Privacy Policy

1. Overview

This Privacy Policy explains how MeetCal LLC collects, uses, shares, and protects information when you use the Atlas mobile app, Coach Console website, Atlas desktop app, the atlas command-line tool, and related services.

2. Information We Collect

Depending on how you use Atlas, we may collect:

• Account information, such as your name, email address, account identifier, and authentication metadata, through Clerk.
• Coaching and training data you or your coaches enter, including athlete roster profiles, programs, personal records, meet entries and results, and training logs.
• Invitation information, such as the email address used to invite an athlete to join a profile.
• Optional Output Sports connection identifiers and related velocity-based training data when a coach connects that service for an athlete.
• Optional encrypted Oura connection credentials and live sleep, heart rate, HRV, and readiness data when an athlete connects Oura. Atlas does not retain the Oura measurements after fulfilling the request.
• Optional encrypted FatSecret connection credentials and live food diary data (daily calories, protein, carbohydrates, fat, and logged foods) when an athlete connects FatSecret. Atlas does not retain the FatSecret data after fulfilling the request.
• Competition results retrieved from MeetCal when you use meet features.
• API token names, prefixes, permissions, and usage metadata if you create Coach Console integration tokens.
• In-app conversation content and metadata, including message text, replies, shared links, photos, videos, form-review videos, files, senders, timestamps, participants, read state, archive state, and notification settings.
• Text transcripts and short summaries of voice messages and video reviews. Your phone makes them with its own on-device speech and language models, so recordings are not sent anywhere to be transcribed or summarized; Atlas stores the resulting text with the message, where conversation participants and your coaches' Coach Console integrations can read it.
• Mobile push notification device tokens and delivery status when you allow message notifications.
• Device, diagnostic, and crash information through Sentry, such as error reports, device or browser type, operating system, and related session metadata. Desktop app reports also include your account identifier and the name of the backend function that failed, but not the content you were viewing or editing.
• Product usage information through PostHog from the mobile app, the Coach Console, and the desktop app: the screens and pages you open, the buttons and controls you use, a small number of named actions such as completing a training session or creating a program block, your account identifier, device or browser type, operating system, app version, and approximate location derived from your IP address. On the mobile app and the Coach Console this includes session recordings of how you move through Atlas, in which all text, typed input, photos, and videos are masked on your device before anything is sent, so recordings show the layout of each screen but not what it says. Usage information never includes your email address, names, messages, notes, or training data.
• Desktop customization reports from coaches who build their own version of the desktop app's interface: the Atlas and interface versions, which screens were replaced and which customization points were used, the names of changed or added parts of those screens exactly as the coach or their AI agent named them, counts of added pages, commands, and shortcuts, and build times and failures. These reports are on by default.
• Unless a coach turns them off, the one-line reason written at the top of each replaced screen and the changes made to each replaced screen (its code compared with the version Atlas provided). These are written by the coach or their AI agent and can include names, notes, or anything else written in that code.
• Messages and other information you provide when contacting us for support or exercising a privacy right.

We and our service providers may use cookies, local storage, or similar technologies to maintain sessions, remember settings, and operate Atlas. The desktop app keeps your sign-in in your operating system's credential store, and keeps settings, unsaved drafts, the window's position, and the last page you opened in files on your computer. The desktop app checks the Atlas website for updates when it starts and every few hours, and downloads and installs them; these requests carry ordinary network information such as your IP address, but no account information. Atlas uses PostHog for product analytics, which stores an identifier in your browser or on your device to connect the pages and screens you use. Atlas does not currently provide an analytics preference control. Browser or device privacy controls may limit some storage, but they can affect some features.

3. How We Use Information

• Provide programming, personal records, meet tracking, athlete invitations, and Coach Console features.
• Let connected athletes share live Oura recovery trends with their coach and coach-authorized integrations.
• Let connected athletes share live FatSecret nutrition data with their coach and coach-authorized integrations.
• Authenticate accounts and keep the service secure.
• Operate, troubleshoot, and improve Atlas, including diagnosing crashes and errors.
• Understand which features people use and where they get stuck, so we can improve Atlas.
• Use desktop customization reports, ejection reasons, and shared screen changes to learn which parts of the desktop app coaches change and why, so we can add the customization options they need. Only Atlas staff can see them, and our internal views show them without naming the coach.
• Keep the desktop app up to date.
• Send service-related communications, including athlete invitation emails and in-app message notifications.
• Comply with legal obligations and prevent fraud, abuse, or security incidents.

4. When We Share Information

We do not sell personal information. We share information only as needed with service providers that operate Atlas, including:

• Clerk, for authentication and account management.
• Convex, for database and backend processing.
• Cloudflare R2, for video form-review objects stored separately from photos, voice messages, and documents.
• Other participants in your Atlas conversations and your Club Admin. A Club Admin can read and send messages across their organization, including conversations where they are not listed as a participant.
• Expo's push notification service, and the applicable Apple or Google notification service, to deliver message notifications you allow.
• OneSignal, for athlete and coach invitation emails, opted-in coach programming digests containing athlete names and programming due dates, opted-in coach PR emails containing athlete names, lifts, and weights, and opted-in coach comment emails containing athlete names and the exercise and workout comments athletes write.
• Sentry, for crash reporting and error diagnostics.
• PostHog, for product analytics and masked session recordings.
• Output Sports, when a coach chooses to connect that service for an athlete.
• Oura, when an athlete chooses to connect an Oura account.
• FatSecret, when an athlete chooses to connect a FatSecret account.
• MeetCal, for competition data used in meet features.
• Hosting, database, and infrastructure providers used to deliver and protect the service.

We may also disclose information when required by law, to protect users or the service, in connection with a business transaction, or with your direction or consent. Providers process information under their own terms and privacy commitments.

5. Device Permissions

Atlas may request notification permission to alert you to new messages. When you record or attach a form-review video, Atlas may request camera and microphone access. The desktop app asks your operating system for microphone access to record voice messages and video reviews, and for camera access when you turn on the face camera in a video review. When you choose an attachment, Atlas may also request access needed to select photos, videos, or files from your device. Atlas does not currently request location or tracking permission. The mobile app may use device motion to tilt badge artwork while you inspect it. You can change available app permissions in your device settings.

6. Retention

We retain account, coaching, training, invitation, support, and diagnostic information only for as long as reasonably necessary to provide the service, meet legal or accounting obligations, resolve disputes, enforce agreements, and protect the service. Retention periods vary by data type and provider. We may retain de-identified or aggregated information that no longer identifies you.

In-app messages and attachments are stored on Atlas servers and are not end-to-end encrypted. Form-review videos are stored in Cloudflare R2. Photos, voice messages, and documents remain in Convex storage. Archiving a conversation starts a 30-day personal visibility period. After that period, the archived history is no longer available to that user. Leaving a conversation or changing coach assignment closes new sends, ends that member's access to the conversation, and starts the same 30-day retention window for their copy of the history. Shared conversation data is deleted after every entitled participant's visibility period has expired, so another participant or the Club Admin may retain access after one user's copy expires.

7. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. No online service can guarantee absolute security, so please use a strong account password and protect access to your devices and email account.

8. Your Choices and Rights

Depending on your location, you may have the right to request access to, correction of, deletion of, or a copy of your personal information, or to object to or restrict certain processing. You may also:

• Update available account information through the account profile.
• Use available browser or device privacy controls, understanding that they may affect some features.
• Revoke Coach Console API tokens you created.
• Mute, archive, or unarchive individual Atlas conversations.
• Disconnect Oura or FatSecret from Connections in the Atlas mobile app.
• Turn off desktop customization reports, ejection reasons, or shared screen changes in Settings → Customization in the Atlas desktop app. Turning off a setting deletes what Atlas stored for it, and turning off customization reports also deletes the reasons and changes.
• Delete your account from Settings in the Atlas mobile app. Deletion happens in the app and needs no email or extra verification.

Deleting your account permanently removes your Atlas sign-in, your profile, your own training data, your connected Oura and FatSecret accounts, your notification and app settings, your desktop customization reports and shared screen changes, your Coach Console API tokens, and the attachments, voice memos, videos, transcripts, and summaries you sent. The text of messages you sent is removed, and other members of a shared conversation see them from a Deleted User. If a coach trains you in a club, you are removed from that club and the training history your coach recorded for you stays with the club. A Club Admin who is the only admin of a club that still has other members must make another coach a Club Admin, or archive the club's athletes, before deleting their account. We may keep limited records, such as club audit entries and safety reports, where needed to protect the service or meet legal obligations.

For other privacy requests, contact us. We may need to verify your identity before completing such a request. You may appeal a denied request by replying to our response.

9. Children’s Privacy

Atlas is a coaching and training product. Account features are not directed to children under 13. Coaches may store training information about youth athletes they are authorized to coach. If you believe a child provided personal information without appropriate permission, contact us so we can review and delete it where required.

10. International Processing

Atlas and its providers may process information in the United States and other countries. Those locations may have different data-protection laws than your location.

11. Changes to This Policy

We may update this policy as Atlas changes. We will post the revised policy with a new effective date and provide additional notice when required by law.

12. Contact Us

For privacy questions or requests, contact MeetCal LLC at maddisen@meetcal.app.

These practices are also described in our Terms of Use.