Privacy Policy

1. Introduction

Athlete Mindset Inc. ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and website (collectively, the "Service").

This policy is a notice about our privacy practices. Some features also ask for separate permission or consent, such as microphone access, camera access, contacts access, app tracking permission, notifications, and AI data processing. If you decline an optional permission, the affected feature may not work, but you can still use other parts of the Service.

2. Information We Collect

Personal Information

When you create an account or use our Service, we may collect:

• Name, email address, Firebase user ID, authentication-provider identifiers, and account settings
• Sport, athletic discipline, experience level, age range, training goals, competition context, and preferences
• Check-ins, moods, goals, reflections, readiness, focus, stress, sleep, recovery, and training activity you choose to provide
• Voice audio while you talk with Aomi, streamed to our AI provider for a reply and not saved by us (see section 5)
• Conversation text, transcripts, AI-generated summaries, action items, and coaching memories, saved on your device or in your account depending on your app version
• Training-session records, reflections, journal entries and generated training audio associated with your account
• Profile photos or camera images you choose to upload
• Contact names and phone numbers temporarily loaded on your device if you grant contacts permission for teammate invites
• Notification preferences and push notification tokens
• Subscription status, purchase history, app-store or billing-provider identifiers, payment-provider customer IDs, purchase delivery status, and refund-related information
• Survey responses, support messages, email preferences, and referral or promo-code activity
• Optional public testimonials, your selected display name and sport, sports photos, contact permission, public-use consent, and any benefit or personal connection you disclose
• Usage data, app interactions, diagnostics, attribution data, and marketing measurement data

Automatically Collected Information

We automatically collect certain information when you use our Service:

• Device information, app version, operating system, browser type, IP address, and device or installation identifiers
• Log data, access times, pages viewed, app events, crashes, performance data, and error reports
• Analytics and advertising measurement data used to improve the Service and understand which campaigns lead to installs, trials, or subscriptions

Consumer Health and Wellness Data

Some information you provide may be considered health, fitness, wellness, sensitive personal information, or consumer health data under certain laws. This may include readiness, focus, stress, sleep, recovery, mood, workout or training reflections, competition context, and conversation content if you choose to discuss mental or physical wellness.

• We use this information to provide the features you request, personalize mental performance training, maintain history, improve safety and reliability, and provide support.
• We do not sell voice transcripts, coaching memories, check-ins, reflections, or similar wellness content.
• We do not use raw voice transcripts, coaching memories, check-ins, or reflections for targeted advertising.
• We may share this information with processors and service providers such as Firebase, Google Cloud, Google Gemini, OpenAI, ElevenLabs, and analytics providers when needed to operate, secure, or improve the Service.
• We do not currently read Apple Health or HealthKit data. If we enable Apple Health or similar integrations in the future, we will request separate device permission and update this policy or provide an additional notice as required.

Contacts

If you allow contacts access, we use your contacts only to help you choose teammates to invite. Contact names and phone numbers are loaded locally for the invite picker and are not uploaded to our servers or stored in your account. If you send an invite, the message is handled by your device messaging app and carrier.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Service
• Personalize your mental training experience
• Generate AI-powered coaching and visualizations tailored to your sport
• Track your progress and provide performance insights
• Authenticate accounts, process subscriptions, restore purchases, and prevent fraud or abuse
• Send transactional messages, push notifications, product updates, newsletters, and promotional materials where permitted or with your consent
• Measure product usage, campaign performance, trials, subscriptions, retention, and feature reliability
• Respond to your inquiries and provide customer support
• Help Apple, Stripe, RevenueCat, and other payment providers process, evaluate, prevent abuse of, and resolve billing, refund, and subscription requests
• Detect, prevent, and address technical issues, security threats, fraud, policy violations, and legal obligations

4. Data Storage and Security

We use technical, organizational, and access-control measures designed to protect personal information. Your data is stored on services such as Google Cloud Platform and Firebase, which support encryption and access controls.

Aomi conversations are processed in real time by our AI provider (section 5). We do not save raw voice audio. Depending on your app version, conversation transcripts, summaries, action items, and coaching memories are saved on your device or stored in your account so the Service can show history and personalize future sessions.

Generated visualization audio and profile photos may be stored in Firebase Storage. Contact lists are not stored by us. Push tokens are stored so we can deliver notifications if you enable them.

Optional Public Testimonials and Sports Photos

Private product-feedback answers are not public testimonials. Adults may separately choose to submit an honest testimonial, select how they may be identified, disclose any benefit or personal connection, and optionally upload a sports photo. We record the exact permission and permitted channels you select. Submissions are stored privately and remain pending until an authorized team member reviews them; consent to submit is not the same as our approval to publish.

Uploaded testimonial photos are decoded and re-encoded before storage to remove embedded metadata such as EXIF location and device details. We store the prepared image rather than the original upload. Admin previews use short-lived signed links, and photos are not made public merely because they were submitted.

While we strive to protect your information, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

Retention

• Raw voice audio: not saved by us.
• Everything else in your account: kept while your account is active, as described below.

We keep account information, training history, transcripts, summaries, coaching memories, generated audio, goals, check-ins, and reflections while your account is active or as needed to provide the Service. We may keep certain records longer when needed for security, debugging, fraud prevention, billing, tax, accounting, legal compliance, dispute resolution, backups, or enforcement of our terms.

Incomplete survey drafts are normally deleted after 30 days. Completed private research responses may be retained for up to 24 months and then deleted or de-identified. Rejected testimonial photos are normally deleted within 90 days. Approved testimonials and their prepared photos are kept while permission remains active and the material is in use, subject to periodic review. We may retain a limited consent and audit record after content is removed when reasonably needed to document permissions, withdrawals, security actions, or legal compliance.

You may withdraw permission for future testimonial or photo use by emailing privacy@athletemindset.app. We will stop new uses and remove the content from surfaces we control within a reasonable period, although we may not be able to recall printed material or advertising already distributed.

In-app account deletion is designed to remove your Firebase Auth account, Firestore account data, and Firebase Storage files such as generated audio and profile images. It does not automatically delete records maintained by Apple, Stripe, RevenueCat, PostHog, Crashlytics, Meta, email providers, or other third parties, and backup copies or legal records may remain for a limited period. Contact us at privacy@athletemindset.app if you want help with access, export, deletion, or third-party deletion requests.

5. AI-Powered Features & Third-Party Services

Aomi: Talk and Chat

Aomi is the AI coach in the app. You can talk out loud (Talk) or type (Chat). Before your first conversation the app explains what is shared and asks for your consent; you can say not now and keep using the rest of the app.

• Who processes it: Aomi's voice and chat are processed by OpenAI or Google (Gemini). Which one depends on your app version. Where a version can use both, OpenAI answers most conversations, and Google Gemini answers some of them or steps in when OpenAI is unavailable. Your voice (in Talk), what you type, and the conversation so far are sent to the provider that answers, to create Aomi's replies. The consent screen in your app names the provider or providers it uses.
• Athlete context: so replies fit you, Aomi may also receive your profile, sport and event, experience level, onboarding answers, the competition you're preparing for, check-ins, practice and competition reflections, lesson takeaways, earlier sessions, action items, and coaching memories.
• Aomi's voice is AI-generated.
• Storage: we don't save raw voice audio. Depending on your app version, conversations, summaries, and coaching memories are saved on your device or in your account.
• Provider retention: when Google Gemini processes a request, Google's API terms apply; see the Google Privacy Policy. When OpenAI processes a request, OpenAI doesn't train on the data and may keep it for up to 30 days to monitor abuse.
• Your control: you can end a session at any time, delete sessions and coaching memories, and withdraw future AI data sharing in Settings. Withdrawing applies to future requests; it doesn't delete what is already saved.

Aomi's memory

Aomi can remember helpful details across conversations, such as your cue word or what helped before a race. You can turn memory off or delete memories in the app.

Shared lesson audio

Standard lessons are written by our team and voiced with ElevenLabs. No user data is sent to make them.

AI Training Personalization

Training sessions, including visualizations and breathwork, may be personalized using Google Gemini. Your sport, profile data, goals, competition context, and selected training inputs may be sent to Google to customize session content. Generated text and generated audio may be stored in your account.

Other Third-Party Services

We also use the following services to operate our platform:

• Apple App Store and StoreKit - iOS subscriptions, purchase receipts, refunds, refund-request evaluation, and restore-purchase support
• Apple and Google sign-in services - Account authentication when you choose those sign-in methods
• Firebase (Google) - Authentication, Firestore database, Storage, Crashlytics, cloud messaging, password reset, and app infrastructure
• Google Cloud Platform and Google Gemini - Infrastructure, AI processing (Aomi in some app versions, and training personalization), and cloud services
• OpenAI - AI processing for Aomi in some app versions
• ElevenLabs - AI voices for standard lesson audio
• RevenueCat - iOS subscription management, entitlement status, refund tracking, and Apple refund-request handling
• Stripe - web subscription billing and customer portal
• PostHog and Firebase Analytics - product analytics, feature flags, attribution analysis, and product diagnostics
• Firebase Crashlytics - crash reports
• Meta/Facebook SDK and Apple Ads - advertising attribution and campaign measurement, subject to your App Tracking Transparency choice and applicable law
• Email, support, and survey tools - Account emails, lifecycle emails, unsubscribe preferences, support requests, and user research responses

These services have their own privacy policies governing their use of your data.

Apple Refund Request Handling

If you make an in-app purchase or subscription through Apple, you consent to us and our subscription infrastructure providers, including RevenueCat, sharing information with Apple about your purchase, subscription status, delivery of the purchased features, usage or consumption of purchased content and features, and refund history as needed to help Apple evaluate, process, and resolve refund requests. This information is shared only as necessary for billing, refund, fraud-prevention, dispute-resolution, legal, or payment-provider purposes.

6. Tracking, Advertising, and Privacy Choices

Our iOS app may use data such as device identifiers, product interactions, purchase history, and campaign attribution for advertising measurement and analytics. This may be considered "tracking," "sharing," or targeted advertising under Apple rules or some privacy laws when data is linked with third-party advertising networks or advertising measurement services.

• You can decline or revoke Apple App Tracking Transparency permission in iOS Settings.
• You can opt out of marketing emails through unsubscribe links or by contacting us.
• You can disable push notifications, camera, contacts, and microphone permissions in your device settings.
• You can request that we stop sale, sharing, or targeted advertising where applicable by emailing us.

To make a "Do Not Sell or Share My Personal Information" or targeted advertising opt-out request, email privacy@athletemindset.app. We will process applicable requests as required by law. We do not knowingly sell or share personal information of children under 16.

7. Your Rights

Depending on where you live, you may have rights to:

• Know, access, or receive a copy of the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your account and associated personal information, subject to legal exceptions
• Export certain data in a portable format
• Withdraw consent for optional processing, including AI voice processing, contacts access, notifications, or tracking where applicable
• Opt out of promotional communications
• Opt out of sale, sharing, or targeted advertising where applicable by law
• Limit certain uses or disclosures of sensitive personal information where applicable by law
• Appeal a denied privacy request where applicable by law

To exercise these rights, contact us at privacy@athletemindset.app. We may need to verify your identity before completing a request.

Washington residents and other users with consumer health data rights may request confirmation of whether we collect, share, or sell consumer health data, access such data, receive a list of relevant third parties, withdraw consent, request deletion, or appeal a refusal by using the same email address above.

8. Children's Privacy

The Service is not for children under 13, and we do not knowingly collect personal information from children under 13. The app asks for an age band during setup and does not let athletes under 13 continue; only the selected band is stored, not a date of birth.

Athletes aged 13 to 17 can use the app. If you are a parent or guardian and believe a child under 13 has provided us with personal information, or you have questions about a teen's account, please contact us and we will help, including deleting the data.

9. International Transfers

We are based in the United States and use service providers that may process information in the United States and other countries. If you use the Service from outside the United States, your information may be transferred to and processed in countries that may have privacy laws different from those in your location.

10. Breach Notifications

If we determine that a security incident triggers a legal notice obligation, including obligations that may apply to certain health or wellness data, we will notify affected users and regulators as required by applicable law.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new Privacy Policy on this page, updating the "Last updated" date, and taking any additional steps required by law.

12. Contact Us

If you have any questions about this Privacy Policy, privacy choices, account deletion, consumer health data, or data requests, please contact us:

• Privacy: privacy@athletemindset.app
• Support: sondre@athletemindset.app