Privacy Policy

Prozen (“Prozen,” “we,” “us,” or “our”) is a coaching and fitness platform operated by Codemedia. This Privacy Policy explains how we collect, use, share, and protect information when you use our websites, coach dashboard, client dashboard, mobile apps, and related services (collectively, the “Services”).

By creating an account or using the Services, you acknowledge this Privacy Policy. If you do not agree, please do not use the Services.

This policy applies to:

• Clients who train with a coach (or with Zensay, our AI coaching experience) through Prozen
• Coaches who use the coach dashboard to manage clients, programs, billing, and messaging
• Visitors to our marketing sites and authenticated users of our web dashboards

We collect information you provide, information generated through use of the Services, and information from third-party services you connect.

• Account & identity: email address, display name, password (handled by our authentication provider), role (client, coach, or admin), profile photo, and account status
• Coach profile: tagline, category, bio, location, verification status, and related business profile details
• Coaching & fitness data: programs, workouts, meal plans, habits, challenges, schedules, session logs, adherence, progress notes, mood, weight, calorie and water logs, and meal photos you upload
• Health-related inputs you choose to share: goals, experience level, equipment, injuries or limitations, dietary restrictions, calorie/protein targets, assessments, and optional body metrics (such as age, height, or weight) for personalization
• Wearable / health connections (if you connect them): steps, sleep, heart rate, weight, energy, recovery, and similar samples from services such as Apple Health, Health Connect, Garmin, or Fitbit
• Messaging: messages you send to your coach or client within Prozen
• AI interactions: prompts, conversation history, and related tool outputs when you use Prozen AI or Zensay
• Billing: subscription tier, Stripe customer/subscription identifiers, package purchases, and payment status (we do not store full card numbers)
• Device & notifications: push notification tokens and notification preferences
• Technical data: IP address, browser/device type, session cookies needed for authentication, and basic server logs required to operate and secure the Services

We use information to operate, improve, and protect the Services, including to:

• Create and manage accounts, authenticate users, and provide role-based access
• Deliver coaching workflows: programs, assignments, schedules, messaging, progress tracking, and community features
• Process payments, subscriptions, trials, refunds where applicable, and coach payouts via Stripe Connect
• Provide AI features such as coaching assistance, program generation (Zensay), weekly briefs, and knowledge search for coaches
• Send transactional emails and push notifications you enable (for example, invites, reminders, and billing notices)
• Moderate content, prevent abuse, enforce our Terms, and comply with law
• Analyze product usage in aggregate to improve reliability and features (we do not currently use third-party advertising analytics SDKs in the dashboards)

When a client enrolls with a coach (including via invite, marketplace join request, or Zensay), information needed for coaching is shared with that coach. This typically includes profile details, assigned plans, schedules, workout and nutrition logs, progress entries, habits/challenges, requirements notes, and in-app messages with that coach.

AI assistant chats are generally scoped to the signed-in user. Coaches using coach AI tools may see enrolled-client information returned by those tools. Platform administrators may access conversations and accounts as needed for support, safety, billing, or legal compliance.

Switching coaches (including moving to Zensay) changes who can access your coaching relationship data going forward.

Prozen uses third-party AI providers (currently OpenAI) to power features such as the Prozen AI assistant and Zensay. When you use those features, relevant prompts, conversation context, and selected coaching data may be sent to the provider to generate responses or plans.

AI features are for fitness and coaching support only. They are not medical advice, diagnosis, or treatment. Do not rely on AI outputs for medical decisions. Always consult a qualified healthcare professional for health concerns.

We apply product safeguards such as topic limits, confirmation for many write actions, and rate limits. Low-risk coach agent actions may auto-apply only when a coach explicitly enables that option for a client.

We share information with vendors who help us run the Services, under contractual obligations appropriate to their role. Categories include:

• Authentication: Amazon Cognito (and optional social login providers such as Google or Apple when enabled)
• Infrastructure & database: hosting providers (for example Vercel for dashboards; API/hosting providers for backend), Supabase (database and media storage), and related infrastructure (for example Redis, message queues, MongoDB for community feed features)
• Payments: Stripe and Stripe Connect
• AI: OpenAI
• Communications: transactional email (for example Zoho ZeptoMail) and Firebase Cloud Messaging for push notifications
• Wearable vendors you choose to connect

We use essential cookies and local storage to keep you signed in, protect sessions, and remember certain UI preferences. Examples include session cookies for client, coach, and admin dashboards, and auth-related local storage. We do not use these for third-party advertising tracking in the current product.

We retain account and coaching data for as long as your account is active and as needed to provide the Services, resolve disputes, enforce agreements, and meet legal, tax, and security requirements. When accounts are deleted by an authorized administrator, associated data is removed or anonymized according to our operational procedures and backup cycles, except where retention is required by law.

We use industry-standard measures such as encrypted transport (HTTPS), access controls, and authenticated APIs. No method of transmission or storage is completely secure; you use the Services at your own risk and should protect your login credentials.

Depending on where you live, you may have rights to access, correct, delete, or export personal data, or to object to certain processing. You can update much of your profile information in-app. To request access, correction, or deletion, contact us at the email below. We may need to verify your identity before fulfilling a request.

You may disconnect wearables, adjust notification preferences, and stop using AI features at any time. Unsubscribing from marketing emails (if any) does not affect transactional messages required to run your account.

The Services are intended for adults 18 years of age or older. We do not knowingly collect personal information from children under 18. If you believe a minor has created an account, contact us and we will take appropriate steps to delete the information.

We may process and store information in countries where we or our providers operate. Those countries may have different data-protection laws than your home country. By using the Services, you understand that your information may be transferred internationally as needed to provide Prozen.

We may update this Privacy Policy from time to time. We will post the updated version with a revised effective date. Continued use of the Services after changes become effective constitutes acceptance of the updated policy where permitted by law.

Questions about privacy: hello@prozen.app

Phone: +61 444 511 575

Address: No. 117, Oruthota, Gampaha

Operator: Codemedia (Prozen product)