Privacy Policy
Freebird Trainer App
Last Updated: August 6, 2025
Welcome to Freebird Trainer ("we", "our", "us"), operated by Freebird Gym. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application Freebird Trainer (the "App"), available on Android and iOS platforms (Package ID: com.freebird.trainer). Please read this privacy policy carefully. By using the App, you agree to the collection and use of information in accordance with this policy.
1. Information We Collect
1.1 Personal Information (Provided by You)
When you use the App, you may provide us with the following personal information:
- Account & Authentication: Mobile phone number, country code, and OTP (One-Time Password) for login and verification.
- Profile Information: Full name (first name, last name), email address, phone number, bio, specialization, years of experience, qualifications, address, ZIP code, country, and profile picture/photo.
- Employment Information: Employee ID, employment details, payroll information, salary breakdown, tax details, and contract/document records.
- Delivery Address: Full name, phone number, street address, city, state, pincode, and address type (home/office/other) for shop orders.
- Chat & Communication Data: Text messages, audio recordings (voice messages), images, and files shared through the in-app messaging system with clients, admins, and other trainers.
- Community Posts: Content, images, comments, and likes you post in the community section.
- AI Chatbot Conversations: Text messages, fitness-related queries, and prompts you submit to the AI-powered fitness assistant (FreeBird AI).
- Workout & Diet Data: Workout assignments, exercise selections, diet plan categories, workout notes, and workout change requests that you manage for your clients.
- Client Management Data: Client details, session information, client metrics, comparison photos, and training history that you access and manage as a trainer.
- Water Intake Logs: Daily and weekly water consumption data and hydration goals.
- Leave & Attendance Records: Leave requests, leave types, leave history, attendance dashboard data, and QR code-based attendance records.
1.2 Automatically Collected Information
- Device Tokens: Firebase Cloud Messaging (FCM) tokens for push notification delivery.
- Authentication Tokens: Access tokens and refresh tokens stored securely on your device for session management.
- App Usage Data: Locally cached preferences, selected workout categories, selected client IDs, selected dates, and workout notes using SharedPreferences.
- Cached Media: Images and media files cached locally on your device for performance optimization, with a cache limit of 200 objects and a 7-day staleness period.
1.3 Location Data
The App requests access to your device's location (GPS) to provide location-based training features and services. Location permission may be requested both "when in use" and "always" depending on feature requirements. You can disable location access through your device settings at any time.
1.4 Camera & Media Library
The App requests access to your device's:
- Camera: To capture profile photos, media for chat messages, and community post images.
- Photo Library/Gallery: To select and upload profile photos, chat attachments, and community post images.
- Microphone: To record audio/voice messages within the in-app chat feature.
- File Storage: To pick and share documents and files through the chat system.
2. How We Use Your Information
We use the collected information for the following purposes:
- Authentication & Account Management: To verify your identity via OTP-based login, manage your session, and maintain account security.
- Trainer Profile Management: To display and allow editing of your professional trainer profile visible to clients and administrators.
- Client Management: To enable you to view client details, assign workouts, manage diet plans, track client metrics, and review training history.
- Communication: To facilitate real-time messaging (text, audio, images, files) between you, your clients, admins, and other trainers via the in-app chat system powered by Pusher Channels.
- Push Notifications: To send you important alerts about sessions, messages, workout requests, and other app activities via Firebase Cloud Messaging.
- AI Fitness Assistant: To provide AI-powered fitness guidance, exercise recommendations, image generation, and workout video suggestions through our FreeBird AI chatbot.
- Attendance Tracking: To generate QR codes for attendance check-in and track your daily attendance records.
- Employment & Payroll: To display your employment information, salary breakdown, tax details, and contract documents.
- E-Commerce (Shop): To enable browsing, purchasing fitness accessories, managing cart/wishlist, processing orders, managing delivery addresses, and handling payments.
- Wallet & Payments: To manage your in-app wallet balance, process transactions, and facilitate online payments through Stripe.
- Community Engagement: To allow you to create posts, share content, comment, and interact with the trainer community.
- Health & Wellness Tracking: To log and monitor your water intake goals and history.
- Session Management: To display upcoming training sessions and allow session status updates.
- App Improvement: To maintain, improve, and optimize the App's performance and user experience.
3. Third-Party Services
The App integrates with the following third-party services, each governed by their own privacy policies:
| Service | Provider | Purpose | Data Shared |
|---|---|---|---|
| Firebase Cloud Messaging (FCM) | Google LLC | Push notifications | Device token (FCM token) |
| Firebase Core | Google LLC | App infrastructure & services | App instance identifiers |
| Stripe | Stripe, Inc. | Online payment processing for shop orders | Payment card details (processed directly by Stripe; we do not store card numbers) |
| OpenAI API | OpenAI, Inc. | AI chatbot (GPT-3.5 Turbo) & image generation (DALL·E 3) | Chat messages/prompts sent to the AI assistant |
| Pusher Channels | MessageBird (Pusher) | Real-time messaging & presence for chat | Chat events, online/presence status |
| YouTube | Google LLC | Embedded exercise tutorial videos in AI chat | Video view interactions |
We encourage you to review the privacy policies of these third-party services:
- Google Privacy Policy: https://policies.google.com/privacy
- Stripe Privacy Policy: https://stripe.com/privacy
- OpenAI Privacy Policy: https://openai.com/privacy
- Pusher Privacy Policy: https://pusher.com/legal/privacy-policy
4. Data Storage & Security
- Server-Side Storage: Your personal information, profile data, chat messages, workout assignments, and other app data are stored on our secure servers hosted at
api.freebirdgym.com. All API communication is conducted over HTTPS with TLS encryption. - Local Device Storage: Authentication tokens (access token, refresh token), selected preferences, and cached images are stored locally on your device using SharedPreferences and the Flutter Cache Manager. Cached images have a 7-day expiry and a 200-file limit.
- Token-Based Authentication: We use Bearer token authentication with automatic token refresh mechanisms. Tokens are securely stored on-device and transmitted via encrypted HTTPS connections.
- Payment Security: We do not store, process, or have access to your payment card details. All payment processing is handled directly by Stripe's PCI-DSS compliant infrastructure.
- Encryption: The App does not use non-exempt encryption (as declared in the iOS App Store configuration). All data transmission uses standard HTTPS/TLS encryption.
5. Device Permissions
The App may request the following device permissions:
| Permission | Platform | Purpose |
|---|---|---|
| Internet | Android / iOS | Required for all API communications, chat, payments, and AI features |
| Camera | Android / iOS | Capture profile photos, chat media, and community post images |
| Photo Library | Android / iOS | Select images from gallery for profile, chat, and community posts |
| Microphone / Record Audio | Android / iOS | Record voice messages in the chat feature |
| Location (When In Use & Always) | Android / iOS | Provide location-based training features and services |
| Read/Write External Storage | Android | Access files for chat attachments and document sharing |
| Push Notifications | Android / iOS | Receive alerts for messages, sessions, and app updates |
| Background Fetch & Remote Notifications | iOS | Receive push notifications when the app is in the background |
You can manage these permissions at any time through your device's Settings. Denying certain permissions may limit the functionality of specific features.
6. Data Sharing & Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share your data in the following circumstances:
- With Gym Administration: Your profile information, attendance records, employment details, and performance data are accessible to authorized gym administrators for operational purposes.
- With Your Clients: Your professional profile information (name, specialization, profile photo) is visible to clients assigned to you.
- With Other Trainers: Your basic information may be visible to other trainers within the community feature and chat system.
- Third-Party Service Providers: As described in Section 3, we share limited data with our technology partners (Firebase, Stripe, OpenAI, Pusher) solely for the purposes of providing app functionality.
- Legal Requirements: We may disclose your information if required by law, regulation, legal process, or governmental request.
- Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.
7. Data Retention
- Account Data: We retain your personal information for as long as your trainer account is active or as needed to provide you services.
- Chat Messages: Chat messages are retained on our servers and can be deleted by users through the in-app "Clear Chat" and "Delete Message" features.
- AI Chat Conversations: Conversations with the FreeBird AI chatbot are stored locally on your device during the app session and are not permanently stored on our servers.
- Cached Data: Locally cached images and media expire after 7 days and are limited to 200 files.
- Authentication Tokens: Tokens are cleared from your device upon logout.
- Post Account Deletion: Upon account deletion or deactivation, we will delete or anonymize your personal data within a reasonable timeframe, except where retention is required by law.
8. Your Rights & Choices
Depending on your jurisdiction, you may have the following rights:
- Access: Request access to the personal data we hold about you.
- Correction: Request correction of inaccurate or incomplete personal data. Note: Certain profile fields are locked and require admin approval to edit (via the "Profile Unlock Request" feature).
- Deletion: Request deletion of your personal data, subject to legal and contractual obligations.
- Withdraw Consent: Withdraw consent for data processing at any time by adjusting app settings or contacting us.
- Opt-Out of Notifications: Disable push notifications through your device settings.
- Location Opt-Out: Disable location services through your device settings.
- Block Users: Block and unblock users within the chat system to control your communication preferences.
9. Children's Privacy
The Freebird Trainer App is designed for professional fitness trainers and is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we discover that a child under 18 has provided us with personal information, we will take steps to delete such information promptly.
10. Updates to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new Privacy Policy within the App and updating the "Last Updated" date. Your continued use of the App after any modifications constitutes your acknowledgment of the modified policy.
11. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
Freebird Gym
📧 Email: support@freebirdgym.com
🌐 Website: www.freebirdgym.com
© 2025 Freebird Gym. All rights reserved.