Privacy policy

01Who we are

Soltech Health & Wellness Ltd builds and runs Solace Engine. We are a company registered in England and Wales and registered with the UK Information Commissioner's Office (ICO) (registration pending).

02Who is responsible for your data

Solace Engine is used by coaches and fitness businesses to coach their athletes, and we also sell our own house programmes directly to athletes. You join the Subscriber App either through a coach, by invitation or through their signup page, or by signing up to one of our house programmes. In this policy, “your coach” means whoever provides your coaching: a coach or gym, or us if you follow a house programme. Who is responsible for your data depends on who you are:

We are also the controller for the data we need to run the service itself, such as sign-in, security, fraud prevention and support.

If you are an athlete, your coach can see your training, test and check-in data. You can ask your coach how they use it, and you can always contact us at privacy@soltech.systems. Where a request is for a coach or gym to decide, we will pass it to them.

03Website and enquiries

When you visit this website or contact us, we may collect:

• Enquiry and demo-request data: your name, work email address, the organisation you represent, your role, indicative roster size, and anything you choose to include in a message to us.
• Communications data: the content and metadata of emails and other messages you exchange with us.
• Technical and usage data: IP address, browser and device type, approximate location, referring pages and how you use the site (see section 9 on cookies).

Please do not send us health or other sensitive information in a demo request or general enquiry.

04The Subscriber App

The Subscriber App collects what you type or log, plus the results of camera tests measured on your phone. It contains no advertising or analytics tools, does not access your location, contacts or photo library, and does not track you across other apps or websites.

Health and wellbeing data is “special category” data under the UK GDPR. We collect it only with your explicit consent, which you give during onboarding (see section 7).

The app asks for two device permissions: the camera, for camera tests, and the microphone, for voice notes to your coach. You can refuse or withdraw either in your device settings; the related feature will then not work.

The Subscriber App does not currently connect to wearables or fitness trackers. We will update this policy before it does.

05Camera tests are measured on your phone

Camera tests (jumps, velocity-based lifting and sprints) are analysed entirely on your phone. No video or photo leaves your device, and the app does not record a video file.

• A model running on your phone turns each camera frame into body-position points, such as shoulders, hips, knees and ankles.
• Only the result is uploaded: the measurement (for example jump height or bar speed), the calibration used, a confidence score and the series of body-position points. No image is uploaded.
• We keep the body-position points so a result can be rechecked. They are erased if you delete your account.

06The Coach App

Coach accounts

When a coach or fitness business uses the Coach App, we hold the account details of the business and its staff: names, email addresses, business details, roles and billing information. We use this data to provide the service, bill for it and support you.

Athlete data in the Coach App

The Coach App shows the same athlete records the Subscriber App holds. It adds what the coach writes: programmes and workouts assigned, messages and voice notes, notes on personal records, test results the coach records, injury and goal updates, squad groupings and invitations.

• Who can see it. Only staff of the athlete's own coaching business, according to their role. Each business can see only its own athletes. A small number of Soltech Health & Wellness administrators can access accounts where needed for support and operations.
• Activity log. Each business has an audit trail of changes (for example “athlete updated”), which can include an athlete's name.
• A coach's own AI assistant. A coach can choose to connect their own AI assistant to their Solace Engine account. When they do, athlete data they ask about (such as profile, training, test results and messages) is sent to that assistant's provider under the coach's own agreement with that provider, and the coach is responsible for that use. We log these requests. We do not send athlete data to any AI provider ourselves.

07How we use data, and the lawful bases

Data in Solace Engine is used to coach athletes and to run the service, and for nothing else. We do not sell personal data, use it for advertising, or share it with data brokers.

How the apps use athlete data

• Adapting your training. Each day's check-in and any injury concerns adjust that day's session: lighter loads, fewer sets, swapped exercises or a capped effort level. This is done by a fixed set of rules written by people, not by machine learning, and it changes your training only.
• People stay in charge. Your coach sees your check-in, the original plan and the adapted one, and can change your programme. You can override the effort cap and skip, move or reschedule sessions yourself. These adjustments have no legal or similarly significant effect on you.
• Scheduling. Your commitments and preferred days decide where sessions fall in your week.
• Coaching and messaging. Your coach reads your training, tests and check-ins and messages you.
• Service messages. Sign-in codes, invitations and notification emails, and WhatsApp messages if you add and verify a WhatsApp number.
• Payments. Your membership is paid through Stripe, to your coach or gym, or to us for a house programme (see section 8).
• Security and support. Server logs and the activity log, to keep the service safe and to fix problems.

Lawful bases

Under the UK GDPR each use of personal data needs a “lawful basis”. We rely on the following:

• Contract: to provide your account, your training and the Coach App, and to take steps you ask for before a contract, such as arranging a demo.
• Explicit consent (UK GDPR Article 9(2)(a)): for health and wellbeing data in the Subscriber App. You can withdraw this consent at any time by contacting us at privacy@soltech.systems. If you do, we stop collecting check-in and injury data and your sessions are no longer adapted to it; your coach can still programme your training. Withdrawal does not affect processing already carried out.
• Legitimate interests: to answer enquiries, keep the website and apps secure, prevent misuse, improve the service and develop our business. We have checked that these interests are not overridden by your rights, and you can object (see section 12).
• Consent: for marketing emails you have asked for and for any optional website analytics. You can opt out at any time.
• Legal obligation: to keep financial records and to comply with the law.

Where a coach or gym is the controller of athlete data, they are also responsible for having a lawful basis for how they use it.

08Who we share data with

We share personal data only where necessary. Your coach and their staff see the athlete data described above. We also use these service providers, who act on our instructions under contract:

We may also share personal data with:

• Professional advisers such as lawyers and accountants, where reasonably required.
• Authorities or other parties where the law requires it, or to protect our rights, property or safety.
• A buyer or successor if we sell or reorganise our business, subject to appropriate confidentiality protections.

How payments work. If a coach or gym coaches you, you pay them, not us: checkout runs on their own Stripe account, they are the merchant, and we receive a platform fee. If you follow a house programme, you pay us and we are the merchant. The iOS and Android apps do not take payments.

09Cookies

The website uses only strictly necessary cookies, needed for it to work and stay secure. Web fonts are self-hosted, so loading the site does not share your data with font providers. If we add optional analytics, we will ask for your consent first.

The Subscriber App sets no cookies. The Coach App uses only strictly necessary sign-in cookies, which keep you signed in and cannot be read by scripts on the page.

10Where data is stored, and international transfers

The Solace Engine database is stored in London, UK. Some of our service providers are US companies or process data outside the UK (see section 8). Where personal data is transferred internationally, we make sure it is protected to a standard consistent with UK law: for example by relying on a UK “adequacy” decision (including the UK Extension to the EU–US Data Privacy Framework), or by putting in place the International Data Transfer Agreement or the EU Standard Contractual Clauses with the UK Addendum. You can ask us for more detail.

11How long we keep data, and deleting your account

Deleting your Subscriber App account

You can delete your account in the app, under Profile → Delete account. Your membership and any active programmes are cancelled first, so billing stops. Access ends immediately and the account cannot be restored, although you can sign up again later with the same email.

If you want every record about you deleted, including the anonymised training data, email privacy@soltech.systems and we will erase it permanently, unless we must keep something by law.

When a coach removes an athlete

If your coach removes you, your account is archived rather than deleted: your programmes and membership are cancelled, you lose access to the app, and your history is kept so you can return. Archived accounts are kept for up to 24 months and then anonymised or deleted. You can ask us to delete your data sooner.

Other data

• Coach account data is kept while the account is active and for a reasonable period afterwards, then deleted, except where we must keep records by law.
• Demo and enquiry data is kept while we are in contact and typically for up to 24 months afterwards, unless you ask us to delete it sooner.
• Data we must keep for legal, tax or accounting reasons is kept for the period the law requires.

12Your rights

Under UK data protection law you have the right to:

• access a copy of the personal data we hold about you;
• have inaccurate or incomplete data corrected (athletes can edit their profile in the app);
• have your data erased in certain circumstances (athletes can delete their account in the app, see section 11);
• restrict or object to our processing of your data;
• data portability: receive your data in a portable format (on request by email);
• withdraw consent at any time, where we rely on consent; and
• not be subject to decisions based solely on automated processing that have legal or similarly significant effects. The training adjustments described in section 7 are not decisions of this kind.

To exercise any of these rights, contact us at privacy@soltech.systems. We will respond within one month, as the law requires, and usually free of charge. If you are an athlete and the request concerns how a coach or gym uses your data, we will work with them to respond.

If you are unhappy with how we have handled your data, you can complain to the UK Information Commissioner's Office (ICO) at ico.org.uk. We'd appreciate the chance to address your concerns first.

13How we keep data secure

We use appropriate technical and organisational measures to protect personal data, including:

• encryption in transit (HTTPS) and at rest;
• passwordless sign-in with one-time codes, with codes and session tokens stored only as hashes;
• separation of data so each coaching business sees only its own athletes;
• voice notes kept in private storage and served only through short-lived links; and
• access for our own staff limited to those who need it.

No method of transmission or storage is completely secure, but we work to protect your data and to meet our legal obligations.

14Children and young athletes

The Subscriber App is for athletes aged 13 and over. Children under 13 must not use it, and we do not knowingly collect their data. If we learn that we hold data about a child under 13, we will delete it.

Athletes aged 13 to 17 need a parent or guardian's permission. Where a coach or gym is the controller, they are responsible for involving a parent or guardian where that is needed. For house programmes, we may ask for confirmation of that permission. This website and the Coach App are intended for adults and professional users.

15Changes to this policy

We may update this policy from time to time, and we will do so before adding features that change how data is used, such as connecting to wearables. The current version is shown by the “last updated” date at the top of this page. If we make a material change, we will tell app users in the app or by email.

16How to contact us

For any question about this policy or your personal data, contact us at privacy@soltech.systems, or write to Soltech Health & Wellness Ltd, 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. Terms for using the apps are in our app terms.