1. Who we are
MonikaSphere is a premium fitness and wellness coaching platform for women in midlife, founded and led by coach Monika. The Service provides personalised training programs, coaching, progress tracking, and supportive tools.
Data controller: [REGISTERED COMPANY NAME], RAKEZ, Ras Al Khaimah, UAE.
Contact for privacy matters: info@monikasphere.com
2. The information we collect
We collect the following categories of information:
Information you provide directly:
- Account information: your name, email address, and password (passwords are stored in hashed form by our authentication provider; we never see your actual password). If you sign in with Google, we receive your name and email from Google.
- Onboarding and intake information: details you provide during onboarding about your goals, life stage (for example whether you are in a menstruating, perimenopausal, menopausal, or post-natal stage), activity level, training preferences, available equipment, and responses to a pre-exercise health screening questionnaire (PAR-Q).
- Health-related information: because we provide fitness coaching, you may share information about injuries, physical limitations, areas of pain or discomfort, relevant medical considerations, and — for post-natal clients — medical clearance documentation. This is sensitive personal data and we treat it with heightened care (see Section 5).
- Content you create: messages you send to your coach, daily logs (such as sleep, energy, mood, and activity), habit tracking, and questions you ask the in-app assistant.
- Payment information: when you subscribe, payment is processed by Stripe. We do not store your full card details on our systems; Stripe handles card data directly (see Section 7).
Information collected automatically:
- Basic technical information necessary to operate the Service, such as authentication session data and general usage needed to deliver features. We aim to minimise automatic collection.
3. How we use your information
We use your information to:
- Create and manage your account and provide the Service;
- Allow your coach (Monika) to review your intake, grant clearance to begin, and build and adjust a personalised program for you;
- Deliver coaching, check-ins, messaging, progress tracking, and reminders;
- Generate supportive, personalised summaries and respond to questions you ask the in-app assistant (see Section 4 on how AI is used);
- Process your subscription and payments;
- Send you service-related communications (for example, confirming your account, clearance, trial status, and check-in bookings);
- Maintain the safety, security, and integrity of the Service;
- Comply with legal obligations.
We do not sell your personal information. We do not use your health information for advertising.
4. How we use artificial intelligence (AI)
MonikaSphere uses AI to support — never to replace — your coach. Being transparent about this matters to us:
- What the AI does: it generates reflective summaries of your own logged progress (for example, patterns in your sleep, energy, and activity), and powers an in-app assistant (“Ask”) that answers general questions and points you to your coach or a healthcare professional where appropriate.
- The AI is not your coach and is not a medical service. It does not diagnose, does not give medical advice, and defers clinical and medication questions to qualified professionals. It is clearly labelled as AI within the Service.
- Data minimisation: we deliberately limit what is sent to the AI. Sensitive clinical details — such as medications, diagnoses, and detailed medical conditions — are not sent to the AI model. The AI works only from a limited subset of information (such as your life stage, your program, and general musculoskeletal/activity context) needed to be helpful.
- AI provider: AI features are powered by a third-party AI provider (Anthropic) through secure server-side requests. Your data is sent only as needed to generate the response and is not used by us to train AI models.
5. Sensitive (health) information — special handling
Because MonikaSphere is a wellbeing service, some information you share is health-related and therefore sensitive. We apply heightened protections:
- Access is restricted to your coach and essential system functions;
- Sensitive clinical details are excluded from what is sent to AI features (see Section 4);
- We collect only what is reasonably needed to coach you safely (for example, the pre-exercise screening and any clearance documentation for post-natal clients).
Important disclosure about your coach’s visibility: to coach you effectively, your coach (Monika) can see the information relevant to your coaching, including your intake, your daily logs, your progress, and the AI-generated summaries of your progress. Your progress summaries are visible to your coach as part of the coaching relationship. Your private conversations with the in-app assistant (“Ask”) remain private to you unless you choose to share a specific conversation with your coach.
By using the Service and providing health-related information, you consent to our processing of it for the purposes described in this policy. You may withdraw consent by closing your account, though this may mean we can no longer safely provide the Service.
6. The legal basis for processing (UAE PDPL)
We process your personal data on the following bases, consistent with the UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (PDPL):
- Your consent, which you provide when you create an account, complete onboarding, and share health information;
- Performance of a contract — to deliver the Service you have subscribed to;
- Our legitimate interests in operating, securing, and improving the Service, balanced against your rights;
- Compliance with legal obligations.
7. Third parties who process data for us
We use trusted third-party service providers (“processors”) to run the Service. Each processes data only as needed to provide their function:
- Supabase — secure database, authentication, and backend hosting;
- Stripe — payment and subscription processing (handles your card data directly; we do not store full card numbers);
- Anthropic — AI features (see Section 4);
- Resend — sending service emails (such as confirmations and notifications);
- Cal.com — scheduling of coaching check-ins;
- Gumlet — secure hosting and delivery of exercise videos;
- Netlify — hosting of the application;
- Google — only if you choose “Sign in with Google” (we receive your name and email).
Some of these providers may process or store data outside the UAE. Where data is transferred internationally, we take steps consistent with the PDPL to ensure it remains protected.
8. How long we keep your information
We keep your information for as long as your account is active and as needed to provide the Service. If you close your account, we retain certain information only as long as necessary for legitimate business, legal, or safety purposes, after which it is deleted or anonymised.
9. Your rights
Under the UAE PDPL, subject to its conditions and exceptions, you have the right to:
- Access the personal data we hold about you;
- Request correction of inaccurate data;
- Request deletion of your data;
- Object to or restrict certain processing;
- Withdraw consent;
- Request a copy of your data in a portable form.
You can exercise many of these directly in the app (for example, requesting a copy of your data, or deleting your account in your account settings). For any request, contact us at info@monikasphere.com. We will respond within the timeframes required by law.
10. Security
We protect your information using industry-standard measures, including encryption in transit, strict access controls (so that, for example, one client can never access another client’s data), server-side handling of secrets and API keys, and deliberate minimisation of sensitive data sent to third parties. No system is perfectly secure, but we take our responsibility to protect your information seriously.
11. Children
The Service is intended for adults (18+) and is designed for women in midlife. It is not directed at children, and we do not knowingly collect data from anyone under 18.
12. Changes to this policy
We may update this policy from time to time. If we make material changes, we will notify you through the Service or by email. The “Last updated” date at the top shows when it was last revised.
13. Contact us
For any privacy questions or to exercise your rights, contact:
[REGISTERED COMPANY NAME]
RAKEZ, Ras Al Khaimah, United Arab Emirates
Email: info@monikasphere.com