Toned by Tai – Privacy Policy (Plain English)
Effective date: January 31st, 2026
Who we are: AA TBT Coaching, LLC t/a Toned by Tai (“we”, “us”)
How to contact us about privacy: atai@tonedbytai.com
This page explains what personal information we collect, how we use it, and how we keep it safe.
1) What information we collect
We may collect:
- Contact details (name, email, phone number)
- Coaching information you share (check-ins, habits, goals, progress notes)
- Photos you choose to share (progress photos)
- Payment details (handled by Stripe — we don’t store full card details)
2) Confidential coaching conversations
Your conversations with our coaches are private inside Toned by Tai. We don’t share your coaching chats, check-ins, or personal details with the public.
We only share information internally with the people on our team who need it to coach you and support you.
3) Photos and social media
- We only use your photos on social media if you have explicitly agreed (for example, a clause in your contract or a clear written “yes”).
- If you don’t agree, we won’t post your photos.
4) Anonymous snapshots of conversations (no names)
We may take short screenshots/snippets of client–coach conversations to use on social media anonymously.
That means:
- We remove names, profile photos, handles, and any obvious identifying details.
- We only use the part of the conversation needed to show the message.
If you do not want your anonymised messages used this way, email us at atai@tonedbytai.com and we’ll mark your account so we don’t use them.
5) Who we share information with
We do not sell your personal information.
We may share limited information with trusted service providers who help us run the business (for example, Stripe for payments, and tools we use for communication and storing coaching notes). They must handle your information securely and only for the service they provide.
6) How long we keep your information
We keep personal information only for as long as we need it for coaching, running the business, and meeting legal/accounting requirements.
Bermuda’s Personal Information Protection Act says personal information must not be kept longer than is necessary for that use.
So, after you finish coaching, we will:
- delete it, or
- anonymise it, or
- keep only what we must keep for legal/accounting reasons,
and then securely dispose of it when we no longer need it.
7) Your rights
You can ask us:
- what information we have about you,
- to correct it if it’s wrong,
- to stop using it in certain situations, or
- to delete it (where we’re allowed to).
To make a request, email atai@tonedbytai.com.
8) Keeping your information safe
We take reasonable steps to protect your information from unauthorised access, loss, or misuse.
9) Updates to this policy
If we change this policy, we’ll update the date at the top and post the new version here.