Legal

This Privacy Policy describes how Change & Fly Sessions (“the App”, “we”, “us”) handles information when you use our personal training session automation software and related integrations (including, where enabled, Apple Calendar, Square, QuickBooks Online, WhatsApp Business Platform, and web push notifications).

The App is intended for use by the business operator (typically a single trainer or small studio) and is not a consumer social network.

Depending on how you configure the App, we may process:

• Account data — admin email and authentication credentials for signing in to the App.
• Client / customer data — names, phone numbers, email addresses, payment method preferences, and related identifiers synced from connected services (for example Square customer IDs or QuickBooks customer IDs).
• Scheduling data — appointment times, durations, and calendar event identifiers read from Apple Calendar (CalDAV).
• Session and billing records — confirmation status, package balances, invoice references, and job/error logs needed to operate the App.
• Device data for notifications — web push subscription endpoints if you enable browser notifications.
• Technical logs — limited operational logs (for example failed sync or invoice jobs) to keep the App reliable.

We use information solely to:

• authenticate the admin user and secure the App;
• synchronise schedules and customer records;
• send appointment reminders and trainer confirmation prompts;
• manage prepaid packages and generate invoices via Square/QuickBooks;
• provide optional in-app operational assistance (agent chat), when enabled;
• maintain, troubleshoot, and improve the App.

We do not sell personal information.

The App connects to third-party providers you choose to enable. Those providers process data under their own terms and privacy policies, including for example:

• Apple (Calendar / CalDAV access);
• Square (customers, orders, invoices);
• Intuit QuickBooks Online (customers, invoices);
• Meta WhatsApp Business Platform (message delivery);
• Hosting / database providers used to run the App;
• AI model providers, if you enable the ops agent feature.

When you connect QuickBooks Online, the App may access accounting data necessary to create or read invoices and related customer records for your authorised company file, according to the permissions you grant during OAuth.

Where privacy laws require a legal basis (for example the GDPR/UK GDPR or Australian Privacy Principles context), we process data as needed to provide the App under our agreement with you, to pursue legitimate interests in operating a reliable business tool, and/or with consent where required (for example certain messaging or notification permissions).

We retain information for as long as needed to operate the App, meet legal/accounting obligations, resolve disputes, and enforce agreements. You may request deletion of App-held records subject to legal retention requirements and technical constraints of connected third-party systems.

We use reasonable administrative and technical measures appropriate to a small business application (including encrypted transport, access controls, and secret management). No method of transmission or storage is completely secure.

Depending on your hosting and integration providers, data may be processed in Australia and/or other countries. Where required, we rely on appropriate safeguards offered by those providers.

Subject to applicable law, you may request access, correction, or deletion of personal information we hold, or object to certain processing. Contact us using the details below. You may also have the right to lodge a complaint with a privacy regulator in your region.

The App is not directed to children under 16, and we do not knowingly collect personal information from children.

We may update this Privacy Policy from time to time. The “Last updated” date will change when we do. Continued use of the App after an update constitutes acceptance of the revised policy where permitted by law.

Questions about this Privacy Policy: contact the App operator at the business email associated with your Change & Fly account, or the contact address published on your public website.