Privacy Policy

NOVA Functional Training, LLC is a coaching business registered in Colorado. This policy covers novafunctionaltraining.com and the training app behind it. It says what we hold, why we hold it, who else can see it, and how to get it back or have it deleted.

Questions, requests and complaints go to info@novafunctionaltraining.com.

Health information

Coaching cannot be done well without it, so we ask for it: injuries, surgeries, medical notes, where something hurts and how much, movement measurements, and photographs where you choose to add them. Some of this is recorded by Dr Jane Pavalkis, a Doctor of Chiropractic.

We are not a healthcare provider and this is not medical treatment, so HIPAA does not apply to what we hold. We treat it as sensitive anyway. It is visible to your coach and to nobody else, it is never sold, and it is never used for advertising.

What we collect

When you get in touch

Your name, email, phone if you give it, and what you wrote. Enquiries from the website go into our customer system so we can follow them up.

When you train with us

• Account details: name, email, photograph if you add one, time zone
• Intake: date of birth, phone, address, emergency contact, goals, injuries, medical notes, training history
• Programming and what you logged against it, in your own words, with your notes and how hard it felt
• Assessments: measurements, symptom checks, and the reports written from them
• Form-check video you upload, and your coach’s feedback on it
• Progress photographs, if you add them
• Messages between you and your coach, and anything attached to them
• Sessions booked, packages bought, and documents you have signed

When you pay

Payments run through Stripe. Card numbers never reach us — we hold only Stripe’s reference for your customer record, what you bought, and whether it is active.

What we do not do

There is no advertising, no tracking across other websites, and nothing here is sold or rented to anyone. Demonstration videos are embedded from YouTube in privacy-enhanced mode, which does not set cookies unless you play one.

Who else sees it

Companies that run parts of the service on our behalf, and only for that purpose:

• Supabase — the database, sign-in, and file storage
• Vercel — hosting
• Stripe — payments
• Resend — email we send you
• GoHighLevel — enquiries, and course and community access
• YouTube — embedded demonstration videos

We would also hand something over if the law required it. Nothing else leaves.

Who can see what, inside Nova

Your coach sees your training, your assessments and your messages. Other clients see none of it. Coaches keep private notes you do not see; you keep notes they do see, because you wrote them to be read.

The only thing other members ever see is the daily training board, which shows who trained today and nothing about what they lifted — and only if you are on that membership.

How long we keep it

• Form-check video is deleted after 90 days, automatically, unless your coach marks a clip to keep as a reference. It is the largest thing we hold and the least useful once it has been reviewed.
• When you stop training with us your account is closed, and your training history and assessments are kept. You can no longer sign in and you disappear from our roster, but the record stays — so if you come back, your coach can measure you against the person who walked in the first time rather than starting from nothing. An assessment is only worth having because of what it can be compared to.
• Ask us to delete it and we will, at any time, whether you are still training with us or not. One-to-one, remote coaching and remote programming clients can ask for an export of their programming and results first, and we will send it.
• Records we are required to keep for tax or legal reasons are kept for as long as that requires.

What you can ask for

Any of this, at any time, by emailing us:

• A copy of what we hold about you
• A correction to anything wrong
• Deletion of your account and its contents
• An export of your programming and results

We will do it within 30 days. You do not need to give a reason, and asking will not affect your coaching.

Under 18s

We do not work with anyone under 18 without the express written approval of their legal guardian. Where we do, the guardian has the same rights over that information as the client, and can withdraw approval at any time.

Keeping it safe

Sign-in is by emailed link, so there is no password to be guessed or reused. Everything is encrypted in transit. Access is enforced in the database itself rather than by the app asking nicely, so a mistake in one screen cannot show one client another’s information. Uploaded files are private and reachable only through short-lived links.

No system is perfect. If something goes wrong that affects you, we will tell you.

Changes

If this policy changes in a way that matters, we will email clients rather than quietly changing the date at the top.