Privacy Policy
| Version | 4.5 |
| Replaces | Version 4.4, 8 October 2026 |
| Effective | 15 October 2026 |
| Earlier versions | Every version from 4.0 onward is kept word for word at qbod.fit/legal/versions |
| Who we are | QBod LLC, a Texas company. 539 W. Commerce St #2754, Dallas, TX 75208, USA |
This policy is a notice of how we handle your information. It applies to every member. Sections marked Australia apply to members in Australia; sections marked United States apply to members in the United States.
1. The short version
- QBod is a food, training and recovery coach for adults (18 and over).
- We collect what you log and what you connect, and we use it to coach you.
- Your data is stored in the United States. If you live in Australia, it leaves Australia.
- Our AI coach runs on AI providers based in the United States. What you tell the coach, your logs, and any photo or voice note you send to be read go to them for that purpose.
- QBod is an AI-powered app. It can't work without AI processing of the data you give it. If you don't want that, you can stop at any time by deleting your account.
- We don't sell your data and we don't run ads.
- You can get a copy of your data, correct it, delete your account, and complain to us or to a regulator.
2. What we collect
| What | Examples | Where it comes from |
|---|---|---|
| Account | Email, the name you want us to use, password or Apple/Google sign-in | You |
| Profile | Birth month and year, sex, height, weight, goal, equipment | You |
| Health and fitness logs | Food, workouts, weight, body measurements, sleep, mood, cycle, blood pressure, glucose | You, Apple Health, Health Connect, Garmin, Fitbit, Oura |
| Coach conversations | What you ask Coach Q, its replies, and short notes it keeps so it remembers your preferences | You and the coach |
| Photos and voice you send to be read | A meal photo, a label, a scale or blood-pressure screen, a voice note describing a meal | You |
| Location, only if you allow it | One approximate daily position; GPS route for an outdoor workout | Your phone or Apple Watch |
| Subscription | Which plan, trial status, renewal dates, the country and currency of the purchase | Apple or Google, via RevenueCat |
| App diagnostics | Crash reports, screen views, app version, device type | Your phone |
A nickname is fine. We ask what you'd like to be called. You don't have to give your legal name, and a first name or nickname works. We do need an email address (or Apple or Google sign-in) so you can get back into your account.
We don't store the photos and voice notes you use to log food. A photo or voice note you use in food logging goes to our AI providers to be read, then it is gone. We keep the result (the foods and amounts), not the photo or the recording. This is different from files you attach in a coach chat, which are kept for 90 days (below).
Files you attach in a coach chat (an image, a PDF, an audio file) are stored so the coach can refer back to them, and are deleted after 90 days.
3. Why we use it
| Purpose | What it uses |
|---|---|
| Set your calorie, protein and training targets | Profile, goal, logs. A formula sets these, not the AI. |
| Coach you (daily messages, Coach Q, weekly check-in) | Profile, logs, coach conversations, connected-device data |
| Read a photo or voice note you send | That photo or recording, sent to our AI providers |
| Show local weather and your city | Your approximate daily position |
| Fit your daily coaching to the weather where you are | Your city and country and today's weather there, sent to our AI providers (never the position itself) |
| Draw the map of an outdoor workout | That workout's GPS route, sent to Google Maps |
| Run your subscription | Purchase records from Apple or Google |
| Keep the app working | Crash reports and diagnostics |
| Answer you when you email us | Your email and what you send |
We don't use your health data for advertising, and we don't send marketing email. If that ever changes we will ask first and every message will have an unsubscribe link.
Finding and fixing problems. We may look at your app records to find and fix a problem in the app; that is part of running the service you signed up for. The overnight job that used AI to help our team debug is paused, and we will update this policy before we restart it.
4. Who receives your data, and where they are
We use the companies below to run QBod. Each one gets only what it needs for the job listed. All are in the United States unless the table says otherwise. If you live in Australia, this means your information is sent overseas, mainly to the United States.
| Company | What it receives | Why | Country |
|---|---|---|---|
| Supabase (on Amazon Web Services) | Everything in your account | Stores your data | United States (Ohio) |
| AI providers based in the United States | Your coach conversations, the logs and profile details the coach needs, any photo or voice note you send to be read, and, if you allow location, your city and country with today's weather there | Runs the AI coach and reads photos and voice | United States |
| Google (Firebase) | Crash reports, performance timings, screen views; push-notification token and message | Keeps the app stable; sends notifications | United States |
| Google (Maps) | The GPS route of an outdoor workout | Draws your route map | United States |
| Apple (WeatherKit) | Your daily position, rounded to about 1 km, with no account ID | Local weather | United States |
| Your phone's maps service (Apple or Google) | The same rounded position | Names your city | United States |
| Your phone's speech service (Apple or Google) | What you say when you talk to Coach Q by voice | Turns speech into text on your phone or the phone maker's service | United States |
| RevenueCat | Your QBod account ID, email, name, purchases, and on iPhone an Apple ad-attribution token | Manages your subscription | United States |
| Apple and Google (app stores) | Your purchase | Sells and bills the subscription | United States (the store you bought from) |
| Apple and Google (sign-in) | Your email and name, if you sign in with them | Sign-in | United States |
| Garmin, Fitbit (Google), Oura | Only if you connect them: sign-in tokens; we receive your data from them | Import your activity, sleep and heart data | Where that company is based; see its own privacy policy |
| Resend | Your email address and the email we send | Account emails (we moved from SendGrid (Twilio) on 8 October 2026) | United States |
| USDA FoodData Central | Food search words, no ID | Nutrition facts | United States |
| Open Food Facts | Barcodes, no ID | Nutrition facts | France |
| YouTube (Google) | The video ID from a recipe link you share | Reads the recipe | United States |
| Google (Analytics) | On our website only: which pages you read, your browser and device type, approximate location from your IP address | Counts website visits. See our Cookies page. Not used in the app. | United States |
| Cloudflare (Turnstile) | A check token and your IP address, on our website forms | Blocks bots | United States |
| Anthropic, OpenAI, xAI | Error logs and records needed to fix a bug, which can include health values | Help our team find and fix bugs | United States |
| A trainer you choose to connect | What you agree to share | Coaching by that trainer | Where that trainer is |
Our AI providers, in plain words. We use paid AI services. We do not describe what we send as "anonymised": the coach needs your logs and your words to help you, so what our AI providers receive is about you, even though we don't include your name or email. Our AI providers may store data briefly (cache it) in other countries where they run facilities, for security and reliability.
Australia: sending your information overseas. The companies above handle your information under their contracts with us, and we remain responsible for how they handle it. For the AI providers that run the coach and read your photos and voice notes, we use only paid services that are bound by contract not to use your data to train their AI models.
5. Your choices and consent
- At sign-up you tick one box that confirms you are 18 or over and agree to the Terms, this Privacy Policy, the Medical Disclaimer and the AI disclosure.
- Location is optional. Say no and nothing else in the app changes.
- Apple Health and Health Connect are optional. Turn them off in your phone's settings at any time.
- Garmin, Fitbit and Oura are optional. Disconnect in Profile > Wearables. When you disconnect, we tell the provider to stop, and we keep what already synced until you delete it or your account.
- AI processing is part of QBod. QBod is an AI-powered app and can't work without AI processing of the data you give it, so using QBod means agreeing to it. If you don't want that, you can stop by deleting your account (section 7).
- Withdrawing consent. To withdraw consent, email support@qbod.fit. We will stop the processing you ask about, which may mean closing your account.
6. How long we keep it
| Data | How long |
|---|---|
| Your account, profile, logs, coach memory notes, workout GPS routes, recipe photos, trainer chat attachments, and the history of why a target changed | While your account exists |
| Your conversations with Coach Q | While your account exists. You can read them in the app. |
| Daily coach messages | 90 days |
| Files attached in coach chat | 90 days |
| Raw samples imported from Apple Health, Health Connect and connected devices | Most are deleted after 90 days today; the remaining raw event records will be too once our retention schedule switches on in the coming weeks. The daily totals stay with your account. |
| Your approximate daily position | 14 days |
| App error logs | 30 days |
| Technical records of the coach's work (processing traces, usage records, AI call timings, notification and engagement records) | Kept until our retention schedule switches on in the coming weeks, then 90 days |
| The record of what the coach did for you (for example, "the coach changed your plan on this date") | Kept until our retention schedule switches on in the coming weeks, then 180 days |
| Subscription event records from our billing service | Kept until our retention schedule switches on in the coming weeks, then 12 months |
| Record that an account was deleted | We keep a record of the deletion, including the email address, IP address and device used, to prove it happened. We are moving this to a minimal 12-month record that holds a coded (hashed) form of your email, the dates, how we checked it was you, per-table counts and whether each step succeeded, and not your plain email, IP address or device. |
| People who aren't members: a prospect a trainer typed in, an invite sent to an email address, a pre-signup device limit | Kept until our retention schedule switches on in the coming weeks, then: prospects 12 months; invites 90 days after they expire; device limit 12 months |
| Name and email of the dormant accounts we closed in August 2026 | Kept until our retention schedule switches on in the coming weeks, then 12 months from closure |
7. Deleting your account
Open Profile > Delete Account. We delete your account and the information in our main database straight away; there is no grace period. Some things take longer or need a step from you today:
- Files attached in coach chat are removed within 90 days. Recipe photos and trainer chat attachments are not yet removed automatically; email support@qbod.fit and we will remove them.
- To cancel QBod's access at Garmin, Fitbit or Oura, disconnect in Profile > Wearables before you delete, or remove QBod in that company's app.
- Our subscription service keeps its record of your purchases until we remove it by hand; email us if you want that done straight away.
- Our diagnostic and usage records may keep a record of what happened in the app, without your account ID. Today these are kept until our cleanup process removes them; we are introducing fixed periods for them (see section 6).
Deleting your account does not cancel your subscription. Apple or Google bills you, not us. Cancel in your App Store or Google Play subscriptions first, or you may keep being charged.
8. Your rights
Everyone, wherever you live, can:
| Right | How |
|---|---|
| Get a copy of your data | Email support@qbod.fit with the subject "My data" and we will send you a copy, prepared by hand. |
| Correct it | Most logs can be edited or deleted where you logged them. Name and email: Profile > Edit Profile. Birth date, sex or height: email us and we will fix it. Something the coach remembers wrongly: tell Coach Q to forget it, or email us. |
| Remove something you told us about another person | Email us and we will delete it. |
| Delete your account | Section 7. |
| Complain | Email us first. See section 10 for regulators. |
We reply to privacy requests within 30 days, wherever you live. We check it's really you before we hand over or change anything.
9. Automated decisions
Some things in QBod are worked out by software:
- Your daily calorie and protein targets come from a formula using your age, sex, height, weight, activity and goal. The AI does not set them.
- Your training plan and workout suggestions come from our planning rules and your lift history, and Coach Q may suggest changes. You confirm workout changes before they happen.
- Your Q-Score is a daily number calculated from what you logged against your plan.
- Safety hand-off. If a reading or message suggests you may need urgent help, the coach stops coaching on that topic for that reply and points you to emergency help.
None of these closes your account or changes what you pay. If you think one of them got something wrong about you, email us and a person will look at it.
10. Where you live
QBod is available in the United States and Australia. Sections marked Australia apply to members in Australia.
Australia. If you live in Australia, we handle your personal information under the Australian Privacy Principles in the Privacy Act 1988. Health information is sensitive information and we collect it only with your consent. You can ask for access and correction as in section 8. If you're unhappy with our answer, you can complain to the Office of the Australian Information Commissioner (OAIC): oaic.gov.au, 1300 363 992. If we have a data breach likely to cause you serious harm, we will tell you and the OAIC as the Notifiable Data Breaches scheme requires.
United States. If you live in the United States, you have the rights in section 8 whatever state you live in, plus the rights your state gives you, including California, Washington (see our Consumer Health Data Privacy Policy), Texas and others. We don't sell personal data or use it for targeted advertising. We honour Global Privacy Control signals. If we refuse a request, reply to our answer to appeal.
11. Children
QBod is only for adults aged 18 and over, everywhere. Sign-up asks for your birth month and year and won't let you continue if you're under 18. If we learn an account belongs to someone under 18, we delete it.
12. Security
We protect your data with encrypted connections, access rules that let each member see only their own records, and encrypted storage at our database host. No system is perfectly secure. See our Security page for what we do.
If there is a data breach. If a breach of your information is likely to cause you serious harm, we will tell you and the regulator as the law requires (for members in Australia, that is the OAIC). If you think something is wrong, email support@qbod.fit.
13. Cookies
Our app doesn't use cookies. Our website uses Google Analytics to count visits, loads its typeface from Google Fonts, and uses Cloudflare Turnstile on some forms. See our Cookies page.
14. Changes to this policy
This policy is a notice; you don't sign it. When we change it we publish a new version with a new number and date, and keep every version from 4.0 onward at qbod.fit/legal/versions. If a change affects how we use your health information, we tell you in the app or by email before it takes effect.
15. Contact
Privacy Officer, support@qbod.fit, subject "Privacy". QBod LLC, 539 W. Commerce St #2754, Dallas, TX 75208, USA.