Privacy notice

Who we are

AthletIQ is operated by Cody Alan MacDonald, a sole proprietorship based in Ontario, Canada. Cody is the person accountable for privacy at AthletIQ. You can reach him at hello@athletiq.fitness.

Your club decides what goes in; we hold it for them

AthletIQ is sold to gymnastics clubs. Your club decides which athletes and families it adds, what it records about them, and who on its staff can see it. We provide the software and hold the data on the club's behalf.

This matters for two reasons. If you are a parent or an athlete, your club is normally the right first contact for questions about your records — they can answer faster and they hold the consent you gave them. And if you ask us directly, we will help, but for some requests we will need to confirm with your club before acting.

What we hold

Depending on what your club uses, this can include:

• About athletes: name, date of birth, training group and division, attendance (including notes a coach adds), skill assessments and coach notes, competition results, video of the athlete training, medical clearance status and injury notes the club records, emergency contacts, and documents the club uploads such as waivers and consent forms.
• About parents and guardians: name, email, phone, messages with club staff, notification preferences, invoices, and a payment reference held by our payment processor.
• About club staff: account and profile details and their role at the club.
• Automatically: a security and activity log of significant actions (for example sign-ins and permission changes). It is designed so that it does not contain personal details, and it cannot be edited or deleted after the fact.

We do not sell personal information, we do not share it for advertising, and we do not use it to build profiles for anyone other than the club that entered it.

Children

Most athletes in AthletIQ are minors, some as young as four. Consent for a child's information is given by their parent or guardian, and it is collected by the club — we do not sign families up ourselves.

Two things are worth stating plainly while this notice is interim. First, the daily wellness check-in feature — where an athlete answers questions about sleep, soreness, stress and energy — is switched off for every club and no answers have been collected. Second, video of an athlete is stored privately and is visible only to staff at that athlete's own club; it is never public and never shared with other clubs. Both areas are under legal review before we change anything.

An athlete under 13 cannot hold their own AthletIQ login. Their records are managed by their club and visible to their guardian.

Who can see it

• Staff at your own club — and only your club. Separation between clubs is enforced by the database itself, not just by the application, and it is tested automatically on every change. See our security page.
• A parent or guardian — their own child's schedule, attendance (including the coach's note), invoices, and skill progress.
• The athlete — their own records, if they are old enough to hold an account.
• Us — a small number of staff (currently one person) can access production data when needed to operate the service, fix a fault, or answer a support request.

Where it lives, and who else touches it

Our database and all uploaded files, including athlete video, are stored in Canada (Montreal region), verified against our live infrastructure on July 27, 2026.

We rely on these providers, some of which operate outside Canada and may process limited personal information in the course of running the service:

• Supabase — database, file storage, and sign-in (Canada).
• Vercel — runs the application itself.
• Stripe — payments. Card numbers go directly to Stripe; we never see or store them.
• Sentry — error reports, configured to exclude personal information.
• Upstash — rate-limiting counters that protect against abuse.
• An email delivery provider — sends invitations, password resets and notifications.

How long we keep it

While your club is a customer, we keep what it has entered so it stays usable — a training history is only useful if it goes back years. Some records, such as signed waivers and injury notes, exist to protect the club and are not ours to remove on request.

We are being deliberately honest here: we do not yet publish a retention schedule giving a fixed period for each type of record. Setting those periods correctly, particularly for children's records, is one of the questions with our lawyer, and we will publish the schedule here once it is set.

What you can ask for

You can ask to:

• see what we hold about you or your child;
• correct anything that is wrong;
• withdraw a consent you gave, or ask for information to be deleted;
• get a copy of your information in a portable form.

Start with your club where you can — they hold your consent and can act immediately. If you would rather come to us, or your club cannot help, email hello@athletiq.fitness. We will confirm who you are before releasing or changing anything about a child, and we will respond within 30 days. If we cannot do what you asked, we will tell you why.

Keeping it safe, and what happens if something goes wrong

Access rules are enforced in the database, uploaded files are private by default, administrative actions are written to a log that cannot be altered, and backups are taken daily with a rehearsed restore procedure. Our security page describes this in more detail, including what we have not done yet.

If a breach occurs that creates a real risk of significant harm, we will notify the affected clubs promptly, along with the regulators and individuals the law requires, and we keep a record of incidents.

Changes to this notice

When this notice changes we will update the date at the top. The reviewed version replacing this interim one will be posted here. If a change materially affects how we handle athlete information, we will tell clubs directly rather than relying on you to notice.

Complaints

If you are not satisfied with how we have handled your information, tell us first at hello@athletiq.fitness so we can try to put it right. You also have the right to complain to the Office of the Privacy Commissioner of Canada, and to your provincial privacy regulator where one applies.