Privacy Policy

01 Who is responsible for your data

The controller of your personal data is Yurii Olehovych Stetsura, sole proprietor (ФОП) (taxpayer ID 3446803059, Lviv, Ukraine), the author and operator of the Vireo app (“we”, “Vireo”). For any privacy question, contact support@vireo.coach.

Vireo is a business-to-business-to-consumer (B2B2C) service: a coach manages their clients in the app. If you are a client, your coach sees the data you enter as part of your work together (profile, diary, metrics, messages). The coach is a separate controller for how they use that data in their practice.

02 What data we collect

We collect only what you enter yourself, plus the technical data needed for the app to work.

Account data

• Email — to sign in and verify your account.
• Name, and a phone number (optional).
• Password — stored only as a cryptographic hash; we never see it in plain text.
• Role (client or coach) and settings (theme, language, notifications).

Client profile

• Sex and date of birth (optional) — to calculate targets.
• Height, weight, goal weight, activity level, goal (lose / maintain / gain).
• Dietary restrictions and allergies (e.g. lactose-free, vegetarian, gluten-free, free text).

Diary and health metrics

• Food diary — meals with their calories and macronutrients, by day.
• Weight over time, water intake, physical activity and calories burned.
• Targets and meal plans set by your coach.
• Workouts and runs — duration, distance, pace, splits and, where available, heart rate and cadence.
• Run route — the GPS track recorded while a run is in progress (see “Device permissions”).
• Lab results — documents you or your coach upload, and the values parsed from them. Visible only to you and your coach.
• Steps — read from Apple Health (iOS) or Health Connect (Android) for the card on your home screen and shown on your device only; they are never sent to our server or stored there.
• Run heart rate and cadence — once you finish a run, we make a single read from Apple Health / Health Connect of the heart rate and steps for that run’s time window, to work out average and maximum heart rate and average cadence. Those three values are stored with the run on our server and visible to you and your coach. Heart rate is never read outside a finished run’s window; we write nothing back to Health, never use this data for advertising and never share it with third parties.

Photos and documents

• Meal photos from your food diary — to recognise the dish and its calories.
• Voice recordings, if you dictate what you ate. The recording is turned into text, from which we take the foods and their weights; we keep neither the recording nor the text.
• Lab documents — files or photos you upload for your coach.
• Profile photo and chat attachments, if you add them.

Meal photos and lab documents are parsed automatically by an Anthropic (Claude) model to extract the dish name, its calories or the measured values. The result is a draft: decisions about you are made by a human — your coach. The model is not trained on your data.

A voice recording is turned into text by an OpenAI model; the text is then parsed by an Anthropic (Claude) model. Only the food names and weights come out of it, and you check them before they are added to your diary.

Communication and bookings

• Chat messages between client and coach, reviews, and the coach’s private notes.
• Consultation bookings and schedule, including video calls.
• Marathon calls are held in Google Meet on the coach’s Google account. If the coach holds a participants-only call, your email is shared with their Google Calendar and Google Meet — you become a guest of the call’s event (other guests don’t see your email) (the consent you give on joining a marathon says so).

A coach’s Google account (Google Meet and Google Calendar)

A coach may connect their Google account so Vireo can hold marathon calls in Google Meet. Vireo asks Google for two permissions only: to create Google Meet meetings, and to create events in the coach’s Google Calendar (for participants-only calls). With them Vireo:

• creates a Meet meeting for each marathon call, or a calendar event with a Meet meeting for a participants-only call, and adds that call’s participants to it as guests;
• keeps that event at the call’s time and name, and deletes it when the call is removed;
• stores the connected account’s email address (shown to the coach) and an access token, encrypted.

Vireo does not read the coach’s other calendar events, emails, contacts or meeting content. Data from Google is used only to provide these calls, is not sold, not used for advertising, and not used to train AI models. The coach can disconnect Google in the cabinet at any time (the token is then revoked and deleted) or revoke access in their Google Account settings.

Vireo’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Technical device data

• Push notification token, platform (iOS/Android), app version, device language and time zone.
• Connection logs (including the IP address used for a request) — for security and diagnostics.

Usage data (product analytics)

To understand which parts help and where people struggle, we record what happens in the app and the coach cabinet: which screens are opened, which actions are taken (e.g. “diary entry added”, “workout finished”) and where from. Events carry only the numeric account identifier, role (client or coach), platform and language.

• No content: we do not send food names, calories, weight, lab results, message texts, your name or email.
• Session recordings (how you move between screens and tap) are stored with all text and all images hidden — only the layout and movement are visible.
• You can turn this off at any time: Profile → “Help improve Vireo” in the app, or Settings → Account in the coach cabinet. The setting applies to the whole account.

What we do not collect

The app contains no advertising and no tracking across other apps or websites. The product analytics above serve only to improve Vireo — we do not profile you for marketing and make no automated decisions about you without human involvement.

03 Device permissions

The app requests permissions only when you use the relevant feature:

• Camera — scanning barcodes, photographing meals and documents, video consultations.
• Microphone — video calls only.
• Photo library — to pick a photo of a meal, a document or your profile.
• Location — to record the route, distance and pace of a run. We ask before your first run; recording happens only while a run is active, including when the app is in the background or the screen is locked, and stops with it. Outside a run your location is not read.
• Apple Health / Health Connect — read-only access to today’s step count and, after a finished run, to the heart rate and steps for that run’s window (to work out average and maximum heart rate and cadence). We never write anything back to Health.
• Activity recognition (Android only) — access to the phone's built-in step counter. Needed where Health Connect is absent; without it steps do not appear at all. This data never leaves the device: it is not sent to our server and not stored there.
• Face ID / Touch ID — quick sign-in. The check is performed by the operating system itself; your biometric data is never shared with the app and is not available to us.
• Notifications — reminders and messages from your coach.

You can revoke any permission in your phone settings; the related feature will simply become unavailable.

04 Why we use your data, and on what legal basis

05 Health data — handled separately

Weight, nutrition, activity, restrictions and allergies are a special category of personal data (data concerning health). We process them only on the basis of your explicit consent, which you give when you enter this data into the app.

• You can withdraw consent at any time by stopping entering data or deleting your account.
• We use this data only within the app — to show your progress and let your coach support you.
• Lab results are visible to you and your coach. These fields are stored encrypted in the database, and the files live in private storage with no public links.
• Vireo is not a medical device and does not diagnose; the app does not replace a doctor’s advice.

06 Who we share data with

We do not sell data. We use vetted processors that help the app run and receive only the minimum they need for their function:

We may also disclose data where required by law or to protect the rights and safety of users.

07 International transfers

The database is hosted in a European region (Railway, EU). Files — photos and documents — are held in Cloudflare R2 object storage created in a European region; Cloudflare, being a global network, may also process them at its other locations. Product analytics data is stored with PostHog in the European region.

Some processors (Apple, Google, Daily.co, Anthropic, OpenAI, Sentry) process data in the US or other countries. For Anthropic this covers the contents of meal photos and lab documents, which includes health data; for OpenAI, food voice recordings. In all such cases transfers rely on Standard Contractual Clauses (SCCs) and other safeguards permitted by law.

08 How long we keep it

• Account and diary data are kept for as long as your account exists.
• When you delete your account, we delete the data associated with you (profile, diary, metrics, messages), except where the law requires a retention period.
• Technical session and device tokens are purged automatically over time.
• Product analytics data is kept for up to 12 months. It is linked only to the numeric account identifier; once the account is deleted, that identifier no longer points to anyone.

09 Your rights

Under data protection law (including the GDPR and Ukraine’s Law “On Personal Data Protection”) you have the right to:

• Access — learn what data we hold about you.
• Rectification — correct inaccurate data (most of it directly in the app).
• Erasure — delete your account and data.
• Restriction and objection — to certain processing.
• Portability — receive a copy of your data.
• Withdraw consent — at any time, without affecting prior lawful processing.
• Complaint — to a data protection supervisory authority.

To exercise your rights, email support@vireo.coach. You can also delete your account from within the app settings.

10 Security

• Connections to the server are encrypted (HTTPS/TLS).
• Passwords are stored only as hashes; verification codes are stored hashed as well.
• The most sensitive fields — messages and lab data — are encrypted in the database (AES-256-GCM), and files live in private storage with no public links.
• We apply brute-force protection, temporary account lockout, and session token rotation.

No service can guarantee absolute security, but we apply industry practices to protect your data.

11 Children

Vireo is intended for persons 18 years of age and older. We do not knowingly collect children’s data and do not direct the app at minors. If you believe a child has provided us data without consent, contact us and we will delete it.

12 Changes to this policy

The app keeps evolving. We may update this policy; we will announce material changes in the app or by email. The effective date is always shown at the top.