for a check-in, photos of meals you scan, your profile picture, your Home screen photo, photos, videos (up to 60 seconds) and voice notes (up to 5 minutes) sent in messages between you and your coach, and documents and body scan reports you upload. A workout plan photo or PDF you import is read by the AI (section 6) and is not kept as a file.
• Training and food: workouts and sets you log, check-ins, food and water you log, saved meals, goals and habits, how you react to an exercise (I like it, OK or Not for me), and any race your coach logs for you, with its date, distance, finish time and your coach's note.
• What you write: messages to your coach, check-in notes, notes on exercises and sessions, and what you type into Ask RuFlow. We keep your messages to your coach. We do not keep your Ask RuFlow conversations, except an excerpt of a message that raises a safety concern (section 6).
• What you sign: when you sign RuFlow's terms, or a client agreement your PT has written, we keep the name you type, which document and version you signed, and when.
• Bookings and payments: sessions booked with a coach, what you owe or have paid, and package and subscription records. We do not see or store your card number: cards are handled by Stripe. If you pay your coach by direct debit through Pay Advantage, we receive your customer record and payment status from Pay Advantage.
• Your device and how you use the app: your phone's push notification token and device type, your time zone, the app version, and a random install number that is not tied to your device. We record a fixed list of simple events (section 5, PostHog): the app being opened, the steps of sign up and onboarding, and whether an exercise video played. They never include what you answered. The app opens two web pages inside itself: the security check at sign up (Cloudflare Turnstile), and the player for exercise videos (YouTube). Our server keeps ordinary access logs, which include your IP address and the type of device or browser you used.
• Location: RuFlow does not collect your device location, and the app never asks your phone for it. The one exception is a city a PT publishes. If you are a PT, you type your city on your profile yourself, it is saved against your account, and anyone signed in to RuFlow can see it once you publish (section 4). It is a coarse location: the city you type, not a position read from your phone. Some of the companies in section 5 may estimate a country or city from your IP address.
• If you are a PT: your public profile, if you publish it (section 4), your own exercise videos (up to 200 MB each) and any YouTube link you add to an exercise, and the client agreement you write for your clients.
• Reports: if you report a PT's profile or Method, we keep that you made the report, the reason you chose and any note you write. Only the owner of RuFlow reads reports. No PT or client can read them.
• People who are not app users: coaches keep records of people they train in person (name, contact details, bookings and notes). If you book through a public booking page we collect your name, email, an optional phone number and an optional note. If you join a waitlist we collect your email. If you ask for a consultation we collect your name, email, an optional phone number, your message and the package you are interested in, and send them to us by email. If you ask to join RuFlow as a PT, we collect your name, your business name if you give it, your email, your city, about how many clients you have, whether you train in person, online or both, and the tools you use today if you tell us, and send them to the owner of RuFlow by email and push notification.

We use your information to:

• run your account, programme, sessions, check-ins and Fuel (nutrition) tools
• let your coach see what they need to coach you
• work out your readiness and recovery
• send reminders and notices by push notification and email
• take payments and keep payment records
• keep a record of the terms and agreements you sign
• let PTs publish a profile, and let you find a PT
• watch for safety concerns in what you write (section 6)
• keep the service secure, fix errors and see whether onboarding works
• meet our legal obligations

We do not sell your information. We do not use it for advertising. We do not track you across other companies' apps or websites.

If you have a coach, your coach can see your name, email address and phone number, your check-ins, photos, logged sessions, nutrition, the Apple Health readings stored with your account, your health screening answers, your exercise reactions, your bookings and your messages. If you add a missing email address or phone number in the app, RuFlow also copies it onto your coach's own record of you, but only where their record has none. It never replaces what your coach has entered. If your coach has a client agreement, they can also see which version you signed and when. The owner of RuFlow can see account information, reports, requests to join as a PT and, when the safety process in section 6 applies, the words that raised a concern. If you train on your own, you have no coach, and a safety concern goes to the owner.

If you are a PT and publish your profile, anyone signed in to RuFlow can see it: the name you show, your photo, bio, specialities, city, languages, role, gym, years coaching, qualifications, Instagram handle and quote, as far as you fill them in. You can unpublish it at any time, and the owner of RuFlow can take it down.

We use these companies to run RuFlow. Each one handles your information only for the purpose shown.

• Supabase: our database, login and file storage. Receives everything in your account, including photos and documents. Where: South Korea (Seoul).
• Railway: hosts the RuFlow application server. Receives all app traffic and our server logs. Where: Singapore.
• Vercel: hosts the RuFlow website, our public pages and the security check page the app opens at sign up. Receives web traffic and logs. Where: United States.
• Anthropic: the AI model behind the features in section 6. Receives the information listed there. Where: United States.
• Stripe: card payments and billing. Receives your name, email address, payment details and what you bought. Where: United States.
• Pay Advantage: the direct debit provider some coaches use. Receives nothing about you from us: we only read customer and payment records from it. Where: Australia.
• Resend: email (confirmations, reminders, safety emails, account emails and requests to join as a PT). Receives your email address, your name and the email's content. Where: United States.
• Expo, with Apple: delivers push notifications and app updates. Receives your push token and the notification's title and text, which can include up to the first 99 characters of a message from your coach or client, and, when the app checks for an update, your IP address and the app version. Where: United States.
• Sentry: finds and reports errors in our server. Receives error reports, which can include your account number. It never receives the words of a safety concern. Where: United States.
• PostHog: product analytics. Receives a random install number or your account number, your platform, the app version, and events from a fixed list of 13: app_opened, onboarding_started, onboarding_step_viewed, onboarding_step_completed, plan_submitted, basics_submitted, phase_submitted, save_confirmed, save_failed, onboarding_completed, demo_video_ready, demo_video_failed and demo_video_gave_up. phase_submitted came only from the website's old client sign up, which clients can no longer reach. The three video events carry the YouTube video's public id and a code saying why a video did not play. Events never include your answers, name, email, health details or anything you type. Where: United States.
• Cloudflare Turnstile: a bot check on sign up, booking, enquiry and join forms, including the security check the app opens at sign up. Receives your IP address and signals from your browser or phone. Where: United States.
• Have I Been Pwned: checks a new password against passwords already leaked elsewhere. Receives the first 5 characters of a scrambled (hashed) form of the password, never the password itself or your email. Where: Australia.
• Google: calendar sync for coaches who connect Google Calendar (your name, the service, the time and any video link go into your coach's own calendar); fonts on our web pages and in our emails; and YouTube, which plays exercise videos inside the app and on the website. Receives the calendar event, and your IP address when fonts, videos or video pictures load. In the app, the video player tries YouTube's privacy enhanced address (youtube-nocookie.com) first, then youtube.com, and loads each video's still picture from i.ytimg.com. Where: United States.
• Open Food Facts, a non-profit food database: food and barcode searches in the app. Receives the barcode or words you search for, and your IP address. Where: France.
• Shopify: pictures of Rubins Athleisure products shown in the app. Receives your IP address when the pictures load. Where: Canada.
• Tally: a consultation form linked from our public website. Receives what you type into the form. Where: Belgium.
• Apple: the iPhone, Apple Health, the App Store and push delivery, under Apple's own terms. Where: United States.

Links you tap, for example WhatsApp or a coach's Zoom link, take you to those services, which have their own policies. We may also disclose information when the law requires it, or to protect someone's safety.

Some RuFlow features use AI-powered tools. The AI model is run by Anthropic, a company in the United States. When you use these features, RuFlow sends the information below to Anthropic over an encrypted connection to get a response for you:

• Check-in and body scan photos, for written feedback and a body scan
• Meal photos and food descriptions, to estimate what you ate
• Workout plan photos and PDFs, and body scan or DEXA reports, to read them into the app
• Your check-in numbers and notes, your logged training, races your coach has logged for you and your food logs, for summaries, trends and replies to your coach
• Sleep, heart rate variability and resting heart rate from Apple Health, for your daily readiness recommendation
• In Ask RuFlow: your name, your coach's name, your goal, level and injuries, your recent check-in, training and food, and what you type
• Programme and exercise requests, including your goals, limits and preferences

Your coach may also use AI tools on your information, for example to summarise your check-in or draft a reply. Those send the same kinds of information to the same company.

Your agreement: from 30 October 2026, RuFlow asks for your agreement before any of your information is sent to Anthropic. The screen says what is sent, to whom and why. If you do not agree, the AI features stay off and the rest of RuFlow works as before. You can withdraw at any time in Settings, under Your data, AI features and Anthropic. Anything already sent stays with Anthropic under its own policy.

A move to our own server: RuFlow is working on moving this AI processing to its own private server. That is our intention only. We have no date and we do not promise it. Until it happens, this information goes to Anthropic. We will update this policy when the move happens.

We send Anthropic only what the AI feature needs. Anthropic deletes it within 30 days, except where it must keep it longer for safety or legal reasons, and does not use it to train its models.

Safety checks: RuFlow checks what you write, such as notes, goals, messages to your coach, food descriptions and what you type into Ask RuFlow, for words that suggest a medical or emotional concern, an injury or pain, or a complaint. This is an automated word check, not AI. When it finds one, it records an alert with up to the first 200 characters of what you wrote. If you have a coach, your coach sees the alert in RuFlow. If you have no coach, the owner of RuFlow sees it and is also emailed your name, your email address, those words and your account number. When a safety concern comes up in Ask RuFlow or the AI chat, RuFlow also shows you the phone numbers for crisis support and emergencies.

AI responses are suggestions. They are not medical advice, and they do not decide anything about your access to RuFlow.

Your information goes to other countries. Your database and stored photos are in South Korea. Our application server runs in Singapore. Other companies in section 5 process information in the United States, Australia, France, Canada and Belgium, as shown there.

When we send personal information overseas, we take reasonable steps to make sure the company handles it in line with the Australian Privacy Principles, and we remain responsible under the Privacy Act for what happens to it.

We retain your data for as long as your account is active. If a client account has no sign-in and no sessions for 2 years, we email you 30 days before and then delete it, unless you tell us to keep it.

Deleting your account: if you are a client, you can permanently delete your account at any time from Settings in the RuFlow app: open Settings, then Your data (or You, then Settings, then Privacy and data), tap Delete my account and type DELETE. This cannot be undone.

When you confirm, we remove your profile, check-ins, photos, logged sessions and your notes on exercises, and the rest of what is attached to your account, straight away. We cancel any subscription you pay for in the app, and any bookings you have coming up. A direct debit you set up with your coach is separate from the app and keeps running after you delete your account. Arrange any change to it with your coach.

What goes includes your health screening answers and goals, your progress, meal, profile and Home photos, your documents and body scan reports, your nutrition logs, the Apple Health readings stored with your account, your safety alerts, your push tokens and notifications, and your message thread with your coach, with its photos, videos and voice notes, which is deleted for both of you. The app also clears the data it saved on your phone.

When you delete your account, we keep the payment and session records your coach needs for the business's books and tax records. We keep these records for 7 years after you delete your account, then we delete them. Stripe keeps its own transaction records under its own rules. The log your coach keeps of changes to your programme, and your coach's weekly win note and photo, are kept for the same 7 years. These records are no longer linked to your account, but what is written in them, such as a note or a photo, may still describe you.

Your coach may also keep a record of you as an in-person client. We keep this record for 7 years after you delete your account, then we delete it.

Our email provider keeps delivery records for a time. Text messages sent before 14 October 2026 may still be held by our former text provider for a time.

Copies of account records made while we maintained the database are kept in a private area of our database that only we can reach. After you delete your account, those copies are purged for good 90 days later, except copies of payment records, which we keep for as long as tax law requires.

Deleted data leaves our backups within 7 days.

Coaches cannot delete their account in the app. If you are a coach, a person a coach trains in person, or someone who booked online, email hello@ruflow.app and we will deal with it.

We protect your information with encrypted connections (TLS), encrypted storage at our database provider, access rules in the database so that one client cannot read another client's data, and login tokens. Your photos and files are kept in private storage and shown through links that expire after one hour.

No system is perfectly secure. If a data breach is likely to cause you serious harm, we will tell you and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.

You can ask us for a copy of the personal information we hold about you, and ask us to correct it. Email hello@ruflow.app. We send the copy to you by email, in a common file format, and reply within 30 days. There is no download button in the app. You can also change most of your details yourself in the app.

You can withdraw your Apple Health permission at any time in the Health app, and your notification permission in your iPhone settings. You can withdraw your agreement to AI processing in the app (section 6). If you are a client, you can delete your account in the app (section 8).

If you are not happy with how we handled your information, contact us first. If we do not fix it, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

The RuFlow website uses cookies to keep you logged in, and your browser's storage to remember your settings and recent choices. The website sends no analytics events. Cloudflare Turnstile sets its own signals on forms. YouTube can set its own cookies when an exercise video or its picture loads, on the website and in the app's video player. We do not use advertising cookies.

RuFlow is for people aged 16 and over. We do not knowingly collect information from anyone younger.

When we change this policy we will update the version and the date at the top, and tell you in the app or by email if the change is significant. We will update section 6 when the AI processing moves to our own server.

Lorenzo Rubin, trading as RuFlow, ABN 14 340 173 520, Sydney, Australia

hello@ruflow.app