Privacy policy
Last updated: 13 October 2026
Draft. This policy is being reviewed and may change before ZayTrax opens to everyone.
Who we are
ZayTrax is run by Sanjay Kumar Budhathoki, an individual business in Japan (“we”). You can reach us at contact@zaytrax.com. Our postal address is given on request.
This policy covers the website zaytrax.com, the app at app.zaytrax.com and the emails they send. It follows Japan’s Act on the Protection of Personal Information (APPI).
What we collect
From coaches:
- your name, email address and login;
- your clients’ names, email addresses, goals and check-in days;
- your messages with clients and your settings, such as your note on how you talk to clients.
From clients:
- your name and email address (added by your coach);
- your check-in answers: workouts, energy, weight, waist, steps, how well you followed your diet, hunger, sleep, your cycle if it applies, pain or injuries and your own notes;
- your progress photos and your messages with your coach;
- your settings: language, time zone and reminder emails on or off.
From the pilot form: your name, email address, number of clients, what you coach, your note and the page’s language.
Technical: the app keeps you signed in and remembers your language on your device. Our service providers keep basic server logs, such as IP addresses. We use no advertising and no tracking or analytics tools.
Health information
Check-ins can include health information, such as weight, pain or your cycle. Under the APPI some of this is “special care-required personal information”. We only collect it with your consent: each check-in asks for it before it is sent.
How we use it
- to run ZayTrax: showing a client’s check-ins only to their own coach, sorting them by who needs attention, sending reminder emails and keeping your messages;
- to make AI summaries and draft replies for the coach (see below);
- to answer pilot requests;
- to keep the service working and secure.
We do not sell personal information, we do not show ads, and we do not use your data to train AI.
The AI in ZayTrax
When a coach opens a check-in, ZayTrax sends the client’s goal and that week’s answers to Anthropic’s Claude to write a short summary and a draft reply. It never sends names, email addresses or photos. Under Anthropic’s commercial terms, this data is not used to train its models.
The coach reads every draft and decides what to send. The AI never messages a client, and it does not give medical advice or diagnoses.
Who can see your data
A client’s data can be seen by that client and their own coach, and nobody else in the app. The database itself enforces this.
These companies process data for us, only to run ZayTrax:
- Supabase (database, login, photo storage and server functions);
- Anthropic (AI summaries and draft replies, without names or photos);
- Resend (sending emails);
- Cloudflare (hosting the website and app, and forwarding email to contact@zaytrax.com);
- Google Fonts (the website’s typefaces: your browser connects to Google to load them).
We share personal information with nobody else, unless the law requires it.
Data outside Japan
Our main database, logins and photos are stored by Supabase in Singapore. Singapore protects personal data under its Personal Data Protection Act (PDPA). Our providers are based in the United States, and some data (for example the AI drafts and emails) is processed there or in other countries. The United States has no single national privacy law like the APPI. Each provider protects data with its own security measures and its terms with us.
How long we keep it
- Check-ins and messages: while the account exists.
- Progress photos: deleted automatically one year after the check-in they belong to.
- Deleting an account erases everything about that person: check-ins, photos, messages and the login. When a coach deletes their account, their clients’ accounts are erased too.
- Pilot requests: until the pilot ends, or sooner if you ask us.
How we protect it
- encrypted connections (HTTPS) everywhere;
- rules in the database so each coach only reaches their own clients;
- private photo storage, with location and phone details removed from photos before they are saved;
- the AI and email keys stay on our server, never in the app.
Your rights
You can ask us to show you the personal information we hold about you, correct it, stop using it, delete it, or tell you who we shared it with. Email contact@zaytrax.com and we will reply without undue delay. You can also delete your account in the app.
Changes
If we change this policy, we update this page and the date at the top. We tell you about important changes by email or in the app.
Questions or complaints
Write to contact@zaytrax.com.