Version 2978bce5
Effective 8 November 2026.
The Privacy Policy says what your rights are. This says, field by field, what SIGNAL actually holds, how it got there, who can reach it and when it goes. It is written against the live database rather than from a template, and it is updated when the schema changes.
Where the two documents disagree, the Privacy Policy governs your rights and this one governs our practice.
Collect for a reason. Every field below exists because a screen needs it. We do not add a field speculatively.
Observe rather than ask. Where the product can derive something, it derives it. Training adherence is counted from completed sessions, not typed in. We removed a four-field form from the client record for exactly this reason: it asked coaches to retype what we already knew, and it was never filled in.
One place per fact. A fact has one home. Timezone lives in one column, not two; a phone number has one stored shape.
Say what we do not know. A screen shows "not recorded" rather than a zero.
| Field | Source | Why |
|---|---|---|
| Name, email, phone | The application form, then your profile | Account, contact, billing |
| Date of birth | Your profile | Age verification and shipping |
| Slug, headline, bio, specialties, years of experience | Your profile | Your public coach page |
| Instagram, TikTok, YouTube, website | Your profile | Your public page and outreach |
| Home and shipping address | Your profile | Sending you things |
| Profile photograph | Your upload | Your public page |
| Sign-in token, last sign-in | Generated | Authentication |
| Programme state, current phase, start date | The SIGMAS programme | Tracking your build |
| Enrolment: fees, scholarship, cohort, payment reference | Your agreement with us | Billing |
| Notes we keep about working with you | Our team | Delivering the programme |
Name, email, phone and every answer on the form, with the version of the form you answered. Kept whether or not we say yes, because we need to know who has already applied.
| Field | Source | Why |
|---|---|---|
| Name, email, phone, timezone | You, your Coach, or a booking form | Reaching you, showing times in your clock |
| Instagram, TikTok | You or your Coach | Reaching you |
| Postal address | You or your Coach | Sending you things |
| Additional phone numbers | Your Coach | Reaching you |
| Answers to a Coach's capture form | You | Whatever your Coach asked |
| Source and campaign tags (UTM) | The link you arrived through, or the advertisement you answered | Knowing which advertising works |
| Stage in the Coach's funnel, owner, notes | Your Coach | Running their business |
| Dates: first contact, first booking, became a client, ended | Generated from activity | Measuring the funnel |
| Commission record: which setter, what rate, what basis | Generated at the close | Paying the team |
On notes. A Coach can write free text about you. We do not read it routinely, we do not mine it, and you can ask for a copy of it.
If you answered an advertisement on Facebook or Instagram, you filled in the form inside that app rather than on our site, and Meta passed it to us. We keep what arrived, whole and unedited, beside the contact record made from it:
| Field | Source | Why |
|---|---|---|
| Your answers, as Meta sent them | Meta | Making the contact record, and still being able to read the enquiry if that failed |
| Meta's id for your submission | Meta | Matching an enquiry to its advertisement, and not filing you twice |
| The advertisement, ad set, form and page ids | Meta | Working out which Coach the enquiry belongs to, and what the advertising cost |
| When you submitted it, and when we heard | Meta, and generated | Knowing how fast an enquiry was answered |
| Which contact it became, if any | Generated | Linking the two |
We keep the raw submission after the contact exists rather than discarding it: it is the only record of what you actually typed, and of which advertisement brought you. Clause 7 says how long.
Who, with which Coach, when, how long, in which timezone, the status, whether it was a consultation or a coaching call, who booked it, and a single-purpose token that lets you move or cancel from the email without an account.
Which programmes you subscribe to, the price locked to your subscription, and one row per scheduled day holding the date, whether it is planned, completed or skipped, when you marked it, and any note you left.
This can reveal things about your health. See clause 4.
The text of what you write, who sent it, when, and when each side last read the thread. One thread per Coach-and-Client pair. We do not read message contents except where we are compelled to, or to investigate a report of abuse.
Which documents you agreed to, as a hash of the exact wording, when, from which form, and the IP address it came from. Append-only: re-agreeing adds a row.
IP address, user agent, timestamps, and a log of changes to records. Sign-in uses a signed cookie; we do not store passwords because there are none.
Training records, injuries, measurements and progress photographs can reveal health information. Where UK or EU law applies, that is special category data.
Today the only file you can upload is a profile photograph, stored in our own database rather than with a third-party host.
Promotional use of uploaded media is covered by the Terms of Use and needs consent you can withdraw. A Coach uploading media that shows a Client must have that Client's permission first.
Your Coach sees their own Clients and nothing of any other Coach's. A person working with two Coaches has two separate records, and neither Coach can see the other exists.
Our team reaches production data only where support or investigation needs it. Access is limited to the people who need it.
Processors:
| Provider | What they get | Where |
|---|---|---|
| Render | Hosting and the database, so everything | United States (Oregon) |
| Resend | Email addresses and message contents of mail we send | United States |
| Stripe | Card details, billing address, amount, subscription state | United States, EU and UK |
No one else. We do not sell personal data.
Meta is not in that table because nothing goes to it. An advertisement enquiry travels the other way: Meta collects the form inside its own app, under its own policy, and passes it to us.
| Record | Kept |
|---|---|
| Account and profile | While the account is open |
| Applications | 24 months from decision |
| Contacts, bookings, training records, messages | While the account is open, then 12 months |
| Consents | 7 years, because they are the proof |
| Financial and tax records | 7 years |
| What you typed in an advertisement form | While the contact it made exists; 90 days if it never made one |
| The advertisement ids that enquiry carried | Kept, with nothing personal attached to them |
| Security and access logs | 12 months |
| Promotional material already produced | As the Terms of Use describe |
Closing an account deletes or anonymises what we no longer need. Records a Coach keeps in their own files are the Coach's responsibility.
A raw enquiry received from an advertisement is in two halves and they expire separately. What you typed is removed when the contact made from it is deleted, and 90 days after it arrived if it never made one. The identifiers Meta sent with it - which advertisement, which form - are kept after that, with nothing personal attached, because they are how we know what the advertising cost. Deleting your Coach's account removes what you typed by the same rule, because it deletes their contacts.
No system is perfectly secure. Clause 11 of the Privacy Policy says what happens if a breach affects you.
This document changes when the product does. The version is shown on the page and is a hash of the text, so the wording you were shown is identifiable later.
signal@sigmas.com