Terms of Service

You must be 18 or older to create an account or use CoachVana, and you confirm that you are when you sign up. CoachVana is not for children and has no features for them. It is offered to residents of the United States; we don't currently direct the service to people elsewhere, and you may not use it where doing so is against the law. You may not use CoachVana if you are barred from receiving services under US law, including US sanctions.

One person per account. Give accurate details, keep your password and devices secure, and tell us at support@coachvana.com if you think someone else has used your account. You are responsible for what happens under your login.

You can delete your account at any time inside the app or from web settings. Deletion is immediate and permanent, and it cancels at once, with no refund, any plan you pay for and any plan your clients pay you through CoachVana (an App Store plan is the exception: turn it off with Apple). Some records are kept without your name, as the Privacy Policy explains, including payment records retained for tax purposes.

CoachVana is software. Coaches, gyms and companies use it to program training and nutrition, take check-ins, message, schedule, sell their services and run their business. Clients and members use it to follow that coaching and log what they do. The public marketplace and coaches' public pages help people find a coach.

We are not a party to the coaching relationship. We don't employ coaches, we don't supervise their work, and we don't sell coaching. When you hire a coach or buy something from one, your contract for that service is with the coach (or their gym or company), not with us.

Coaches pay a platform subscription, priced on active clients: Fixed levels by active clients: $29 a month for up to 5 clients, $45 for up to 15, $69 for up to 30, $100.99 for up to 50, $149 for up to 150, $164.99 for up to 200, $196.99 for up to 300, $228.99 for up to 400, $260.99 for up to 500 and $292.99 for up to 600. Your first 3 are free. Past 600, contact us. Those first 3stay free forever, with no clock on them. This is per coach, so an organization with several coaches pays for each coach’s clients separately. Gyms and companies also pay an organization fee of $99 a month ($99a month for each location, for a gym). An “active client” means a client whose coaching relationship is active; paused, archived and invited clients do not count. Prices are shown before any charge and can change with notice, as the Cancellation & Refund Policy describes.

When a coach takes on client number 4, they can start a free 14-day trial, once per organization. No card is on file. Nothing can be charged during the trial, and it will not roll into a paid plan on its own. If the trial ends with no plan in place, the newest clients past the free 3 are paused, with nothing of theirs lost, and come back on their own once a plan or a promotion covers them.

Your client count never raises your subscription without your confirmation. Paying at checkout approves the amount shown there. When a new client would take your monthly amount past what you have approved, you confirm the new amount first, or that client waits (with nothing of theirs lost) until you or the account owner do, unless you have chosen an amount to approve automatically. Every confirmation is recorded. A higher amount you confirm is charged for the rest of the current billing period, prorated, and in full from your next invoice. A lower amount needs no confirmation and applies from your next invoice. This covers the client meter only: a gym's location fee follows the number of locations you run, and a discount ends when its term does.

A coach may instead choose a yearly plan: a year paid up front for the level that holds the clients you have at checkout ($309.99 a year for up to 5 clients, $484.99 a year for up to 15 clients, $739 a year for up to 30 clients, $1,000 a year for up to 50 clients, $1,599.99 a year for up to 150 clients, $1,779.99 a year for up to 200 clients, $2,119.99 a year for up to 300 clients), at least 10% less than twelve monthly invoices. Yearly plans go up to 300 clients; past that, contact us. A higher level during the year is charged for the rest of the year once you confirm the new amount, fewer clients lower the next renewal, and the plan renews each year for the clients you have on the renewal date, with 30 days' notice of the amount. Yearly plans are paid up front and are not refunded partway through the year. Full detail is in our Cancellation & Refund Policy.

AI features are metered: each organization has a monthly allowance, and an AI pack adds more. Add-ons such as AI packs, featured placement in the marketplace and white-label are optional, each priced before you buy, and billed monthly.

Promotion codes and referral months give free time on your own CoachVana plan. They have no cash value, cannot be transferred, and last only for the time they state. A free month earned by signing up through another coach's link replaces the free trial rather than adding to it. On Android, CoachVana plans are set up on coachvana.com, not through Google Play.

Prices don't include taxes. If a tax applies to your plan, we show it before you pay. If a payment fails, we may retry it, and your account may be limited until it is paid. Nothing your clients logged is lost.

On iPhone, a coach can choose a plan level through Apple In-App Purchase. Each level is a fixed monthly price for up to a number of active clients, shown in the app before you confirm, and every level includes every feature. Your first 3 active clients stay free on any level.

Apple bills an App Store plan to your Apple ID and renews it automaticallyeach month unless you turn it off at least 24 hours before the period ends. Moving up a level takes effect straight away; moving down takes effect at the next renewal. Manage or turn it off in Settings on your iPhone, then your name, then Subscriptions. Deleting your CoachVana account does not cancel it. Refunds for App Store purchases are handled by Apple at reportaproblem.apple.com, under Apple's terms.

If you downloaded CoachVana from the Apple App Store or Google Play, that store's terms also apply to your download. Apple's Licensed Application End User License Agreement applies to the iPhone app, and where it and these terms differ about the app itself, Apple's agreement governs.

If you use the iPhone app, you and we also agree that:

• These terms are between you and us only, not with Apple, and we, not Apple, are solely responsible for the app and its content.
• Your license to use the app is limited to Apple-branded devices you own or control, as Apple's Usage Rules allow, and cannot be transferred.
• We, not Apple, are responsible for maintaining and supporting the app. Apple has no obligation to provide any maintenance or support for it.
• If the app fails to conform to any warranty that applies, you may notify Apple and Apple will refund the purchase price, if any, for the app. To the maximum extent permitted by law, Apple has no other warranty obligation for the app, and any other claims, losses or costs from a failure to conform to a warranty are our responsibility, to the extent these terms do not disclaim them.
• We, not Apple, are responsible for addressing any claim by you or anyone else relating to the app or your use of it, including product liability claims, claims that the app fails to meet a legal or regulatory requirement, and claims under consumer protection, privacy or similar laws, including in connection with HealthKit.
• If anyone claims that the app or your use of it infringes their intellectual property, we, not Apple, are solely responsible for investigating, defending, settling and discharging that claim.
• You confirm you are not in a country subject to a US Government embargo or designated as a “terrorist supporting” country, and you are not on any US Government list of prohibited or restricted parties.
• You must follow the terms of any third-party service you use with the app, such as your mobile carrier or a connected device's service.
• Apple and its subsidiaries are third-party beneficiaries of these terms and, once you accept them, Apple may enforce them against you as a third-party beneficiary.

Questions, complaints or claims about the app go to us at the address at the end of these terms, or support@coachvana.com. Google is not a party to these terms either and is not responsible for the Android app.

When you subscribe to or buy from a coach through CoachVana, whether a coaching plan, a session package, a booked session, a self-guided program, a course or a paid community, your agreement is with the coach. The coach is the seller, sets the price, and sets the terms for refunds and for canceling a booked session; we provide the tools to manage them. On iPhone, you pay in Safari or on coachvana.com, not through the App Store.

A coaching plan with a coach renews on the schedule shown at checkout until you or the coach cancel it, and you can cancel it yourself from Billing on coachvana.com. A coach can send you an offer for one of their plans, a package or a price set just for you. Nothing is charged until you accept it at checkout. If the offer starts on a later date, the first charge is on that date; if it replaces a plan you already have with that coach, the change is prorated.

Your coach can put your coaching on hold until a date, for up to 180 days, for example for a vacation or an injury. During a hold nothing is due from you in the app, and if your coach chooses, your coaching plan stops collecting payments and starts again when the hold ends. Your coach can end a hold early.

A self-guided program or course stays yours to use after you buy it, for your own personal use; you may not copy, share or resell it. If the coach refunds it in full, your access to it ends, and anything you logged while using it stays in your history. If you are moved to a different coach, a plan you began with your previous coach ends at the end of the period you paid for.

Gym dues are between you and your gym. When a gym ends your membership, dues stop at the end of the period you paid for, and you can stop paying dues yourself.

CoachVana does not receive this money and is not the merchant of record for it, so a request for a refund, a dispute about a session, or a question about a charge goes to the coach or gym first. Card details go straight to Stripe and never reach us.

CoachVana takes 0% commission on payments between coaches and their clients. Those payments run on the coach's own Stripe account, which the coach opens with Stripe and which is governed by the Stripe Services Agreement between the coach and Stripe. The coach is the merchant of record for their coaching services and is responsible for their prices, refunds, chargebacks, disputes and taxes. By connecting Stripe, a coach authorizes us to create checkouts, plans and refunds on their account at their instruction, and to receive the payment and account information Stripe shares with platforms. We are not a bank, a money transmitter or a payment processor, and we never hold a coach's or a client's money.

You are responsible for the coaching you provide, what your public page says, your prices and refund terms, and your taxes. In particular, you agree to:

• Stay within your qualifications and the law. Follow the rules of any license or certification you hold and of the states where your clients live. Don't diagnose, treat or prescribe for a medical condition, or give medical nutrition therapy, unless you are licensed to, and refer clients to a clinician when that is what they need.
• Describe yourself truthfully.Any credential, certification, years of experience or result you display must be true and current. We don't verify them, and you are responsible if they are not.
• Look after your clients' data. Use what your clients share with you only to coach them and run your business with them, keep your account secure, and follow our Data Processing Addendum, which is part of these terms for every coach, gym and company. Don't upload protected health information on behalf of a health care provider: CoachVana is not built for it (see “Health data and HIPAA” below).
• Get consent you are responsible for.Only add or import people who have agreed to hear from you. Anything about a client you publish (a testimonial, a quote, a photo, a result) needs that client's permission. A client's before and after photos can go in your gallery only after the client says yes in the app, and come down when they withdraw it. When you add a pair of yourself, or of somebody who is not a client here, you confirm you have the right to publish it.
• Follow the rules on reviews and endorsements. Don't write, buy or ask for fake reviews, don't offer anything in exchange for a positive review, and don't suppress honest negative ones. If you show a result, don't present an unusual result as typical. Disclose any payment or relationship behind an endorsement. When you offer a referral reward, describe it accurately and honor it yourself.
• Market lawfully. Contacting the people who reach you through CoachVana must follow the laws on email, texts and calls. CoachVana emails an invite to a lead only when you ask it to, by pressing Invite or by turning on automatic invites, and you are responsible for having permission to contact that person.
• Use your own waiver and insurance. Our release below protects CoachVana, not you. Ask your clients to sign your own waiver (the Documents feature can collect a signature), and carry the professional liability insurance your work calls for.
• Run challenges and prizes lawfully. If you offer a prize, you are its sponsor and follow our Challenge & Prize Rules.

Anything AI drafts for you, such as a Coach Copilot message, a reply, a program, a meal plan or a suggested change, is yours to check before you send, assign or apply it. You are responsible for what you send.

Tools you connect, such as Stripe, Google Calendar, Zapier, Manychat, Typeform and Jotform, run under your own account and that company's terms, and data you send to them is held there under those terms.

If you open a gym or company account, you confirm you are authorized to bind that business to these terms, and the business is responsible for the people it invites. The owner decides who pays for its coaches' clients and can change it. Owners and admins can see the coaches, clients and members of their organization as the product describes, and must use that access only to run the business. Members of a gym agree with the gym, not with us, about dues, classes and access to the gym itself.

A coach who sells a self-guided program, a course or a paid community on CoachVana must own or have the rights to everything in it, describe it accurately, deliver what was sold, and set and honor a refund policy. The buyer gets a personal license to use it; the coach keeps ownership. We can remove a listing that breaks these terms.

Some features use AI to estimate, draft or summarize: meal and label estimates, program and meal plan building and import, check-in summaries, reply drafts, Coach Copilot and suggested program changes. AI output can be wrong or incomplete. It is not reviewed by a professional before you see it, it is not medical, dietetic or professional advice, and nothing an AI drafts is sent or applied until a person chooses to. What is sent to the AI provider and what never is, is set out in AI and Your Data. Don't use AI features to build a model of your own, to extract our prompts, or to get around the meter.

A coach may connect an AI assistant, such as Claude or ChatGPT, to their coaching account. You are responsible for what you ask it to do and for approving each action it prepares before it reaches your clients. Its suggestions can be wrong; review a program, a target or a message before you approve it, as you would anything else you send. Keep your assistant's approval prompts turned on for CoachVana.

The assistant's provider receives the data the assistant reads to answer you, and processes it under its own terms and privacy policy, which are between you and that provider. It never receives data from a connected device, and it reads what a client logged only if that client has said yes in their own app. We may limit how often an assistant can act, refuse an action that breaks these terms, and disconnect an assistant to protect your account or your clients. You can disconnect it at any time in Settings.

A coach runs their groups. The coach, the owners and admins of their organization, and the moderators the coach appoints can hide posts and comments, hold posts for review, mute a member for a time, and remove a member and stop them rejoining. Members of a group see each other's names and photos. Group points, levels, badges and leaderboards are for motivation and have no cash value. Everything posted must follow our Acceptable Use & Community Guidelines.

CoachVana does not award prizes. If a coach offers a prize for a challenge, the coach is the sponsor, and our Challenge & Prize Rules apply.

Only someone who is or was a coach's client can review that coach. A review must be your own honest experience. We don't pay for reviews, edit what a review says, or remove a review because it is negative. We may remove a review that breaks our Acceptable Use & Community Guidelines, and we may show it as “A former client” after its author deletes their account.

Coaches on CoachVana are independent professionals, not our employees or agents. Any certifications a coach displays are self-reported and not verified by CoachVana. We don't screen, background-check, endorse, recommend or guarantee any coach, their qualifications, their methods or their results. A place in the marketplace, including a featured place a coach pays for, is not a recommendation.

Choosing a coach is your decision. If a credential matters to you, ask the coach for it directly and verify it with the issuing body.

CoachVana is not a medical service and coaches on CoachVana are not your doctors. Nothing on the platform is medical, dietetic or mental-health advice, diagnosis or treatment. Get medical advice before starting a program if you are pregnant, have a medical condition, take medication, have an injury or have any other reason to ask. If you think you have a medical emergency, call 911.

Data from connected health devices is informational, not diagnostic. Any nutrition figures, macro estimates, insights or summaries generated by our AI features are automated estimates. They can be wrong, they are not reviewed by a professional before you see them, and they are not medical or dietetic advice. Don't rely on them for a clinical decision. Calorie and nutrition targets are general fitness guidance, not a diet prescription.

If you use the functional-health tools (protocols, supplement tracking, lab ranges), those are recordkeeping and adherence features for you and your coach. They are not a prescription, and CoachVana does not evaluate whether any protocol, supplement or dose is appropriate or safe for you. Talk to a licensed clinician, particularly about interactions with medication.

CoachVana is not a HIPAA covered entity or business associate, and these terms are not a business associate agreement. It is not built for health care providers who bill insurance or for storing or sending protected health information on a provider's behalf, and no one may use it for that. Health data you log is still protected, as the Consumer Health Data Privacy Policy explains.

Exercise, training, changing how you eat, and taking supplements carry a risk of injury, illness and, rarely, death. You choose whether to follow any program, plan, target or suggestion you see on CoachVana, from a coach, another member, an AI feature or the app itself, and you decide how hard to train. Stop and get help if you feel pain, dizziness, shortness of breath or anything else that worries you.

You voluntarily assume these risks. To the fullest extent the law allows, you release Tampa Bay AI Solutions, LLC and its owners, employees and contractors from any claim for injury, illness, death or property damage arising from your physical activity, your diet, or coaching you receive through CoachVana. This release does not cover our gross negligence, willful misconduct, or anything the law does not allow a release to cover. It does not release your coach; your agreement with your coach governs that.

Use CoachVana lawfully and respectfully. Our Acceptable Use & Community Guidelines are part of these terms and set out what is not allowed. In short: no impersonation, harassment, hate, sexual content, anything that sexualizes or endangers a minor, spam, scams, illegal goods, unsafe health claims, or content you don't have rights to; no scraping, reverse engineering, overloading or probing the service, getting around a limit or security measure, or reselling access; and no use of CoachVana to collect or process protected health information for a provider. We can remove content and suspend accounts that abuse the platform or other people on it. Blocking and reporting tools are built in; use them.

What you upload stays yours. You give CoachVana a worldwide, non-exclusive, royalty-free license to host, store, copy, process, transmit and display it only as needed to run the service for you: to show it to the people you've shared it with (your coach, your clients, a group you post in) and nobody else, and, if you are a coach, to the public for what you publish on your public page. This license ends when you delete the content or your account, except for copies others were entitled to keep (such as a signed document) and backups that expire on their own schedule. Progress photos have a privacy switch; when it's off, your coach cannot see them.

You confirm you have the rights to what you upload and that it doesn't break the law or anyone's rights. We don't sell your content and don't use it to train AI models. If you send us feedback or a feature request, we may use it without owing you anything.

We respond to notices of copyright infringement under the Digital Millennium Copyright Act and terminate repeat infringers. How to send a notice or a counter-notice is in our Copyright & DMCA Policy.

CoachVana, its software, design, catalogs (exercises, foods, templates), and its name and logos belong to us or our licensors. We give you a limited, personal, non-exclusive, non-transferable, revocable license to use CoachVana under these terms. You may not copy, modify, distribute, sell or lease any part of it, or reverse engineer it, except where the law allows you to despite this restriction.

You can connect other services, such as Apple Health, Health Connect, Oura, Fitbit through Google Health, WHOOP and Google Calendar. They are run by other companies under their own terms and privacy policies. We aren't responsible for them, for their data being accurate, or for their availability, and a connection may stop working if the other company changes or ends it. Exercise demo videos play from YouTube or Vimeo under those services' terms.

You agree that we can send you notices, agreements and other communications electronically, by email, in the app or on this site, and that they satisfy any requirement that they be in writing. Service emails (receipts, security notices, changes to these terms) are part of having an account. Group digests and similar emails carry an unsubscribe link, and push notifications can be switched off by kind in settings.

You can stop using CoachVana and delete your account whenever you want. We can suspend or terminate an account, or remove content, for breach of these terms, for conduct that puts other users at risk, for non-payment, for fraud, or if we're required to by law, with notice where practical, immediately where it isn't.

If a coach deletes their account, the plans their clients pay through CoachVana are canceled at once, and any refund owed to a client is between the coach and that client. If we end a coach's account, winding down their clients' plans on the coach's own Stripe account is the coach's responsibility, and we'll make the data export and account-deletion tools available for a reasonable period, unless the account was ended for fraud or to protect someone. We may also stop offering the service, or any part of it, with reasonable notice. Sections that by their nature should survive (payment owed, your content license for what others keep, disclaimers, limits of liability, release, indemnity and disputes) survive termination.

CoachVana is provided “as is” and “as available.” To the maximum extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We don't warrant that the service will be uninterrupted, error-free or secure, or that any content, coach, estimate or output will be accurate, safe or effective, or that you will reach any result. Some states don't allow these exclusions, so some may not apply to you.

To the maximum extent permitted by law, CoachVana's total liability arising out of or relating to the service or these terms will not exceed the greater of (a) the amount you paid us in the 12 months before the claim arose, or (b) $100. Payments you made to a coach or gym are not amounts paid to us.

We are not liable for indirect, incidental, special, consequential or punitive damages, including lost profits, lost data, or loss arising from your coaching relationship with another user or the acts of any coach, client, member or third-party service. Nothing here limits liability that cannot be limited by law, including for gross negligence, willful misconduct, or death or personal injury caused by our negligence, where applicable.

You'll defend and indemnify CoachVana against claims, damages and reasonable costs (including attorneys' fees) arising from your content, your conduct on the platform, your breach of these terms or of the law, or, if you're a coach, gym or company, the services you provide to your clients and members, your marketing, and your handling of their data.

Let's try to sort it out first: email support@coachvana.com and we'll have 30 days to resolve it informally.

If that doesn't work, you and CoachVana agree to resolve any dispute by binding individual arbitration, administered by the American Arbitration Association under its Consumer Arbitration Rules, rather than in court. Either of us can still bring an individual claim in small-claims court.

Class-action waiver. Disputes are resolved individually. Neither of us may bring a class, collective or representative action, and the arbitrator may not consolidate claims.

You can opt out. Email support@coachvana.com with the subject “Arbitration opt-out” within 30 days of first accepting these terms and this section won't apply to you. Opting out doesn't affect anything else in these terms. If you opted out of an earlier version, your opt-out still stands.

These terms are governed by the laws of the State of Florida, without regard to its conflict-of-laws rules. Where a dispute isn't subject to arbitration, it belongs in the state or federal courts located in Florida, and we both consent to that jurisdiction. This doesn't take away any protection the consumer laws of the state you live in give you that cannot be waived.

Neither of us is liable for a failure to perform caused by something beyond reasonable control, outages at an infrastructure provider, network failures, natural disasters, labor disputes, war, or government action.

You can't transfer your rights under these terms without our consent. We can assign them to an affiliate or to a successor in a merger, acquisition or sale of assets. If any provision is unenforceable, the rest stays in force. Our not enforcing something isn't a waiver of it. There are no third-party beneficiaries of these terms except Apple, as described above. These terms, plus the policies listed in our legal center (including the Privacy Policy, the Cancellation & Refund Policy and, for coaches, gyms and companies, the Data Processing Addendum), are the whole agreement between us.

We may update these terms. For a material change, we tell you by email or in the app at least 30 days before it applies to you, unless the change is required by law or only covers a new feature, and we post the new version here with a new date. If you keep using CoachVana after a change applies, you accept it; if you don't agree, you can delete your account or cancel your plan before then. Questions: support@coachvana.com.

Notices to us, including any required in writing, go to Tampa Bay AI Solutions, LLC at the address below.