How we collect, use, and protect data for coaches subscribed to Swan HQ Pro, and for their clients.
This Policy applies to swanhqpro.com and the Swan HQ Pro platform, operated by TWS HQ Holdings LLC, a Wyoming limited liability company doing business as Train with Swan, located at 30 N Gould St, Ste N, Sheridan, WY 82801 ("Company", "we", "us"). It describes how we handle two different kinds of data: information about you as a Coach subscribing to the platform, and information about your clients who use the branded app you provide them. We also handle information from people who apply for early access or otherwise contact us before holding an account, described in Section 02.
If you're a Coach's client using the app your coach set up: your coach chooses to use Swan HQ Pro to run their coaching business, and this Policy describes how we, as the platform operator, handle the data that flows through it. Your coach is the one you have a direct coaching relationship with, see Section 11.
If you apply for early access through swanhqpro.com, or contact us before you hold an account, we collect the information you choose to submit, typically your name, email address, business or brand name, a website or social handle, the tools you currently use, and anything you write to us. We use it only to review your application, reply to you, and, where you've asked to hear from us, tell you about Swan HQ Pro. Applications are received through our forms provider, Netlify (Section 08). You can contact us at any time to ask us to delete the information you submitted.
When your clients use the branded app you provide them, the platform collects, on your behalf and at your direction:
For this Client Data, we act as a service provider processing data on your instructions, you determine what's collected and how your clients are coached with it. We use it only to operate the platform for you, not for our own independent purposes, and we do not sell it.
Form-check video, a client's recording of themselves exercising, and the coach's voiceover review of it, is among the most sensitive data on the platform, since it depicts a real person's body and likeness.
We collect and display the name, logo, and accent color a Coach provides, to render their clients' branded app. Coaches are responsible for having the rights to any brand assets they upload, as described in our Terms of Service.
Billing and payment information is processed securely through Stripe. We do not store full card numbers on our own systems.
We use the information described above to:
We do not use Client Data for our own marketing, and we do not sell any personal data.
We share limited information with trusted third-party service providers who help us operate the platform, including:
We may disclose information without notice if required by law or in the good-faith belief that doing so is necessary to comply with legal process, protect our rights or property, or protect the safety of our users.
California residents have the right to know what personal information we've collected, request its deletion (subject to legal exceptions), and not be discriminated against for exercising these rights. Because much of the data described in Section 03 belongs to Coaches' clients, requests concerning Client Data should generally go to the Coach first, since they control that data; we will also honor verifiable requests sent directly to us at info@swanhqpro.com within 45 days.
If you're a Coach: you are responsible for your own relationship with your clients, including obtaining any consent, and giving any notice, that you're required to give them about how their data, including form-check video, is collected and used through the app you've chosen to coach them on. This Policy describes our handling of that data as the platform operator; it does not substitute for your own obligations to your clients.
We take reasonable technical and organizational measures to protect data from unauthorized access, use, or disclosure, including encryption for data in transit and secure storage practices. No transmission over the Internet can be guaranteed 100% secure.
Our website may use cookies to enhance your browsing experience and recognize returning visitors. You may configure your browser to decline cookies, though this may limit some functionality.
We may update this Privacy Policy at any time. When material changes are made, we will notify active Coaches by email and by posting a prominent notice on swanhqpro.com. Continued use of the Service following notification constitutes acceptance of the updated Policy.
Train with Swan · TWS HQ Holdings LLC