1. Information we handle

Depending on how you use AMS, we may collect and hold:

• Identity and contact details, including your name, profile photograph, email address, phone number, date of birth, organisation, squad, sport, team and position.
• Account and access information, including account identifiers, roles, memberships, invitations, sign-in records and workspace preferences.
• Health and other sensitive information, including injuries, illnesses, medical notes, treatment and rehabilitation details, menstrual-status information, wellbeing check-ins, sleep, soreness, stress, fatigue and mood.
• Training and performance information, including programs, attendance, session logs, training load, body-mass measurements, test results, survey responses, athlete and coach notes, and adjustments. This includes gym sets, repetitions, loads and saved velocity measurements, and AMS Swim workouts, completed distances, race results, splits and benchmarks.
• Files and imported records, including documents, images, videos, file names, descriptions and categories, upload and access records, and information imported from training workbooks or other supported files. File contents may include health or other sensitive information.
• Calendar and booking information, including availability, event times and locations, connected-calendar account details, imported events and guest booking contact details. For coach calendars, AMS is designed to import busy times without retaining event titles or descriptions.
• Enquiries and public contributions, including contact details and messages you send when asking about AMS, pricing or support, and names, photographs, sporting affiliations and testimonials supplied for publication.
• Technical information, such as authentication cookies, device and browser information, IP address, request logs, diagnostics and basic usage or performance data.

Health information is sensitive information. We collect it only where permitted by law, including with consent where required, and only when reasonably necessary for the service or your organisation’s activities.

2. How we collect and hold information

We usually collect information directly from you when you create an account, complete a check-in or survey, log training, make a booking, connect a calendar, upload or import a file, or contact us. We may also receive it from authorised coaches, administrators, medical or performance staff, your organisation, connected Google or Microsoft calendars, ICS calendar publishers, and other users who record information as part of managing a squad. Imported training records can include historical results, notes and source details retained to explain the import.

Calendar connections use read-only access to retrieve selected calendars and keep imported commitments up to date. AMS stores connection credentials and private calendar subscription links in encrypted form. An organisation may also configure an institution timetable feed associated with your verified account email.

Google Workspace Limited Use. AMS’s use of raw or derived data received from Google Workspace APIs adheres to the Google API Services User Data Policy and the Google Workspace API User Data and Developer Policy, including their Limited Use requirements. This data is not used, transferred or sold to create, train or improve foundational or generalized AI or machine learning models. AMS’s Google Calendar integration operates separately from its AI features and does not automatically supply imported Google Calendar data to those features.

If you provide information about someone else, you must be authorised to do so and should ensure they understand how it will be handled. If required information is not provided, some AMS functions may not work or your organisation may be unable to manage your participation.

3. Why we use and disclose information

We use personal information to provide, secure, maintain and improve AMS; authenticate users; manage organisations, squads and permissions; plan and deliver training; monitor availability, wellbeing and performance; coordinate bookings and calendars; respond to enquiries and support requests; investigate misuse; comply with law; and protect people, AMS and participating organisations.

Information is disclosed only as reasonably required for those purposes, including to authorised staff and athletes within the relevant organisation, to service providers that host or support AMS, to connected calendar providers at your direction, to professional advisers, or where required or authorised by law. Role-based access is intended to limit information to people who need it, but your organisation controls its user access and is responsible for assigning appropriate roles.

Readiness scores, trend bands, alerts and camera-derived velocity estimates support human review. They are not medical advice, injury predictions or solely automated decisions about an athlete’s rights or participation. Coaches and qualified health professionals should apply their own judgement.

When a testimonial or other contribution is approved for publication, its agreed name, image, sporting attribution and content are visible on the public website. Contact us if you want to discuss correcting or removing your contribution.

We do not sell personal information or use health information for targeted advertising.

4. Sharing with coaches

If you have an athlete account, the Settings page lets you choose which categories of your athlete record are available to authorised coaches in your current organisation. These choices are organisation-specific and start enabled for a newly created athlete record.

You can turn coach sharing on or off for:

• Profile and contact details, including contact information, date of birth and body measurements.
• Wellbeing check-ins, including sleep, soreness, stress, fatigue, mood and comments.
• Testing and benchmarks, including performance results, trends and personal bests.
• Health and availability, including injury status, return-to-training information and health records.
• Calendar details, including training availability and details from connected commitments. A connected calendar may also provide its own visibility controls.

Workouts and assigned programs, including completed workouts, session feedback and attendance, and gym logs and performance entries, including exercises, sets, repetitions, loads, RPE, gym notes and velocity results saved with a set, are always available to authorised coaches. They cannot be disabled because they are core records used to prescribe, deliver, review and safely adjust the coaching service.

Profile photographs have separate access rules. Your photo identifies you to authorised profile viewers across squads in your organisation. Turning off profile and contact sharing does not hide the photo. You can remove it in Settings; authorised coaches can also manage athlete photos.

Athlete files have separate access rules. The coach-sharing switches do not make uploaded files private from authorised coaches. See Athlete files and velocity video before uploading sensitive material.

Garmin imports have separate, optional sharing controls. Unconfirmed imports are not included in the always-shared workout records above. If you or an authorised coach with Garmin sharing access choose to save imported measurements to a training log, the accepted copy becomes part of your shared training history as explained below. Garmin coach sharing starts off and applies across your active AMS squads and organisations when you choose to enable it. See Garmin Connect data.

Turning a category off changes coach access; it does not delete the underlying information or prevent you from using athlete-facing features. It does not retract copies that were lawfully exported or recorded outside AMS before you changed the setting. Records may also remain available where access is reasonably necessary for account administration, security, record integrity, compliance with law, or to lessen or prevent a serious threat to life, health or safety.

Your organisation remains responsible for giving staff appropriate roles and for using information consistently with its own policies and legal obligations. Ask your organisation administrator if you need to know which people hold coaching or administrative access.

5. Garmin Connect data

Availability and choice. Garmin connections are available only after AMS setup and Garmin approval, and when your organisation enables the integration. Connecting Garmin is optional. AMS asks for your import consent before redirecting you to Garmin Connect, where you sign in and choose the permissions you grant. We do not receive your Garmin password. Garmin’s own handling is explained in its Garmin Connect privacy notice. We associate the connection with your identifiable AMS account and store Garmin account identifiers, encrypted access and refresh tokens, consent choices and connection status.

Data and purpose. The initial integration is designed to receive completed activity summaries, including activity name and type, device model where supplied, date and time, duration, distance, average and maximum heart rate, elevation gain and calories, and basic daily summaries including steps, resting, minimum and maximum heart rate, active calories and reporting dates or windows. Only available, permitted fields are retained. Incoming summaries are reduced to these fields and encrypted in a delivery queue until processing completes; queued content is removed after processing. A scheduled cleanup removes remaining queued content and retry receipts older than seven days; if that worker is interrupted, cleanup occurs when it resumes. Imported records and their source history remain until deletion. These records let you and, if you choose, authorised coaches review training history and daily activity trends. Garmin imports do not automatically create or change AMS sessions, readiness scores or training-load calculations. You can explicitly save supported activities to a training log as described under Saving imported activities. The initial integration excludes location tracks, sleep, stress, heart-rate variability and reproductive-health records. Starter access receives new deliveries and does not import a historical archive.

Coach access. Import consent and coach-sharing consent are separate. Garmin coach sharing is off by default. If you enable it, authorised coaches and head coaches with current access to your athlete profile can view your Garmin records in active AMS organisations where Garmin is enabled. This choice applies across your active squads and organisations, rather than only the workspace you are viewing. Authorised platform administrators may also access shared records under the same application controls. You can stop coach sharing in Garmin privacy settings. Stopping sharing does not retract copies already obtained by an authorised recipient or remove accepted measurements you or an authorised coach have saved to a training log.

Recipients and processing providers. Garmin processes your sign-in, permissions and device data in Garmin Connect and receives AMS connection, permission and disconnection requests. AMS uses Supabase for account authentication and database storage of imported Garmin records, consent and encrypted connection credentials; Vercel hosts the AMS website and server endpoints that receive, process and display Garmin data, and provides infrastructure diagnostics. Access to the original imports requires the sharing consent described above. Accepted copies saved to training logs follow the separate training-history access rules described below. We do not send Garmin imports to Google or Microsoft calendar integrations, external video services or exercise-search providers. If you voluntarily include Garmin information in an enquiry email, Google processes that email for our business mailbox; ask for a secure way to provide health information before sending it. These providers may process information overseas as described in section 12. Disclosures required by law are handled as described in section 3.

No sale or AI processing. We do not sell Garmin data or derived information, use it for advertising, or provide it to data brokers. The initial Garmin integration does not send Garmin data to AI services or use AI to process it. Garmin data and anything derived from it must not be used to train, evaluate or improve AI models. Any future permitted AI processing would require a separate AI Transparency Statement naming the purpose and providers, explicit opt-in consent, and an easy withdrawal control before processing starts. Connecting Garmin or enabling coach sharing does not give consent to AI processing.

Access, export and correction. You can download the Garmin records stored in AMS as a JSON file from Garmin privacy settings, including when Garmin is disabled for your organisation or you have left a squad. You can request access or correction from contact@ardenmetrics.com. Correct source information in Garmin Connect where possible; later Garmin deliveries may update imported values. Contact us to arrange secure handling of any health information needed for a request.

Withdrawal, disconnection and deletion. Garmin privacy settings let you stop coach sharing, withdraw import consent and disconnect all Garmin accounts, or delete imported measurements and import history. Withdrawal stops AMS imports and coach sharing immediately and requests registration removal from Garmin. Disconnecting a single connection stops imports from that connection but retains previously imported records and does not itself turn off coach sharing of those records. Use Stop coach sharing or withdraw import consent to stop that access. You can also revoke access in Garmin Connect. Revoking or disconnecting does not delete your Garmin Connect records and does not, by itself, delete records already held by AMS.

Deleting imports withdraws consent, stops sharing and removes the imported measurements and history from the active AMS database even if Garmin is temporarily unavailable. In that case, AMS retains the account identifier, encrypted credentials and minimal connection status only to finish disconnection; AMS retries automatically when its scheduled worker runs, and you can use Retry disconnect in Garmin privacy settings. Credentials are removed when Garmin confirms disconnection. A minimal consent and connection record may remain to prevent an in-flight import or connection from restoring deleted data. Full AMS account deletion first attempts Garmin disconnection and remains pending if that cannot be completed; you can retry it after resolving the connection. Accepted copies saved to training logs remain until the associated session is deleted; deleting imports does not delete those training sessions. Backups and copies already downloaded by authorised recipients may remain as described in section 12.

Garmin application credentials belong to Arden Metrics Pty Ltd. They are held server-side for operating this integration and are not issued to users or supplied to another organisation for its own use.

6. Apple Health imports

The native iPhone app can optionally read sleep, resting heart rate and heart-rate variability (SDNN) from Apple Health. Workout summaries require a separate opt-in and can include activity type, start and end times, duration, distance, active calories, average and maximum heart rate, and source or device information. The current import does not upload GPS routes, laps or raw heart-rate samples to AMS; heart-rate samples may be read on your iPhone to calculate workout averages and maxima. You choose the categories and grant Apple permission before connecting. AMS uploads permitted records, their timestamps and recording-source information to your selected athlete workspace to display recovery and workout history. The first connection imports the previous 30 days; subsequent imports track changes. The iPhone import feature does not write to Apple Health or use these imports to automatically submit wellbeing check-ins.

Coach sharing is off by default for recovery imports. You can enable recovery sharing for the selected organisation; access also requires your existing health-sharing preference and the coach’s current squad or organisation access. Unconfirmed workout imports are visible only to you; recovery sharing does not grant coaches access to them. Imports are not automatically shared with other organisations. Local sync checkpoints and pending uploads are protected on the device and excluded from device backup. Apple Health imports are processed by our AMS hosting and database providers described in section 12. Apple Health information is not sold, provided to data brokers, or used for advertising, marketing or unrelated use-based data mining. These imports are not sent to our AI tools.

You can disconnect automatic import or delete imported records from AMS in the app’s Apple Health settings. An offline server request remains pending until the app can connect; import stops locally immediately. Deleting imports does not delete your Apple Health records, manually entered wellbeing answers or accepted measurements already saved to an AMS training log. You can separately change Apple Health permissions in the Health app. Revoking Apple read permission does not delete records already imported into AMS. Disconnecting automatic import does not itself turn off sharing of retained recovery records; change the coach-sharing setting or delete imports to stop that access.

7. Saving imported activities

You can review supported Apple Health and Garmin activities in Imported activities and choose to create a conditioning session or attach measurements to an existing session. For Garmin, an authorised coach with your Garmin sharing consent can also save an activity to your training log. Confirming this action saves an accepted copy of the source measurements with your training record, where authorised coaches can see it under the ordinary training-history access rules. This is separate from sharing the original provider imports. Matching a recording to a plan alone does not mark prescribed training complete.

Accepted measurements remain with the session when you disconnect the provider, stop import sharing or delete the original imports. Delete the associated training session to remove that accepted copy, or contact us for help. Dismissing an import only hides its reminder; it does not delete the record. Later source corrections require review before replacing accepted measurements.

8. Optional AI tools

Where your organisation enables AI exercise search, AMS sends your submitted search text and individual exercise catalogue fields, including instructions and catalogue notes, to OpenAI to find relevant exercises. Catalogue indexing can run in the background while the feature is enabled. Where AI conditioning formatting is enabled, requesting a conversion sends the workout text and activity type to OpenAI to propose structured workout instructions for your review.

These requests exclude account, athlete and organisation identifiers and do not automatically retrieve athlete health records or Garmin or Apple Health imports. However, anything you type into the submitted text or catalogue fields may be sent. Do not include names, contact details, health information or imported device records in these fields. AI results require coach review before use. Normal editing and search remain available without these optional tools.

9. Shared screens, Watch and notifications

Gym and TV screens. Your organisation can display athlete names, training leaderboards, personal bests, recent gym arrivals, schedules, notices and approved comments on shared screens. People near a screen, or anyone with its active screen link, can see the displayed information without an athlete account. Screen links act as access credentials and should not be forwarded. Coaches manage screen content and can revoke screen access. These displays do not query wellbeing check-ins, readiness scores or medical records; avoid putting sensitive information into notices or comments intended for display.

Apple TV connection. AMS Screens retrieves the content selected by your organisation using a screen access token. The TV stores its connection credentials in the device Keychain and remembers the server address in device preferences. Disconnecting in the TV app removes that TV’s saved connection and clears displayed content; it does not delete the organisation’s screen, source records or other devices’ connections. Ask an authorised coach to revoke the screen link if it has been shared unintentionally.

Apple Watch heart rate. With your Health permission, the Watch app reads your live heart rate during an active gym session to display your pulse on the Watch. It requests workout access to run the sensor session. These live readings stay on the Watch and are not sent to your iPhone, AMS servers or coaches. The temporary workout is discarded when monitoring ends rather than saved as an Apple Health workout. You can revoke Health access using your device’s Health privacy controls; this stops sensor access without deleting your AMS training log.

Apple Watch and lock-screen features. The companion Watch app exchanges account-scoped schedule, check-in and current workout information with your paired iPhone. Check-ins submitted on the Watch are sent through the iPhone to AMS. Session reminders and Live Activities can show workout or timer information on your device’s lock screen and other supported system surfaces. People who can see those surfaces may see that information. Use the app’s notification settings and your device’s notification-preview and Live Activity controls to manage visibility.

10. Athlete files and velocity video

Athlete files. Files uploaded through AMS Files are held in private Supabase storage. Athletes can access their own files; authorised coaches can access files within their squad scope, and head coaches within their organisation scope. Downloads and previews use short-lived links issued after an access check. AMS records file actions such as uploads, previews, downloads, edits and deletions. Private storage does not prevent an authorised recipient from retaining a downloaded copy.

Velocity tools. Plate and marker velocity tools process camera frames or a video you select locally in your browser; the native iPhone marker tracker processes footage on your device. The trackers do not upload that footage to AMS. Live capture requests camera permission without microphone access; marker tracking can keep a temporary recording in the browser for review. The native app also keeps temporary video for review and can export original or annotated recordings. Standalone native reports store measurements and diagnostics locally, without the video. You can choose to download or share recordings and reports using your device.

Saving velocity results to a gym set stores the measurements with your training record, where authorised coaches can review them. Downloaded result files and graphics may include an athlete or display name, exercise, load and measurements. Diagnostic exports contain tracking measurements and technical details, but no raw video. If you separately upload footage through Files or send it to us for support, we receive it through that channel. Anyone you share an export or recording with can retain their own copy.

11. Website, demos and device storage

Public demos and enquiries. Our interactive website demos use sample data. Edits in the public strength-program demo remain in that page session and cannot be saved or assigned to a real athlete. Use sample information when trying a demo. Enquiry links open a draft in your email app; we receive your message and contact details when you send it.

Cookies and local drafts. AMS uses essential cookies and browser storage to keep you signed in, protect sessions and remember preferences. Program drafts, unfinished gym logs and some tool settings can also be stored on your device so you can resume your work. Browser storage may remain after you close a page. You can clear it through your browser settings, but doing so may sign you out or remove unsaved work. We do not use this storage for third-party advertising.

iPhone storage and offline saves. The native app stores display caches, drafts and pending submissions on your device, including training and check-in information. Protected caches and upload queues are excluded from device backups and scoped to your account and workspace. Display caches expire after seven days. Pending submissions do not expire automatically: signing out pauses uploads, and signing back into the same account can resume them. “Saved on this device” means an entry may not yet have reached AMS or your coach. Account → Saved uploads shows pending entries and recovery options. Removing local app data can lose unsent work and does not delete records already uploaded.

Hosting and diagnostics. Requests to AMS pass through our hosting infrastructure. Vercel and our other infrastructure providers may process technical details such as IP addresses, request and error information, page or route details, browser and device information, and approximate location derived from an IP address. We use this information to operate, secure and troubleshoot the service. The website also integrates Vercel Web Analytics to understand page usage and improve the service. The application filters guest-demo access links and invitation links before sending analytics events. We do not use analytics for targeted advertising.

External media. Exercise instructions may link to or embed videos from services such as YouTube and Vimeo. Loading an external player or following a link connects your browser to that provider, which may receive technical information and use cookies under its own privacy policy.

12. Storage, security and overseas recipients

Information is stored electronically using contracted hosting, authentication, database, deployment and monitoring providers. We use reasonable technical and organisational safeguards, including access controls, encrypted connections, protected credentials, audit-oriented records and separation of user roles. No online service can guarantee absolute security; please tell us promptly if you suspect unauthorised access.

Our providers include Supabase for authentication and hosted data and file storage, Vercel for website hosting, delivery and infrastructure diagnostics, Google for our business enquiry mailbox, Resend for transactional invitation and account-recovery emails, and OpenAI for the optional AI tools described above. Email delivery providers process recipient addresses, message content and delivery information; invitation and recovery messages include the links needed to complete those actions. Google and Microsoft also process information when you connect their calendars; external media providers process information when you use their players or links.

Protection by recipients. Third parties receiving personal information from AMS must protect it to the same or an equivalent standard as this policy and applicable privacy requirements. This includes Apple’s privacy requirements for information shared by our Apple apps. Service providers may use the information only to deliver the services described in this policy or to comply with law. A connection to another service does not authorise unrelated use of your AMS information.

These providers may process or store information outside Australia, including in the United States. Other countries depend on the provider, its subprocessors and the connected service. Contact us if you need information about overseas handling for your organisation’s setup. Before making a cross-border disclosure, we take reasonable steps required by Australian Privacy Principle 8 or rely on an applicable legal exception.

Retention. We keep account and training records for as long as needed to provide your account and your organisation’s service, subject to the deletion controls described below. Other information is retained for the purposes described in this policy, including legal obligations, security, dispute resolution and necessary record keeping. The period depends on the type of information, its purpose and any obligations that apply to your organisation. When information is no longer required, we take reasonable steps to delete it or de-identify it.

After deletion. Deleting your account or an imported record removes the associated application records through the relevant deletion process. Copies in provider backups may remain for the applicable backup retention period. Information that must be retained by law is kept only for that purpose. Deletion cannot recall copies previously downloaded by authorised recipients or delete records held independently in Apple Health, Garmin or another connected service. Contact us if you need help identifying or deleting a particular record.

13. Your choices and rights

You may ask to access personal information we hold about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. You may also ask about withdrawal of consent, deletion or restriction of information. These rights are subject to applicable law, safety considerations and legitimate record-keeping requirements.

Athletes can review and change coach-sharing choices from Settings. Changing a sharing choice is not the same as withdrawing every consent that may apply or asking us to erase the information.

• Calendar connections: use the connection settings to pause selected calendars or disconnect a provider. Athletes can choose whether coaches see full imported details or busy-only commitments, subject to their overall calendar-sharing choice. You can also revoke AMS access in your Google or Microsoft account. Disconnecting removes the connection and its imported calendar entries from AMS, but does not delete events from your source calendar. You can separately revoke provider permissions in your Google or Microsoft account.
• Garmin: use Garmin privacy settings to export records, stop coach sharing, withdraw consent, disconnect or delete imported records. These controls remain available independently of organisation feature access. See the Garmin section above for pending disconnections and account deletion.
• Apple Health: use the native app’s Apple Health settings to stop syncing or delete imports, and the Health app to change read permissions. Accepted training-log copies are managed separately, as explained above.
• Device permissions: camera access supports optional video capture; the system photo picker provides only the photos or videos you select for a profile photo or video analysis. Notification permission supports reminders. You can decline these optional permissions and continue using features that do not need them. Change camera and notification permissions in your device or browser settings, and Health permissions in Apple’s Health privacy controls. Revoking a permission stops future access under that permission; it does not erase information already uploaded.
• Local data: clear browser drafts and preferences through browser settings. Removing the app or clearing its local data does not delete your AMS account or records already saved to our servers, and may lose unsent entries.
• Account deletion: open Settings on the AMS website, sign in if prompted, and choose “Delete account and data”. This includes a confirmation flow to delete your account, athlete profiles and associated application records across your workspaces. If you created programs for other people, the flow lets you choose whether those shared programs are also deleted or are retained without your account. Review the choices carefully; deletion is permanent. Copies previously downloaded by other authorised users, local browser data, provider backups and information that must lawfully be retained may not be removed at the same time.

Withdrawing consent. Use the feature-specific controls above to stop optional imports, sharing or device access. For consent-based processing without an in-app control, email contact@ardenmetrics.com and identify the processing you want stopped. Withdrawal does not undo earlier processing or automatically delete retained records; you can also request deletion. Features that depend on the withdrawn access may no longer be available.

For access, correction, deletion, restriction or consent questions beyond those controls, contact your organisation administrator or email contact@ardenmetrics.com. You can contact Ardenmetrics directly even if you do not have an AMS account.

We may need to verify your identity and clarify the scope of your request. We will respond within a reasonable period and, if access or correction is refused, provide written reasons and available complaint options where required by law. We do not charge for correction requests. You can also request a copy of this policy in an accessible format at no charge.

If you are under 18, a parent or guardian may make a request for you where appropriate. We consider your maturity, capacity, safety and applicable law when handling information and requests involving young people.

14. Questions and complaints

Contact Ardenmetrics at contact@ardenmetrics.com for privacy questions, access or correction requests, or complaints. Your organisation administrator can also help with records managed by your organisation.

Include your name, organisation if applicable, preferred contact details and enough information for us to understand the issue. Please do not send detailed health information by ordinary email; ask us how to provide it securely if it is needed.

We will acknowledge a privacy complaint and aim to provide a substantive response within 30 days. If you are not satisfied, you may contact the Office of the Australian Information Commissioner. The OAIC generally asks that you complain to us first and allow 30 days for a response.

15. Changes to this policy

We may update this policy when AMS, our providers or legal obligations change. The current version will be published here with its effective date. We will provide additional notice where a change materially affects how we handle information.