1. Information we handle

Depending on how you use AMS, we may collect and hold:

• Identity and contact details, including your name, email address, phone number, date of birth, organisation, squad, sport, team and position.
• Account and access information, including account identifiers, roles, memberships, invitations, sign-in records and workspace preferences.
• Health and other sensitive information, including injuries, illnesses, medical notes, treatment and rehabilitation details, menstrual-status information, wellbeing check-ins, sleep, soreness, stress, fatigue and mood.
• Training and performance information, including programs, attendance, session logs, training load, body-mass measurements, test results, survey responses, athlete and coach notes, and adjustments. This includes gym sets, repetitions, loads and saved velocity measurements, and Swim Pro workouts, completed distances, race results, splits and benchmarks.
• Files and imported records, including documents, images, videos, file names, descriptions and categories, upload and access records, and information imported from training workbooks or other supported files. File contents may include health or other sensitive information.
• Calendar and booking information, including availability, event times and locations, connected-calendar account details, imported events and guest booking contact details. For coach calendars, AMS is designed to import busy times without retaining event titles or descriptions.
• Enquiries and public contributions, including contact details and messages you send when asking about AMS, pricing or support, and names, photographs, sporting affiliations and testimonials supplied for publication.
• Technical information, such as authentication cookies, device and browser information, IP address, request logs, diagnostics and basic usage or performance data.

Health information is sensitive information. We collect it only where permitted by law, including with consent where required, and only when reasonably necessary for the service or your organisation’s activities.

2. How we collect and hold information

We usually collect information directly from you when you create an account, complete a check-in or survey, log training, make a booking, connect a calendar, upload or import a file, or contact us. We may also receive it from authorised coaches, administrators, medical or performance staff, your organisation, connected Google or Microsoft calendars, ICS calendar publishers, and other users who record information as part of managing a squad. Imported training records can include historical results, notes and source details retained to explain the import.

Calendar connections use read-only access to retrieve selected calendars and keep imported commitments up to date. AMS stores connection credentials and private calendar subscription links in encrypted form. An organisation may also configure an institution timetable feed associated with your verified account email.

If you provide information about someone else, you must be authorised to do so and should ensure they understand how it will be handled. If required information is not provided, some AMS functions may not work or your organisation may be unable to manage your participation.

3. Why we use and disclose information

We use personal information to provide, secure, maintain and improve AMS; authenticate users; manage organisations, squads and permissions; plan and deliver training; monitor availability, wellbeing and performance; coordinate bookings and calendars; respond to enquiries and support requests; investigate misuse; comply with law; and protect people, AMS and participating organisations.

Information is disclosed only as reasonably required for those purposes, including to authorised staff and athletes within the relevant organisation, to service providers that host or support AMS, to connected calendar providers at your direction, to professional advisers, or where required or authorised by law. Role-based access is intended to limit information to people who need it, but your organisation controls its user access and is responsible for assigning appropriate roles.

Readiness scores, trend bands, alerts and camera-derived velocity estimates support human review. They are not medical advice, injury predictions or solely automated decisions about an athlete’s rights or participation. Coaches and qualified health professionals should apply their own judgement.

When a testimonial or other contribution is approved for publication, its agreed name, image, sporting attribution and content are visible on the public website. Contact us if you want to discuss correcting or removing your contribution.

We do not sell personal information or use health information for targeted advertising.

4. Sharing with coaches

If you have an athlete account, the Settings page lets you choose which categories of your athlete record are available to authorised coaches in your current organisation. These choices are organisation-specific and start enabled for a newly created athlete record.

You can turn coach sharing on or off for:

• Profile and contact details, including contact information, date of birth and body measurements.
• Wellbeing check-ins, including sleep, soreness, stress, fatigue, mood and comments.
• Testing and benchmarks, including performance results, trends and personal bests.
• Health and availability, including injury status, return-to-training information and health records.
• Calendar details, including training availability and details from connected commitments. A connected calendar may also provide its own visibility controls.

Workouts and assigned programs, including completed workouts, session feedback and attendance, and gym logs and performance entries, including exercises, sets, repetitions, loads, RPE, gym notes and velocity results saved with a set, are always available to authorised coaches. They cannot be disabled because they are core records used to prescribe, deliver, review and safely adjust the coaching service.

Athlete files have separate access rules. The coach-sharing switches do not make uploaded files private from authorised coaches. See Athlete files and velocity video before uploading sensitive material.

Turning a category off changes coach access; it does not delete the underlying information or prevent you from using athlete-facing features. It does not retract copies that were lawfully exported or recorded outside AMS before you changed the setting. Records may also remain available where access is reasonably necessary for account administration, security, record integrity, compliance with law, or to lessen or prevent a serious threat to life, health or safety.

Your organisation remains responsible for giving staff appropriate roles and for using information consistently with its own policies and legal obligations. Ask your organisation administrator if you need to know which people hold coaching or administrative access.

5. Athlete files and velocity video

Athlete files. Files uploaded through AMS Files are held in private Supabase storage. Athletes can access their own files; authorised coaches can access files within their squad scope, and head coaches within their organisation scope. Downloads and previews use short-lived links issued after an access check. AMS records file actions such as uploads, previews, downloads, edits and deletions. Private storage does not prevent an authorised recipient from retaining a downloaded copy.

Velocity tools. Plate and marker velocity tools process camera frames or a video you select locally in your browser. The trackers do not upload that footage to AMS. Live capture requests camera permission without microphone access; marker tracking can keep a temporary recording in the browser for review. You can choose to download or share that recording using your device.

Saving velocity results to a gym set stores the measurements with your training record, where authorised coaches can review them. Downloaded result files and graphics may include an athlete or display name, exercise, load and measurements. Diagnostic exports contain tracking measurements and technical details, but no raw video. If you separately upload footage through Files or send it to us for support, we receive it through that channel. Anyone you share an export or recording with can retain their own copy.

6. Website, demos and browser storage

Public demos and enquiries. Our interactive website demos use sample data. Edits in the public strength-program demo remain in that page session and cannot be saved or assigned to a real athlete. Use sample information when trying a demo. Enquiry links open a draft in your email app; we receive your message and contact details when you send it.

Cookies and local drafts. AMS uses essential cookies and browser storage to keep you signed in, protect sessions and remember preferences. Program drafts, unfinished gym logs and some tool settings can also be stored on your device so you can resume your work. Browser storage may remain after you close a page. You can clear it through your browser settings, but doing so may sign you out or remove unsaved work. We do not use this storage for third-party advertising.

Performance monitoring. We use Vercel Speed Insights to understand page loading and responsiveness. It reports performance measurements and technical details such as the page URL and route, browser, device type, operating system, network information and country. See Vercel’s Speed Insights privacy information for details. Hosting and security logs may separately include IP addresses and request information.

External media. Exercise instructions may link to or embed videos from services such as YouTube and Vimeo. Loading an external player or following a link connects your browser to that provider, which may receive technical information and use cookies under its own privacy policy.

7. Storage, security and overseas recipients

Information is stored electronically using contracted hosting, authentication, database, deployment and monitoring providers. We use reasonable technical and organisational safeguards, including access controls, encrypted connections, protected credentials, audit-oriented records and separation of user roles. No online service can guarantee absolute security; please tell us promptly if you suspect unauthorised access.

Our providers include Supabase for authentication and hosted data and file storage, Vercel for website hosting and performance monitoring, and Google for enquiries sent to our Gmail contact address. Google and Microsoft also process information when you connect their calendars; external media providers process information when you use their players or links.

These providers may process or store information outside Australia, including in the United States. Other countries depend on the provider, its subprocessors and the connected service. Contact us if you need information about overseas handling for your organisation’s setup. Before making a cross-border disclosure, we take reasonable steps required by Australian Privacy Principle 8 or rely on an applicable legal exception.

We keep information only for as long as needed for the purposes above, to meet legal or contractual obligations, resolve disputes and maintain necessary records. Retention periods can also be set by your organisation. When information is no longer required, we take reasonable steps to delete it or de-identify it, subject to backups and lawful retention requirements.

8. Your choices and rights

You may ask to access personal information we hold about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. You may also ask about withdrawal of consent, deletion or restriction of information. These rights are subject to applicable law, safety considerations and legitimate record-keeping requirements.

Athletes can review and change coach-sharing choices from Settings. Changing a sharing choice is not the same as withdrawing every consent that may apply or asking us to erase the information.

• Calendar connections: use the connection settings to pause selected calendars or disconnect a provider. Athletes can choose whether coaches see full imported details or busy-only commitments, subject to their overall calendar-sharing choice. You can also revoke AMS access in your Google or Microsoft account. Disconnecting AMS does not delete events from your source calendar.
• Camera and browser data: revoke camera permission or clear locally stored drafts and preferences through your browser settings. Clearing browser data does not delete records already saved to AMS.
• Account deletion: Settings includes a confirmation flow to delete your account and associated application records across your workspaces. Review that flow carefully; it is permanent. Downloaded copies, local browser data and files held by external services need to be handled separately.

For access, correction, deletion, restriction or consent questions beyond those controls, contact your organisation administrator or email ardenmetrics@gmail.com. You can contact Ardenmetrics directly even if you do not have an AMS account.

We may need to verify your identity and clarify the scope of your request. We will respond within a reasonable period and, if access or correction is refused, provide written reasons and available complaint options where required by law. We do not charge for correction requests.

If you are under 18, a parent or guardian may make a request for you where appropriate. We consider your maturity, capacity, safety and applicable law when handling information and requests involving young people.

9. Questions and complaints

Contact Ardenmetrics at ardenmetrics@gmail.com for privacy questions, access or correction requests, or complaints. Your organisation administrator can also help with records managed by your organisation.

Include your name, organisation if applicable, preferred contact details and enough information for us to understand the issue. Please do not send detailed health information by ordinary email; ask us how to provide it securely if it is needed.

We will acknowledge a privacy complaint and aim to provide a substantive response within 30 days. If you are not satisfied, you may contact the Office of the Australian Information Commissioner. The OAIC generally asks that you complain to us first and allow 30 days for a response.

10. Changes to this policy

We may update this policy when AMS, our providers or legal obligations change. The current version will be published here with its effective date. We will provide additional notice where a change materially affects how we handle information.