Privacy Policy

This policy explains what personal information is collected when you use the Octave app and website (the “Service”), why, who can see it, how long it is kept and how to exercise your rights. It completes the Terms of Use. The French version prevails.

1. Who answers for your information

Octave Athletics (“Octave”, “we”) operates the platform and protects the information in it. The club you train with and its coaches (the “club”) use the platform to train their athletes and see the information that training needs.

The person in charge of the protection of personal information at Octave is its most senior officer. To reach them, ask a question or exercise your rights: Octave Athletics · hello@coachgus.org, or the app’s help page.

2. What we collect

• Your account: name, email address, password (stored irreversibly hashed), language, and your acceptance of the Terms.
• Your athlete profile, which you fill in yourself: age, records, goals, availability and, if you choose to say so, whether you are injured. That last item is health information: it is optional and only used to adapt your training.
• Your training: plans, sessions done, effort, race results and your coach’s comments.
• Your messages with your coach and in the club’s groups, and the files you attach.
• Your payments: your plan, its price and dates. A card is processed by Stripe, an in-app purchase by Apple; we never see or keep a card number. For an Interac e-Transfer, we keep the amount, the reference code and the date the club confirmed it.
• Your watch, only if you connect one: the activities the provider (COROS, Polar) sends us. You can disconnect it at any time.
• Where you run, only if you say: a town, kept to about a kilometre, to show the wind for your sessions. Your position is read only when you choose “Use my location”, or when your own assistant passes on your approximate location as it saves where you run (section 6); it is rounded the same way (in the app, before it even leaves your device), and we keep no history of your positions. You can change it at any time.
• Apple Health, in the iPhone app and only if you allow it: your workouts (including those a Garmin watch writes there through Garmin Connect) and their heart rate, and each morning your sleep, resting heart rate and heart rate variability. This is health information: it is used only for your training and by your coach, never for advertising, and is never sold or passed on to anyone. You can withdraw this permission in Health’s settings at any time.
• Technical data: sign-in log, IP address and device type, for your account’s security; your phone’s notification token, if you allow notifications.

3. Why

• to provide the Service: your plan, your sessions, your messages with your coach;
• to let your club train you and manage its subscriptions;
• to process your payments and give you proof of them;
• to write to you about your account (confirmation, password, reminders you asked for);
• to protect accounts and the Service against fraud and abuse;
• to fix errors and improve the Service.

We do not sell your information, we do no targeted advertising, and we use it for no other purpose without your consent.

4. Who can see it

• Your coach sees your profile, your training and your messages with them; the club’s head coach sees the training of the club’s athletes.
• The club’s owner sees subscriptions and payments made to the club.
• At Octave, only the people who need it to run or support the Service, as far as needed.
• Authorities, only where the law requires it.

5. Our providers, and where your information is kept

To run the Service we entrust some information to providers who process it for us, under contract. Several are outside Québec, mostly in the United States: your information may therefore be stored there and be subject to local laws. We chose them for their safeguards.

• Vercel (app hosting) and Neon (database, eastern United States);
• Google Cloud Storage (files and photos);
• Stripe (card payments) and Apple (in-app purchases, notifications);
• Resend (sending email);
• Sentry (error reports, with text and inputs masked);
• Google, if you choose to sign in with Google;
• COROS and Polar, if you connect their watch;
• Twilio (text messages), if your club turns them on and you consent;
• MET Norway (weather forecasts) and OpenStreetMap (place names, or komoot’s Photon, over the same data, when OpenStreetMap’s own does not answer), if you say where you run: they receive only that town’s rounded coordinates or the name you search for, never your name or your account;
• OpenRouter and the AI model it calls, if your club turns on the AI coach (section 6).
• OpenAI or Anthropic, if you connect your own assistant (ChatGPT or Claude) to your account (section 6).

6. The AI coach, and your own assistant

The AI coach is off until your club turns it on. Once it is on, when you write to it, your message and the context the answer needs (your plan, your recent sessions, your goals) are sent to the AI provider to produce the answer. No decision about you is made by the AI alone: it answers your questions, and your coach stays in charge of your plan.

You can also connect your own assistant (ChatGPT or Claude) to your account, from age 14. Only you can do it, after a screen that says what it will be able to read and change. Once connected, when you ask it something, it reads your plan, sessions, paces, best times, profile and morning check-ins, and it can change them when you ask it to (log a session, move or adjust a day, update your times, training days and settings). To save where you run, it uses the approximate location the assistant sends with your request (your town). It never receives your messages, your email address, your phone number or your payments, and never sends a message for you. What it reads goes to that assistant’s company (OpenAI, Anthropic), under its own privacy policy. We keep only the connection itself (when it was made and last used) until you disconnect it in your Account, under Assistants, or in the assistant: its access ends at once. A coach can also connect an assistant, read-only, for the athletes they coach, if your club allows it.

7. How long

We keep your information as long as your account exists. When you delete your account, your profile, your training data and your access are deleted, and messages you already sent are anonymised so that other people’s conversations stay whole. Backups are erased within 90 days. Payments are kept as long as the law requires for accounting.

8. Security

Encrypted connections, irreversibly hashed passwords, a session cookie scripts cannot read, two-factor authentication available, access limited by role, and sensitive information (such as a club’s app key) encrypted at rest. No system is perfect: if an incident presents a risk of serious injury, we will tell you, and the Commission d’accès à l’information, as the law requires.

9. Your rights

• to see your information and get a copy, including an export of your data (Settings › Account);
• to have it corrected;
• to withdraw a consent (for example to text messages or a watch) and delete your account at any time;
• to know why and by whom a piece of information was used.

Write to hello@coachgus.org: we answer within 30 days. If you are not satisfied with our answer, you can complain to Québec’s Commission d’accès à l’information.

10. Minors

For a person under 14, the consent of the person with parental authority is required before any personal information is collected. A person under 18 uses the Service with a parent’s or guardian’s agreement. The club that enrolls a minor athlete obtains these consents.

11. Cookies

We only use the cookies we need: your session, the club you are viewing, the language you chose, and a short-lived cookie while you sign in with Google or connect a watch. No advertising or audience-measurement cookies.

12. Changes

If we change this policy in a significant way, we will tell you in the app or by email before it takes effect.