Privacy Policy

Effective date: September 1, 2026

1. Who we are and what this policy covers

Reform Athletics LLC, doing business as Reform Athletics ("Reform Athletics," "we," "us"), respects your privacy. This policy explains what personal information we collect, how we use and share it, and the choices and rights you have.

This policy applies to every way you interact with us, including:

• In-person coaching and training, including sessions, assessments and events at our facilities or other locations, and our Performance Center.
• Online and remote coaching, including Elite Concierge Coaching, programming, check-ins and video sessions.
• The Reform Athletics member app and any related web portal.
• Our websites, booking pages, forms and landing pages.
• Messaging and social media, including Instagram, Facebook and Messenger, TikTok, email and text messages.
• Purchases, including memberships, programs, apparel and educational products.

By using our services, you agree to this policy. If you do not agree, please do not use our services.

2. Information we collect

Information you give us

• Contact and identity details: name, email, phone number, mailing address, date of birth, emergency contact.
• Account details: username, password, profile photo and preferences for the member app and our websites.
• Health and fitness information: goals, training history, injuries, medical conditions or limitations you tell us about, health screening and waiver forms (such as a PAR-Q), body measurements, weight, body composition, progress photos and videos, nutrition logs, sleep and recovery notes.
• Payment details: billing name and address. Card details are handled directly by our payment processor; we do not store full card numbers.
• Communications: messages, comments, form submissions, call notes, reviews, survey answers and testimonials.
• Photos and video: content you upload, and images or video taken during sessions or events if you consent.

Information we collect automatically

• App and website usage: pages and screens viewed, features used, workouts logged, clicks, and dates and times of activity.
• Device information: device type, operating system, browser, IP address, approximate location based on IP, and crash logs.
• Cookies and similar tools: see Section 5.

Information from third parties

• Social media platforms: when you message, comment on or follow our Instagram, Facebook, Messenger or TikTok accounts, we receive your username, profile name, profile photo, and the content of your messages and comments, as permitted by that platform.
• Connected devices and apps: if you choose to connect a wearable or health app (for example Apple Health, Google Health Connect, Garmin, Whoop or Oura), we receive the data you authorize, such as workouts, heart rate, steps or sleep.
• Payment and booking providers: confirmation of payments, bookings and cancellations.
• Referrals: if someone refers you to us, they may share your name and contact details.

3. How we use your information

We use your information to:

• Deliver our services: design training and nutrition programs, run sessions, track progress and provide coaching feedback.
• Keep you safe: screen for health risks, adapt training to injuries or conditions, and respond in an emergency.
• Run your account: create and manage your member app account, process payments and bookings, and send receipts and reminders.
• Communicate with you: answer questions and messages, send service updates, and, with your permission, send marketing by email or text.
• Improve our services: understand how our app, website and programs are used, and fix problems.
• Protect our business and meet legal duties: prevent fraud, enforce our terms, keep records, and comply with the law.

Automated tools and AI assistance

We use software tools, including artificial intelligence, to help organize messages, suggest or draft replies, summarize conversations, route inquiries and update our customer records. For example, when you comment on or message one of our social accounts, an automated reply may send you information or a link you asked for. A member of our team oversees these tools, and you can always ask to speak with a person. We do not use automated tools to make decisions that have legal or similarly significant effects on you.

When we use AI service providers, they process information only to provide their service to us and are not permitted to use your information to train their own models.

4. How we share your information

We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

We share information only as follows:

• Service providers who help us run our business under contracts that limit how they use your data. These include hosting and server providers, customer relationship and messaging software, email and text message delivery services, scheduling tools, payment processors (such as Stripe), analytics, and AI tools.
• Your coaches and staff, including independent contractors, only as needed to provide your services.
• Social media platforms, when you interact with us on them. Their own privacy policies apply to what they collect.
• With your consent, for example if you ask us to coordinate with your physician, physical therapist or another provider, or agree to let us feature your results or testimonial.
• For legal reasons, when required by law, to respond to legal process, or to protect the safety, rights or property of you, us or others.
• In a business transfer, such as a merger, acquisition or sale of assets, subject to this policy.

Text messaging data: No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except service providers that deliver our messages.

5. Specific types of data

Health and fitness information

We treat health, injury, body measurement, progress photo and wearable data as sensitive. We collect it only with your consent, use it only to provide and personalize your coaching and keep you safe, limit access to the coaches and staff who need it, and never sell it. Reform Athletics is a fitness and coaching business, not a healthcare provider, so HIPAA generally does not apply to us. We still protect this information as described here and as required by state health data laws. You may withdraw consent at any time, which may limit the services we can provide.

We will not use your progress photos, videos or results in marketing without your separate written permission.

Text messages (SMS)

If you opt in to texts, we may send appointment reminders, coaching check-ins, account notices and, if you agree, promotions. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help. Consent to receive marketing texts is not a condition of purchase.

Social media and Meta platforms

When you message or comment on our Instagram, Facebook or Messenger accounts, we receive your public profile information and the content of your messages and comments through Meta's official tools. We use it only to respond to you, manage our conversation with you, and keep a record in our customer system. We do not use it for any other purpose or sell it. See how to delete this data.

Cookies and analytics

Our websites use essential cookies to keep you signed in and make the site work. We use privacy-friendly analytics to understand site traffic in aggregate. You can control cookies in your browser settings.

6. Retention, security and your rights

How long we keep information

We keep your information while you are a client or member, and afterward only as long as needed for the purposes above, such as tax, accounting, legal and safety records. Signed waivers and payment records may be kept for up to 10 years. Messages from people who never became clients are deleted after 24 months of inactivity. When we no longer need information, we delete or anonymize it.

Security

We use reasonable safeguards, including encrypted connections, access controls, strong passwords and regular backups. Our customer systems run on secured servers that only authorized staff can access. No system is completely secure, so please use a strong password and tell us right away if you suspect unauthorized access to your account.

Children

Our online services are not directed to children under 13, and we do not knowingly collect their personal information online. Clients under 18 may train with us only with a parent or guardian's consent, and the parent or guardian manages the minor's information. If you believe a child under 13 has given us information online, contact us and we will delete it.

Your rights and choices

Depending on where you live, you may have the right to:

• Access and get a copy of your personal information.
• Correct inaccurate information.
• Delete your information.
• Withdraw consent, including for health data and marketing.
• Opt out of marketing emails (use the unsubscribe link) and texts (reply STOP).
• Appeal our decision if we deny your request.

Residents of states with privacy laws, including California, Colorado, Connecticut, Illinois, Texas, Virginia and Washington, have these rights as provided by their state's law. We will not treat you differently for using your rights. We may need to verify your identity before acting on a request, and an authorized agent may make a request for you with proof of permission.

How to request deletion of your data (including Instagram and Facebook data)

1. Email support@reformathletics.net with the subject line "Data Deletion Request."
2. Include your name, the email or phone number you used with us, and any social media usernames (for example your Instagram handle) you used to contact us.
3. We will confirm receipt within 10 business days and complete your request within 45 days, unless the law requires or allows us to keep certain records. We will tell you what, if anything, we kept and why.

You can also remove our access to your Instagram or Facebook data at any time in that app's settings, under Apps and websites.

7. Changes and contact

Changes to this policy

We may update this policy as our services change. We will post the new version on this page with a new effective date, and if the changes are significant, we will notify you by email, text or in the member app before they take effect.

Contact us

If you have questions or want to exercise your privacy rights, contact us:

Reform Athletics LLC, doing business as Reform Athletics
Email: support@reformathletics.net
Website: https://reformathletics.net