Privacy policy

Last updated September 26, 2026

PowerSheets is software for strength coaches to program training, track athletes and run their coaching business. This policy explains how we collect, use and share personal data when you use our website at powersheets.app and our app at coach.powersheets.app (together, "PowerSheets"), and what rights you have.

What this policy doesn't cover. When a coach puts their athletes' data into PowerSheets, the coach decides what is collected and why. For that data, the coach is the controller and we only process it on their behalf, under our Data Processing Agreement. If you are an athlete, your coach's privacy notice applies to that data, and you should contact your coach first with questions or requests. We will help them handle it.

1. Collection of personal data

Data you give us

  • Identity and contact data: name, email address, profile photo, and business name if you are a coach.
  • Account data: your password (stored hashed, we never see it), settings, brand settings (logo, colors, links) and preferences like kg or lbs.
  • Payment data: plan, billing history and subscription status. Our payment provider handles your card details. We never see or store your full card number.
  • Training and coaching data: programs, sets, reps, weights, RPE, tested and estimated maxes, meets, notes and check-ins. Check-ins can include bodyweight, nutrition and answers to your coach's custom questions.
  • Communications: emails, support messages and feedback you send us.
  • Newsletter and waitlist: your email address when you sign up.

Data we collect automatically

  • Device and connection data: IP address, browser, device type and operating system.
  • Usage data: pages you visit and features you use in the app.
  • Cookies and similar tech:
    • Essential: keeping you logged in, security and bot checks.
    • Analytics: to see how the site and app are used.
    • Advertising: to measure whether our ads work.
    • Affiliates: to know which affiliate referred you.

Data from other sources

  • Public competition results from public databases, when a coach links an athlete to their competition history.
  • Ad and referral data: which ad or affiliate link brought you to our site.

2. How we use personal data

  • To create your account and run PowerSheets.
  • To take payments, send invoices and keep tax records.
  • To send service emails, like athlete invites, password resets and billing alerts.
  • To keep PowerSheets secure and stop abuse, for example with rate limits and bot checks.
  • To understand how PowerSheets is used and make it better.
  • To email customers and trial users about PowerSheets features and offers. You can unsubscribe anytime.
  • To send our newsletter to people who signed up for it.
  • To measure and improve our ads.
  • To pay affiliates for customers they refer.
  • To follow the law and protect our rights.

We do not sell personal data.

3. Recipients of personal data

We use trusted service providers to run PowerSheets. They only get the data they need to do their job for us. They fall into these categories:

  • Hosting and infrastructure: database, login, file storage, website hosting and security.
  • Payments: processing payments and invoices.
  • Email: sending service emails, the newsletter and marketing emails.
  • Analytics: understanding how the site and app are used.
  • Advertising: measuring whether our ads work. We share hashed (scrambled) contact details and purchase events with advertising partners for this.
  • Affiliate tracking: knowing which affiliate referred a customer.
  • Website tools: video hosting and booking calls with us.

We may also share data:

  • when the law requires it, or to protect our rights, users or the public,
  • if PowerSheets is sold, merged or restructured. You will be told if that happens.

4. Rights and choices

Under the GDPR you can:

  • get a copy of your personal data,
  • correct data that is wrong,
  • have your data deleted,
  • limit or object to how we use it, including for marketing,
  • get your data in a portable format,
  • withdraw your consent at any time,
  • complain to a data protection authority.

To use any of these rights, email legal@powersheets.app. We reply within 30 days. Coaches can also delete their account themselves in Settings.

Your choices:

  • Unsubscribe from marketing emails with the link at the bottom of any email.
  • Block or delete cookies in your browser settings. Blocking essential cookies will break login.

5. Data transfers

We store our main database in the United Kingdom. The UK has an adequacy decision from the European Commission, so data stored there gets the same protection as in the EU. When a provider handles data in the USA, we rely on the EU-US Data Privacy Framework or the European Commission's Standard Contractual Clauses.

6. Data retention and security

How long we keep data:

  • Account and training data: as long as your account is active. When you delete your account, or a coach deletes an athlete, we delete the data from our live system right away. Backups are overwritten on a rolling schedule within 30 days.
  • Billing and invoice records: 7 years, because Belgian tax law requires it.
  • Newsletter data: until you unsubscribe.
  • Analytics data: up to 2 years.

How we protect it: encryption in transit (HTTPS), hashed passwords, database access rules so coaches only see their own athletes, rate limiting and bot protection. No system is perfectly secure. If a data breach affects you, we will tell you and the authorities as the law requires.

7. Children and health data

Coaches must be at least 18 to use PowerSheets. Coaches may add athletes who are under 16. The coach is fully responsible for getting permission from a parent or guardian before adding a minor. PowerSheets does not check ages or consent and takes no responsibility for this. If we learn a minor's data was added without proper consent, we may delete it.

Some training data, like bodyweight, nutrition, or anything about injuries or how an athlete feels, can count as health data under the GDPR. Coaches are responsible for getting their athletes' explicit consent before collecting it.

8. Changes to this policy

We may update this policy. If the changes are important, we will email coaches or show a notice in the app. The date at the top shows the latest version.

9. Legal bases for processing

Purpose Data Legal basis
Create your account and run PowerSheets Identity, account, training data Contract
Take payments and keep tax records Identity, payment data Contract and legal obligation
Send service emails Identity and contact data Contract
Keep PowerSheets secure and stop abuse Device, connection and usage data Legitimate interest
Understand and improve PowerSheets Usage data Legitimate interest
Email customers and trial users about features and offers Contact data Legitimate interest
Send the newsletter Email address Consent
Measure and improve our ads Cookies, device and ad data Consent where required
Pay affiliates Referral data Legitimate interest
Process athlete data for coaches Training and check-in data On the coach's instructions (we are processor)

10. Who we are

PowerSheets is run by Emiel Van de Veire, a sole proprietorship registered in Belgium. We are the controller for the personal data described in this policy.