Run By Numbers Privacy Policy

1. Your relationship with RBN and your coach

RBN provides running-training and recordkeeping tools for coaches and athletes. A coach may use an account personally and invite athletes or other coaches. A coach's personal use or purchase does not by itself establish authority to act for a school or club. Any obligations relating to organization-controlled records depend on the actual use, applicable law, and authorized agreements.

We make decisions about information needed to operate our accounts, security, support, and business. Coaches and organizations also make decisions about the athlete information they submit and how they use it in coaching. The legal roles of RBN and a coach or organization depend on the activity, applicable law, and any separate agreement. We do not treat every coach as solely responsible for all privacy obligations.

If your coach manages information about you, you may contact the coach about that information or contact RBN directly. We may need to coordinate with the coach or organization to identify records, verify authority, and fulfill a request. This does not remove rights you have against RBN under applicable law.

2. Information we collect

Account and team information includes names, email addresses, sign-in identifiers, team or organization names, and account roles. Coaches may provide team branding such as a mascot, colors, or a logo reference. Invitation records can include the invited athlete's identifier, invitation status, acceptance information, and the coach's confirmation that the athlete is at least 13.

Athlete profile and training information can include name, graduation year and gender where entered, group or team membership, goals, planned workouts, target paces, workout completion, race and training results, performance history, and notes entered by the athlete or coach. RBN uses these inputs to calculate or display training targets, estimates, ratios, and other performance information. Not every field is required for every user or activity.

Wellness and effort information can include perceived exertion, fatigue, sleep duration, hydration, energy, motivation, focus, stress, food timing, and free-text check-in notes. A team can enable additional soreness or illness reporting. Those additional structured fields are off by default and are controlled by the head coach. Turning this setting off prevents new soreness and illness values from being saved through that feature and hides related displays; it does not delete earlier records or disable other wellness questions and notes. Free-text notes may contain health information even when the additional structured fields are off. Enter only information needed for the stated coaching purpose.

Device and service information includes information needed for authentication and operation, such as IP addresses, browser or device information where logged, request records, account or user identifiers, and security or rate-limiting events. Our website uses authentication cookies. Mobile notifications use a device push token and platform information when notifications are enabled or registered. Notification records may include recipient identifiers, the device push token used, delivery status, and response timing. Athlete logins record the time of the most recent sign-in, so the coach can see who has the app working.

Age information: starting with version 1.1 of the Run By Numbers app, when an athlete starts using the app, we ask for their date of birth. We use it once to work out an age range (under 13, 13 to 15, 16 to 17, or 18 and older) and do not store the date itself. We store the age range and the day it was given. Athletes under 18 are asked again each year, and any athlete can update it after a birthday.

Parent or guardian approval: for an athlete under 18, we record the approval a parent or guardian gives through the link the athlete shares with them, including the name and relationship the parent or guardian enters, when they approved, the versions of these documents they approved, and whether the approval is current or was withdrawn.

App store age information: starting with version 1.1, on supported iPhones and Android devices, the app asks Apple or Google for the age range the store holds for the signed-in account, whether that range was verified or declared, and whether approval for a parent-managed account is pending, approved, or declined. Apple can also tell our server when a parent withdraws approval for the app. We keep the age range, its status, and when we received it, and an identifier for that download of the app (Apple's app transaction ID or Google's install ID) only in coded form, so we can match those notices. We do not store the store's original response.

Records of permission: when a coach accepts the Terms, an athlete answers the age question, or a parent or guardian approves or withdraws, we keep a record of what happened and when, the age range given for an age answer, and the document versions that applied to an acceptance or approval. These records identify the person only by a coded value.

Review records: if we review an account's age or app-store restriction, for example after a request to us, we keep a record of the account reviewed, the restrictions involved, our decision, who made it, and our notes on the evidence we relied on, which can include information you sent us. If the account is later deleted, the record no longer names the account, but the notes stay as written.

Sign in with Apple: if you sign in with Apple using version 1.1 or later of the app, we keep an encrypted token from Apple so that, when you delete your account, we can ask Apple to disconnect Run By Numbers from your Apple ID.

Support information includes information you send when asking for help or making a privacy request, including the name, email address, role, team name, and message you enter in the deletion request form on our website. We ask you to avoid sending medical records, passwords, or unnecessary sensitive information in a support message.

Payment information: paid plans are not yet available, and we do not collect payment card or billing information. Our website checkout with Stripe is built but switched off. Before we turn it on, we will update this policy to explain what Stripe collects and what billing records we receive.

3. Past AI pilot

Before the current release, we tested an AI Assistant Coach feature in a limited pilot. When a coach used it, the pilot sent athlete names, training information, and wellness check-in information to Microsoft's Azure OpenAI service through Vercel AI Gateway to generate coaching suggestions. The pilot was configured for zero data retention and no model training by the provider.

We turned the feature off on September 28, 2026, and deleted all stored pilot conversations and related records from our database on October 3, 2026. Copies in our database backups expire within 7 days of that deletion. The current release does not offer AI-generated coaching.

4. Where information comes from

We receive information from you, from an authorized coach or team member who enters or updates coaching records, and from your use of the Service. We receive account information from the sign-in provider you choose (Google, or Apple on iPhone). A coach may create an athlete profile before the athlete has a login. A parent or guardian provides their name and relationship when approving an athlete. Apple and Google provide the age-range and approval information described in Section 2 when the app asks for it, and Apple may notify us when a parent withdraws approval.

The current release does not offer AI-generated coaching or GPS route tracking. This statement concerns current product features; Section 3 describes the past pilot. It does not mean that no technical information, such as an IP address, is processed.

5. How we use information

We use personal information to:

• Create accounts, authenticate users, manage invitations, and apply access permissions
• Provide the training, logging, calculation, goal, and coaching features requested by users
• Show authorized coaches relevant athlete information and show athletes information available to their own accounts
• Deliver enabled service notifications and record whether delivery or a related action occurred
• Apply our minimum age and parent or guardian approval rules, and the age and approval requirements of the app stores
• Keep records showing that permission was given, withdrawn, or reviewed
• Handle support, privacy, and deletion requests, including removing your sign-in account and disconnecting Sign in with Apple when you delete your account
• Detect misuse, apply rate limits, investigate problems, and protect the Service
• Meet legal obligations and resolve disputes

We do not use product analytics, advertising, or crash-reporting tools on our website or in our mobile apps. If the mobile app fails to start, our app update provider, Expo, may receive the error message along with a random identifier for that installation of the app, so it can deliver a working update. It does not include your name or account. Our rate-limiting provider, Upstash, records the account identifier or IP address a request is limited by, with counts of allowed and blocked requests. We use that only as operational security data.

We do not use a check-in or training score to provide a medical diagnosis, medical clearance, or emergency response. We do not continuously monitor information for an athlete's safety.

6. Who can receive information

Authorized coaches and staff can view athlete information within their assigned team access. A head coach can manage staff and team settings. Assistant coaches may have access to roster and training information and can perform permitted coaching actions. Some coach notes are for coaches only and are not shown in the athlete's account. Coaches can record follow-ups on patterns they see (what they noticed, when they talked with the athlete, and their notes). Follow-ups are visible only to the team's coaches. Athletes access their own information through their accounts; the availability of a coach-only note does not remove any legal right to request personal information. Coaches see whether an athlete's parent or guardian approval is pending, approved, withdrawn, not needed because the athlete is an adult, waiting on the app store, or not possible because the athlete is under 13. Coaches do not see the parent's or guardian's name or the athlete's date of birth.

Coaches can print named roster pace sheets and workout target sheets. Once a coach takes information outside the Service, the coach or organization controls the resulting copy and is responsible for using and protecting it appropriately. RBN's privacy request process may not automatically remove copies another person has already lawfully obtained.

Service providers help us host and operate the Service:

We may disclose information when legally required, to respond to lawful process, or when reasonably necessary to protect legal rights or the safety and security of the Service and its users, subject to applicable law. If our business is involved in a merger, acquisition, or similar transaction, information may be considered or transferred subject to legal requirements and appropriate protections. We will provide notice or obtain consent if required.

We do not sell personal information, share it for cross-context behavioral advertising, or use it for targeted advertising. We do not show ads. We share information with the service providers listed above so they can provide their services to us.

7. Wellness information and your choices

Wellness responses, training information, and notes can reveal information about health. The legal treatment of that information varies by location and context. We use it for the disclosed coaching and service purposes, subject to any notice, consent, or other requirements that apply.

Check-ins are requested by your coach. A pre-workout check-in asks about sleep, hydration, energy, motivation, focus, stress, and food timing, with an optional note. If your head coach has turned on soreness and illness reporting, it also asks about sore areas and illness symptoms. After a workout, your coach may ask for an effort (RPE) rating, a fatigue rating, and an optional note. Your head coach and the assistant coaches on your team can see your responses.

RBN does not currently ask for a separate wellness consent in the app. You can decline by not submitting check-ins, and you can tell your coach that you prefer not to share. Stopping does not delete earlier responses; to have them deleted, follow the request process in Section 8.

You can avoid entering unnecessary health details in free-text fields. Do not enter diagnoses, medications, medical documents, or another person's health information into a routine coaching note.

8. Keeping and deleting information

We retain information for the purposes described in this policy, subject to applicable law. We keep:

• Coach accounts and team records (athletes, seasons, workouts, results, check-ins, notes, follow-ups, and notification records): while the coach's account exists, unless a coach deletes a record or we delete it on request
• Athlete logins, age ranges, and parent or guardian approvals: until the athlete deletes their account in the app, their coach deletes the athlete, or we delete them on request
• Invitation records: with the athlete's record, after the link itself expires
• Records of permission and review records (Section 2): 3 years
• If someone is found to be under 13: a coded marker for 1 year, so the same sign-in cannot register again during that time
• If an app store reports that a parent withdrew approval for a download of the app: a coded marker on the sign-in until the store approves that download again or we review it. If a store reports that a coach's account belongs to a minor: a coded marker until we review it. Both are kept even after the account is deleted, so a restriction can't be avoided by deleting and rejoining
• Apple's notices of withdrawn approval: 90 days after we receive them, or longer while they still apply to an account
• After an account is deleted: the sign-in identifier we need to finish deleting it with our sign-in provider and Apple, until 30 days after that is done, and a coded marker of the deleted sign-in until 90 days after that is done, so it cannot be reused by mistake
• Deletion requests made on our website: 24 months after we handle them, as a record that we did
• Privacy and support emails: as long as needed to handle the request and keep a record that we handled it
• Server and provider logs: under each provider's own log settings
• Notifications already sent: a notification handed to our notification provider before an account was deleted can't be recalled, and may still arrive on the device after the deletion
• Database backups: our database backup setting keeps daily backups for 7 days, so deleted records can remain in backups for up to 7 days. This is the setting for our database backups only, not the retention period of every system or provider log

An archived athlete record, a removed login, and a deleted personal-data record are different states. Archiving an athlete hides them from the active roster but does not delete their records. A team record can remain after an athlete stops signing in.

Athletes can delete their account in the Run By Numbers app: Profile, then Delete Account. This deletes the athlete's login and the information they entered themselves: their check-ins, their own workout notes and effort answers, their device push token, their notification records, their age range, and any parent or guardian approval. Their athlete profile and training results (times, splits, races, and anything the coach entered) stay with the coach's team until the coach deletes the athlete or we delete them on request. If an athlete deletes their account, the team keeps its follow-ups, without the athlete's check-in answers.

Coaches can delete their account on our website: Account, then Delete your account. A head coach's deletion removes the whole team: its athletes, results, check-ins, notes, invitations, and the athletes' logins. Assistant coaches keep their own logins. An assistant coach's deletion removes their login and any team records of their own, and leaves the team they help coach unchanged. A head coach can also permanently delete an archived athlete, with their results, login, and follow-ups.

To delete other records, or if you can't use the app or website, use the request form on our account deletion page or email privacy@runbynumbers.app. A parent or guardian can make a request about a minor's information. We may need proportionate information to verify the request and your authority, and we may need to coordinate with your coach or organization to identify records. We respond to every request within 30 days and tell you what we deleted, any records we must or may lawfully keep and why, and any action you need to take.

When an account is deleted, we also delete the sign-in account with our sign-in provider. If you signed in with Apple and we hold your Apple sign-in token, we ask Apple to disconnect Run By Numbers from your Apple ID. If we don't hold that token, you can do it yourself: on your iPhone, open Settings, tap your name, find Sign in with Apple (under Sign-In & Security on recent versions of iOS), choose Run By Numbers, and stop using Sign in with Apple for it.

If we retain information for a permitted exception, we limit further use as applicable law requires. Deidentified or aggregate information may be retained only where it meets applicable deidentification requirements; removing a login or name alone does not necessarily make an athlete's record deidentified. We cannot promise to remove independent copies that a coach or another authorized recipient controls, but we will explain how to direct an appropriate request.

9. Other privacy rights and controls

Depending on where you live and the law that applies, you may have rights to access or correct personal information, receive a copy, request deletion, withdraw consent, object to or restrict certain uses, or opt out of particular sale, sharing, advertising, or profiling activities. Not every right or law applies to every person or business. We will explain the rights applicable to your request and any legally permitted limitations.

Email privacy@runbynumbers.app to make a request, raise a concern, or ask how an authorized representative can act for you. We respond within 30 days. If we decline all or part of a request, we will explain why, and you can reply to ask us to reconsider.

You can manage push-notification permission through your device settings. Disabling push permission does not necessarily remove previous notification logs. Our website uses only the cookies needed to sign you in and keep you signed in; we do not use advertising or analytics cookies.

10. Children and teens

The Service is for users age 13 and older. People under 13 may not create or use an account or accept an invitation. Coaches must not invite a child under 13: a coach must confirm that an athlete is at least 13 before inviting them, and the Service does not accept athlete profiles whose graduation year places the athlete in 7th grade or younger.

Starting with version 1.1 of the app, athletes ages 13 through 17 need the approval of a parent or legal guardian before using the app with their team. New athletes need version 1.1 or later to join a team. After answering the age question, the athlete sends a link to their parent or guardian, who reviews these documents and approves on our website. Until then, a new athlete cannot use the app's team features. Athletes who joined before version 1.1 keep their access while they complete these steps: until we ask everyone to update, and for 14 days after that. A parent's withdrawal, or an app store's decline or withdrawal of approval, still stops access right away. A parent or guardian can withdraw the approval at any time from the link they receive after approving, and the athlete's access stops right away. The approval shows that someone used the link the athlete shared; it does not verify the parent's or guardian's identity.

Where an app store requires it, such as for a parent-managed account, the athlete also needs the store's approval, and a store's decline or withdrawal stops access even if a parent approved through our link. We use the younger of the athlete's own answer and any age range the store reports. Coaches still must obtain any permission their school, club, or organization requires.

If an athlete's answer or an app store shows they are under 13, we delete their login, mark their athlete profile as not eligible, and keep a coded marker for 1 year so the same sign-in cannot register again.

If you believe a child under 13 has used the Service or that we hold information about a child contrary to our policy or applicable law, contact privacy@runbynumbers.app. We will investigate and take appropriate steps, including restricting access and removing information when required. A parent or guardian may contact us about a minor's information, subject to identity, authority, and legal-rights checks.

11. Security and processing locations

We use authentication and role-based access checks to restrict access to accounts and team records. You sign in with Google or Apple, so we never receive or store a password. Our servers check each account's role and team before showing or changing records. Invitation links are single-use and expire (athlete invitations after 7 days, coach invitations after 14), we rate-limit invitation, notification, and account-deletion requests, and our website and app connect to our servers over HTTPS. App store download identifiers and the people named in our records of permission are stored only in coded form, and Apple sign-in tokens are stored encrypted.

No method of transmission or storage is perfectly secure. If an incident occurs, we will take the actions and provide the notices required by applicable law. This statement does not reduce obligations that apply to us.

Our database and sign-in service is hosted in the United States (Supabase, AWS us-east-1). Our other providers may process information in the United States and in other countries where they operate. We offer Run By Numbers only in the United States.

12. Updates and contact

We may update this policy when our practices or legal requirements change. We will post the current version with an effective date and provide additional notice or obtain consent where required. A change to this policy does not itself authorize a materially different use of previously collected information when law requires additional permission.

Privacy contact: privacy@runbynumbers.app

General support: support@runbynumbers.app

Operator: Run By Numbers, LLC

Contact address: 6306 Wolf Run Dr, Katy, TX 77493