Privacy notice

1. Who is responsible

The data controller is Trailwise BV, Wetteren, Belgium. Its registration details are in the legal notice. We are responsible for all personal data described in this notice. That includes the data a human coach sees through Trailwise. For any privacy question, or to exercise your rights, contact privacy@trailwise.coach.

2. What data we process

We process the categories of personal data listed below. You control most of them: you decide which sources to connect, what to log and what to share.

Account data. Your email address, name, language, time zone and account settings. The security log of sign-ins and important account actions.

Profile data. The information you give us about yourself for coaching: date of birth, sex, height, weight, self-assessed fitness, maximum heart rate and heart-rate zones, goals, availability, shoes and gear, and personal records.

Training data. The activities you connect or import, including duration, distance, pace, power, heart rate and elevation. Where the source provides it, this includes the GPS track of the activity. A GPS track is location data. It shows where you ran.

Health and body data. Heart-rate variability, resting heart rate, sleep and sleep stages, blood oxygen, respiratory rate, VO2 max, body weight and body composition, blood pressure, and daily readiness and stress values. These come from your connected devices or from your own entries.

Check-ins and symptoms. How you feel, soreness and pain marked on the body map, illness, injuries and declared breaks. Menstrual cycle information, if you choose to log it. Your answers to the nutrition screening questions.

Nutrition data. The food and fluids you log, your calorie and macronutrient targets, your weight trend and your race-day fuelling plans. If you scan a nutrition label, also the photo of that label, which Trailwise does not keep (section 5). Meal photos used for suggestions are also nutrition data; Trailwise does not keep them (section 5).

In the iPhone app, speech used for food logging is transcribed on the device; audio remains on the phone and only the text is sent to Trailwise.

Conversations with Trailwise. The messages you send to Trailwise and its replies, the daily call and the weekly digest. The coaching memory Trailwise keeps about you, so that it does not ask you the same question twice.

Documents you upload. Training plans, medical clearance letters, race documents and other files you add to your document library. We also store the text extracted from those files, so that Trailwise can read them.

Races and calendar. The races you add, with their tasks and deadlines. The appointments in the calendars you connect: Google Calendar, an iCloud calendar link or your iPhone calendar through the Trailwise iPhone app. The events and tasks Trailwise writes into Google Calendar and Google Tasks for you. Section 15 describes Google user data in full.

Approximate location. If you use the weather page: the place you choose, or the approximate location your browser provides. We use it only to fetch a forecast and map tiles.

Billing data. Your plan, invoices, payment status, and the last four digits and expiry date of your payment method. Stripe handles card numbers. They never reach Trailwise.

Support and feedback. Bug reports, feature requests and support conversations, with the technical context you attach to them.

Technical data. IP address, browser and device type, pages visited and error logs. If you allow analytics, also usage statistics and a pseudonymous identifier derived from your account (section 12).

Coaching relationship data. If you link to a human coach: the invitation, the data categories you chose to share, the coach’s notes and actions concerning you, and the alerts the coach receives.

3. Health data and your explicit consent

Health and body data, check-ins and symptoms, nutrition data, menstrual cycle data, and the health content of your conversations and documents are special categories of personal data under Article 9 of the GDPR. We process them only with your explicit consent. You give that consent when you create your account and, for each service you connect, in the consent box shown when you connect it. Uploading a file or logging a value is also an explicit choice to have that data processed. We use these data only to give you coaching, recovery and nutrition guidance. You can withdraw your consent at any time. For a connected service, you do so by deleting the data it sent: disconnecting a service stops new data from it, and section 9 explains what happens to the data already received. For a value, you delete that value. For everything, you delete your account. Withdrawal ends any further processing of that data. It does not affect the lawfulness of the processing that took place before it.

If you are below the digital consent age of your country, processing your health data requires the consent of a parent or guardian. The minimum age by country page lists that age.

4. Why we process your data, and on which legal basis

To provide the service you signed up for (performance of a contract, GDPR Article 6(1)(b)): your account, your plan, syncing your sources, calculating your scores and plan, showing your data back to you, billing and support.

With your explicit consent (GDPR Articles 6(1)(a) and 9(2)(a)): all health and body data, check-ins, nutrition, cycle data, the health content of documents and conversations, sharing data with the coaches and support staff you connect with, and marketing email.

With your consent, given separately for analytics and for advertising (GDPR Article 6(1)(a) and the rules on cookies and similar technologies): measuring how the website and the app are used, with Google Analytics, and showing Trailwise ads through Google to people who visited our public pages. Each is a separate choice in the cookie banner. You can withdraw either one at any time.

For our legitimate interests (GDPR Article 6(1)(f)): keeping the service secure, preventing abuse, security logging, fixing errors, and improving the product from aggregated statistics that do not identify you. We have weighed these interests against your rights. You can object to this processing at any time.

To comply with the law (GDPR Article 6(1)(c)): invoicing, accounting, tax, and answering lawful requests from authorities.

5. How Trailwise uses your data to coach you

Trailwise reads your data to reason about your training. It writes its guidance with a large language model, a form of artificial intelligence, that Anthropic runs on our behalf. Trailwise sends your data to the model only after you have given the consent to the processing of your health data described in section 3. Until then, none of its AI features, the chat included, uses your data. We send Anthropic only the data needed for the question at hand. If you scan a nutrition label, Trailwise sends the model only that photo, without any other data from your account, so that it can read the printed values. You check those values before anything is saved, and Trailwise does not keep the photo. Our contract with Anthropic forbids it to use that data to train or improve its models. We do not train any model of our own on your data. Trailwise gives general training and wellness guidance. It does not give medical advice. Its guidance is marked as written by AI wherever it appears. The How Trailwise uses AI page describes this in full. For meal-photo suggestions, Trailwise sends Anthropic only the photo and the interface language, without other account data. The model suggests possible foods and uncertain portion ranges; it cannot measure grams or calories from pixels. You review and correct every component before adding it and saving the entry. Trailwise never stores the photo or puts it in logs or audit records.

We use data from Strava only as input for your own coaching. We never use it to train or improve any model, and we never aggregate it across users. Trailwise shows the data it receives from Strava only to you. A person with whom you share a category of data (section 6) sees Trailwise’s own record of your sessions in that category. Trailwise builds that record from all your sources, and that person never sees your Strava account. Strava may monitor and collect data about the use of its services through Trailwise (usage data), and may use it for any business purpose, for example to improve its services, to provide support or to check that its terms are followed. When you disconnect Strava, remove Trailwise’s access in your Strava settings or ask us to delete your Strava data, we delete the data received from Strava and the data derived from it within thirty days, as described in section 9. You receive an email confirming the deletion.

Garmin. If you connect your Garmin account, Garmin sends Trailwise the data you allow on Garmin’s consent screen each time your device syncs with Garmin Connect: your activities, with the original recording of each one; health data such as sleep, heart-rate variability, resting heart rate, stress, Body Battery, blood oxygen, skin temperature, weight, body composition, blood pressure and VO2 max; the food and drinks you log in Garmin Connect, which Trailwise adds to your food log and fluid intake; and, if you allow it, the days your periods start. Trailwise does not keep Garmin’s cycle predictions or anything Garmin records about a pregnancy. We use Garmin data only to coach you. Trailwise shows it to you, with Garmin’s attribution where Garmin’s brand guidelines require it, and to the people with whom you share a category of data (section 6), as part of Trailwise’s own record of your data. We do not sell Garmin data, we do not use it for advertising, and we do not share it with third parties for their own use. The processors that receive or process Garmin data on our behalf are named in section 7: Google Cloud hosts and stores it, Backblaze keeps the encrypted backup copies, and Anthropic runs the AI model that writes Trailwise’s guidance. The AI model receives Garmin data only after you have given the explicit consent described in section 3, and only to answer you. Neither Trailwise nor Anthropic uses Garmin data, or anything derived from it, to train, evaluate or improve any AI model, and it is never included in a training or evaluation dataset. You can stop this processing at any time: disconnecting Garmin stops new data and ends Trailwise’s registration with Garmin, and you can delete the data Garmin sent, without deleting your account, from your privacy and data settings. Trailwise sends data to Garmin only if you choose to send a planned workout or a route to your Garmin device. Before the first such transfer, Trailwise tells you that the data goes to Garmin, links to the Garmin Connect privacy notice and asks for your express consent. You must not send data to your Garmin Connect account if you are not permitted to do so.

Google Health. If you connect Google Health, Trailwise reads through the Google Health API the data types you choose in Trailwise and allow on Google’s consent screen: your workouts, with the name of the device that recorded them, your sleep, resting heart rate, heart-rate variability, all-day heart rate, breathing rate, blood oxygen saturation, skin temperature during sleep, VO2 max and daily steps, as recorded by a Google or Fitbit device, and your weight and body fat, as measured by a Google or Fitbit device or entered in the Google Health app. Trailwise does not read the data that other apps send to your Google Health account. It also reads the identifier of your Google Health account, only to recognise the connection. Trailwise never writes anything into your Google Health account. We use Google Health data only to provide the coaching features you see in Trailwise: your scores, your training load and recovery, your training plan and Trailwise’s guidance. Trailwise shows it to you and to the people with whom you share a category of data (section 6), such as your coach, as part of Trailwise’s own record of your data. We do not sell Google Health data, we do not use or transfer it for advertising, and we do not use it to assess creditworthiness or for lending. The processors that receive or process Google Health data on our behalf are named in section 7: Google Cloud hosts and stores it, Backblaze keeps the encrypted backup copies, and Anthropic runs the AI model that writes Trailwise’s guidance. The AI model receives Google Health data only after you have given the explicit consent described in section 3, and only to answer you. Neither Trailwise nor Anthropic uses Google Health data to develop, train or improve any artificial intelligence or machine-learning model. People at Trailwise do not read your Google Health data unless you ask us to for support, it is necessary for security, or the law requires it. When you disconnect Google Health, Trailwise stops reading new data, asks Google to revoke its access and deletes the access tokens it holds. It keeps the data already received until you delete it (section 9). You can delete the data Google Health sent, without deleting your account, from your privacy and data settings, and you can remove Trailwise’s access at any time on Google’s third-party connections page. When you delete your account, Trailwise asks Google to revoke its access as soon as you make the request, and your Google Health data is deleted with the rest of your data, as described in section 9.

The use of information received from Google Health API and/or Developer Tools will adhere to the Google Health API Developer and User Data Policy, including the Limited Use requirements.

6. Human coaches

If you accept an invitation from a coach, you choose which categories of your data that coach may see, for example training, recovery, sleep, nutrition, body or check-ins. A coaching business may also include physiotherapists and dietitians. You choose separately, per person and per category, what each of them may see. They see nothing until you do. Each person sees only the categories you shared with them, and only while the link is active. You can change what you share or revoke the link at any time from your settings. What they see is Trailwise’s own record of your sessions and data in those categories, not your accounts with the services you connect. Trailwise remains the data controller. Coaches and the other members of a coaching business act under the coach terms and may use your data only to coach or advise you. Through Trailwise, they cannot export your data or share it with third parties.

7. Who receives your data

We do not sell personal data. We never use your training, health or body data for advertising. We share data only with the processors we need to run the service. Each processor is bound by a data-processing agreement and receives data only for the stated purpose. The subprocessors page holds the current list, with locations and purposes. The main processors are Google Cloud (hosting and storage in the European Union), Anthropic (the AI model behind Trailwise), Stripe (payments), Resend (transactional email), Backblaze (encrypted off-site backups), Google Analytics (usage statistics, only if you allow analytics), Linear (support and bug tracking), and the map, weather and geocoding services used by the weather and race pages.

Google and advertising. If you choose "Allow all" in the cookie banner, Google also receives data about your visits to our public pages, for advertising. Google links those visits to your Google account if you are signed in to Google and have ads personalisation turned on (Google Signals). Trailwise can ask Google to show its ads to past visitors (Google Ads). For these uses Google acts as an independent controller under its own privacy policy. It does not act as our processor, and you can exercise your rights directly with Google. While you are signed in to the app, advertising signals are always off.

The services you connect (Strava, Garmin, Google Health, Polar, WHOOP, Oura, Withings, Intervals.icu, Apple Health and your iPhone calendar through the Trailwise iPhone app, Google Calendar and iCloud Calendar) send data to Trailwise on your instruction, under their own terms and privacy notices. Files you upload yourself, such as a Garmin export or a FIT file, are your own data. They come from you, not from a connected service. Trailwise sends data back to a connected service only to provide a feature you use. It writes your race days and training sessions into Google Calendar and, if you switch that on, your race deadlines into Google Tasks (section 15). It sends your planned sessions to your Intervals.icu calendar, if you choose to send your plan there. Through the Trailwise iPhone app, it sends planned sessions and calendar events to your iPhone, for your Apple Watch and your iPhone calendar. When you disconnect a service, Trailwise ends its access to that service and, where the service allows it, asks it to revoke that access. When you disconnect Google Calendar or Intervals.icu, Trailwise also deletes there the upcoming items it wrote. In Google, these are the sessions, race days and race tasks still to come (section 15). In Intervals.icu, these are the planned sessions still to come, which Trailwise also deletes when you stop sending your plan there. Trailwise does the same when you delete your account. Items for dates already past stay there until you delete them. The events the Trailwise iPhone app added to your iPhone calendar are removed from it when you unlink the app or switch that writing off.

We may disclose data where the law requires it, or to protect the rights and safety of a person. We may also transfer data in a merger or acquisition. In that case this notice continues to apply, and we will inform you.

8. International transfers

We store your data in the European Union. Some processors are established in the United States: Anthropic, Stripe, Resend, Linear, and Google for analytics and advertising. Where such a processor is certified under the EU-US Data Privacy Framework, we rely on that framework. In every other case we rely on the European Commission’s Standard Contractual Clauses. We add further safeguards, such as encryption in transit and at rest. The subprocessors page gives the details per processor.

9. How long we keep your data

We keep your data, including the documents you upload, for as long as your account exists. Your training history is the basis of the service: Trailwise reasons over all of it and plans up to two years ahead. We keep a copy of the data that Garmin, Google Health, Polar, WHOOP, Withings, Intervals.icu and Apple Health send under these rules, also after you disconnect the service, until you delete it. The consent box shown when you connect one of them says so. From 1 November 2026, WHOOP data that you have not authorised Trailwise to keep in that consent box is deleted while you have no active WHOOP connection. Disconnecting stops new data and ends Trailwise’s access to the service. It does not delete what was already received. Two exceptions apply. We delete the data received from Strava, and the data derived from it, within thirty days after you disconnect Strava, remove Trailwise’s access in your Strava settings or ask us to delete it. We confirm the deletion to you by email. The appointments copied from a calendar you connect (Google Calendar, an iCloud calendar link or your iPhone calendar) are deleted when you disconnect that calendar. Files you upload yourself, such as a Garmin export or your own Strava archive, are kept like the rest of your account data. You can delete the data of any single connected service at any time from your settings, without deleting your account. If you want to stop using Trailwise but keep your data, you can close your profile instead of deleting your account. We then keep your data for at least two years from your request. You can reopen your account at any time in that period, and we ask you before we remove anything afterwards. If you delete your account, we delete the data received from Strava and from Oura when you make the request. For everything else, a grace period of thirty days starts, during which you can change your mind. After that period, everything else is permanently removed from the live database. Data deleted from the live database remains in the encrypted backup copies until they expire on their normal rotation, the last of them within twelve months. We keep a record of each deletion of data received from Strava or Oura: the account’s identifier, the service, the scope of the deletion, its reason and the time. We also keep a record of each permanent deletion of an account, with only the account’s identifier and the time. If a backup ever has to be restored, we use these records to delete that data and those accounts again from the restored copy, before the copy is put into use. One limit remains. If the live database itself were lost, a deletion made after the most recent daily backup could not be repeated in this way, because its record would be lost with the database. We delete these records after thirteen months. By then, no backup that could still contain the deleted data remains. We keep invoices and accounting records for the period Belgian law requires, which is up to ten years for VAT records. We keep the security log for twelve months. We keep support conversations for seven years after they close, so that we can answer any later question or claim about them. Aggregated statistics that no longer identify you may be kept indefinitely. Google Analytics keeps usage statistics for fourteen months and then deletes them. The cookie that stores your cookie choice lasts twelve months.

10. Your rights

Under the GDPR you have the right to access your data, to correct it, to have it deleted, to restrict or object to its processing, to withdraw your consent and to receive a portable copy. You can withdraw consent to analytics or advertising at any time from "Cookie settings" (section 12). You can export all your data, delete the data of a single connected service and delete your account yourself, without asking us, from your privacy and data settings. For any other request, write to privacy@trailwise.coach. We answer within one month. You also have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit, gegevensbeschermingsautoriteit.be) or with the supervisory authority of your own country.

Trailwise does not take decisions about you by automated means that have legal or similarly significant effects. Its guidance is a recommendation, and you are free to ignore it. No decision on a plan, a price or access is made by an algorithm alone.

11. Security

All connections are encrypted. Provider credentials are encrypted at rest, with keys held separately from the database. Each account’s data is isolated at database level with row-level security. As a result, one athlete’s data cannot be read through another athlete’s account. That also applies to our own application code. Our team has access only to what support requires, and that access is logged. We test our defences. If a breach ever affects your data, we will inform you and the supervisory authority without undue delay.

12. Cookies, analytics and advertising

Trailwise uses strictly necessary cookies for sign-in and session security. These need no consent. For everything else, the cookie banner offers three equal choices: "Allow all" (analytics and advertising), "Analytics only" and "Necessary only". Nothing is sent to Google before you choose. Analytics uses Google Analytics 4. If you are signed in and have allowed analytics, Trailwise also sends Google Analytics a pseudonymous identifier. That identifier is a one-way hash of your account identifier and contains neither your name nor your email address. It lets your visits from different devices count as one person. Advertising signals are used only on our public pages, and never in the app while you are signed in. In the app, Google receives page views only, without the identifiers in the page address. You can change your choice at any time from "Cookie settings" in the footer or in the app’s privacy settings. The cookie policy lists every cookie and its lifetime.

13. Children and minimum age

Trailwise is not intended for children. You may use it on your own from the digital consent age of your country of residence, and never below the age of thirteen. Below that age, a parent or guardian must create and hold the account. The minimum age by country page lists the age that applies to you. If we learn that we hold data of a person below the applicable age without the required consent, we delete that data.

14. Changes to this notice

If we change this notice materially, we update the version and effective date at the top of this notice. We tell you by email or in the app before the change applies. Earlier versions are available on request.

15. Google user data (Google Calendar and Google Tasks)

This section applies when you connect a Google account to Trailwise to use Google Calendar. It describes how Trailwise accesses, uses, stores and shares the data it receives from Google through Google’s APIs (Google user data).

What Trailwise accesses. When you connect Google Calendar, Google’s consent screen asks you to allow two things: your email address, which Trailwise stores with the connection only to record which Google account is connected; and seeing, creating, changing and deleting events on the Google calendars you own. Trailwise asks for a third permission, managing your tasks in Google Tasks, only when you switch on race deadlines in Google Tasks, and it checks which permissions you granted: without that permission it creates no tasks. Trailwise reads only your primary Google calendar. From each event it receives the title, start and end time, place, description, free or busy status and the link to the event, from up to six months back to up to four months ahead. It does not keep the place or the description of your appointments. If you switch on race deadlines in Google Tasks, Trailwise also reads your default task list to find the tasks it created and whether they are ticked; it does not keep your other tasks.

How Trailwise uses it. Trailwise uses Google user data only for features you see in Trailwise: it shows your appointments in your Agenda, takes them into account when it suggests where your training fits, and tells you when a planned session clashes with an appointment. It does not use Google user data for any other purpose.

What Trailwise writes into your Google account. Google Calendar is your main calendar unless you have chosen another one, or none, on the connectors page of your settings. While it is, Trailwise adds your race days and your planned and completed training sessions to your primary calendar as events, and keeps them up to date. The event for a completed session shows its distance, time and average heart rate. Anyone with whom you share that calendar can see these events. If you switch on race deadlines, Trailwise also adds each dated race task to Google Tasks and keeps its completion status the same in both places. Trailwise only changes or deletes events and tasks it created itself, and it stops writing into your Google account as soon as Google Calendar is no longer your main calendar.

The AI model. The language model behind Trailwise (section 5) never receives the title, description or place of an appointment. When it suggests where your training fits, it learns only when you are busy and how much free time a day has, and, when you ask in a conversation to move a session, whether the days the session could move to fit your calendar. No other Google user data is sent to the model. Anthropic runs the model on our behalf as our processor, receives this data only to produce your coaching, and may not use it to train or improve its models. Trailwise does not use Google user data to develop, train or improve any artificial intelligence or machine-learning model, its own or anyone else’s.

Sharing and human access. Trailwise does not sell Google user data, does not use or transfer it for advertising, and does not use it to assess creditworthiness or for lending. It shares Google user data only with Anthropic, as described above, and with the service providers that host, store and back up Trailwise under data-processing agreements (section 7). A person you link to through Trailwise, such as a coach, never sees your Google calendar or the details of your appointments: the coaching messages Trailwise writes for you never name an appointment and say at most that a day is busy. In a merger or acquisition, Google user data is transferred only with your explicit prior consent. People at Trailwise do not read your Google user data unless you ask us to for support, it is necessary for security (for example to investigate abuse), or the law requires it.

Storage and security. For each event, Trailwise stores the title, start and end time, free or busy status and the link to the event, so that the Agenda and the planner can use them. It also stores the identifiers of the events and tasks it created. It does not store the place or the description of your appointments; for the events Trailwise itself added, it keeps the text it wrote into them. While automatic sync is on, it refreshes your appointments about every 30 minutes, so that changes you make in Google reach Trailwise. Your Google access tokens are encrypted at rest with keys held separately from the database, and all data travels over encrypted connections (section 11).

Your control and deletion. You can disconnect Google Calendar at any time on its page in your connector settings. Disconnecting stops all reading and writing; deletes, in your Google account, the upcoming sessions, race days and race tasks that Trailwise added there; asks Google to revoke Trailwise’s access; and deletes the Google access tokens and the copy of your appointments that Trailwise holds. Your training plans then no longer take that calendar into account. The events and tasks Trailwise added for dates already past stay in your Google account until you delete them, as does an upcoming item that could not be deleted at that moment. You can also remove Trailwise’s access at any time on Google’s third-party connections page. When you delete your Trailwise account, Trailwise takes the same steps, and your Google user data is deleted with the rest of your data, as described in section 9.

Trailwise’s use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements. Its use of information received from Google Workspace APIs, such as Google Calendar and Google Tasks, will also adhere to the Google Workspace user data and developer policy.