Privacy Notice

1. Data Controller

James Olanya, trading as Project O, is the data controller responsible for your personal data. Project O is a sole trader business, not a limited company.

Contact: projectofamily1@gmail.com

2. Data We Collect

• Account and contact information (name, email)
• Programme participation data (goals, lane, programme selection)
• Workout, recovery, social and nutrition logs
• Uploaded evidence (photos, screenshots, proof images)
• Coach communications and feedback
• Payment status and billing information (not card details)
• Health and exercise-readiness information (with your explicit consent)
• Technical usage data (device, browser, access times)

3. How We Use Your Data

We process your data for the following purposes:

• Providing the Service: running your accountability programme, scoring and feedback (lawful basis: contract performance).
• Communicating with you: coach feedback, reminders and support (lawful basis: legitimate interest).
• Processing health data: readiness screening and health information for exercise safety (lawful basis: explicit consent, which you can withdraw at any time).
• Processing payments: managing your subscription or one-time payment (lawful basis: contract performance).

4. Community and Public Visibility

Some of your profile and programme information is visible to other signed-in members, and selected information may be displayed publicly. Specifically:

• Your display name and profile picture may appear on leaderboards, streak displays, partner cards, and the community feed.
• Your weekly scores, rankings, and session counts may appear on league standings and season wraps.
• Coach posts and weekly updates may reference your display name and participation.
• If you opt in, your transformation photos, stats, and caption may be featured in the community feed or on your profile.
• If you submit a testimonial and it is approved, your display name, photo, and review may appear on the public landing page.
• Share cards generated by you may include your display name, score, and ranking.

You can control some of this visibility through your profile settings, including opting out of the leaderboard. Health screening answers, private coach messages, payment information, and raw evidence uploads are never displayed publicly or to other members.

5. Payment Processing

Payments are processed by Stripe, our payment provider. Project O does not store your card details — Stripe handles all payment-card information securely.

The Project O application and data infrastructure are provided by Base44, our application platform.

6. Data Sharing

We do not sell your personal data. Your data is accessible to you, your coach, and authorised administrators. We use service providers to operate the application, including Base44 (application platform, authentication, data storage, email and analytics) and Stripe (payment processing). Where a consultation booking link is configured, scheduling is handled by Calendly, which has its own privacy practices. We may update or change service providers as needed to operate the Service, and will name material providers in this notice.

7. International Transfers

Some of our service providers may process data outside the United Kingdom. Base44 and Stripe may transfer and store data in the European Economic Area, the United States, or other countries where they operate. Where data is transferred outside the UK, we rely on appropriate safeguards such as UK International Data Transfer Agreements or the provider's approved certification frameworks. For more information about how these providers handle international transfers, see their respective privacy policies.

8. Cookies and Similar Technologies

The Project O application uses essential cookies and similar technologies to maintain your login session and ensure the application functions correctly. We do not use advertising cookies or third-party tracking cookies. Analytics data is collected through the Base44 platform to help us understand how the application is used and improve it. You can control cookies through your browser settings, but disabling essential cookies may prevent you from logging in or using the application.

9. Data Retention

We retain your data for as long as your account is active. If you close your account or leave the programme, we retain data as needed to comply with legal obligations, resolve disputes, and enforce our agreements. Specifically:

• Activity logs and scores: retained for the duration of your membership and for a reasonable period after to support season wraps, historical records, and audit obligations.
• Health data: retained while your account is active. If you withdraw consent, we will stop processing your health data and will remove it where practicable, subject to any legal retention obligations.
• Payment records: retained for the period required by UK tax and accounting law (typically six years).
• Terms acceptance records: retained for the duration of your membership and for a reasonable period after for audit purposes.

If you would like more detail about how long a specific type of data is retained, contact us.

10. Automated Scoring

We use automated scoring to calculate your weekly scores from the activity logs you submit. This scoring is used for leaderboard rankings, season totals, and progress displays. Coach review applies to all scoring — scores are not used to make solely automated decisions that produce legal or similarly significant effects on you. A coach reviews flagged activity, rejected evidence, and any scoring disputes before final decisions are made.

11. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate personal data
• Request deletion of your personal data
• Restrict processing of your personal data
• Object to processing
• Receive a copy of your personal data in a structured, commonly used, machine-readable format (data portability)
• Withdraw consent for health data processing at any time
• Complain to the Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights, email projectofamily1@gmail.com.

12. Changes to This Privacy Notice

We may update this Privacy Notice from time to time. We will notify you of material changes. Where required, we will ask you to acknowledge the updated version. The version and date shown at the top of this notice indicate the current version.

13. Contact

If you have any questions about this Privacy Notice or how we handle your data, email projectofamily1@gmail.com.