Privacy Policy

Who we are

ClusterFit is a training app that helps you prepare for the physical entry assessment of the Netherlands Armed Forces (Defensie) and train in general.

ClusterFit is provided by [to be confirmed: name of the provider of ClusterFit], [to be confirmed: postal address] (registration: [to be confirmed: Chamber of Commerce (KvK) number]). [to be confirmed: name of the provider of ClusterFit] is the controller of the personal data described in this policy.

ClusterFit is independent. It is not affiliated with or endorsed by the Dutch Ministry of Defence.

Questions about your privacy: [email protected].

What this policy covers

This policy covers the ClusterFit app, the ClusterFit server that stores your account, the emails ClusterFit sends you, and the web pages those emails and this policy link to.

What we collect

We only store what you enter in the app and what is needed to keep your account working and secure:

• Account: your name (a first name or nickname is fine), your email address and your password. We store the password only as a one-way hash; we cannot read it.
• Account status: whether and when your email address was confirmed; while you are changing your email address, the new address, a hashed one-time code and when it expires; when your account was created and last changed.
• Profile (optional): your main training goal and the Defence cluster (1 to 6) you are preparing for. ClusterFit does not ask for your height, body weight or target weight and has no body-weight log. Values entered or logged in an earlier version of the app have been deleted.
• Training: the workout plans you create (name, description, exercises, targets and notes), exercises you add yourself (name, category, equipment and how they are measured), the workouts you log (name, start and finish time, exercises, and sets with repetitions, weight lifted, duration or distance), targets you set and any workout notes you type. Notes are free text meant for training-related information: the app asks you not to enter sensitive medical or health information, and ClusterFit does not use notes for anything except showing them back to you.
• Programs and planning: the training programs you start, their start date, how you arrange their schedule, and the workouts you plan, complete, skip or cancel.
• Military assessments: the results you record for the Defence assessment components (such as distances, times, repetitions and completed positions), with the cluster, date, retries and the assessment round they belong to. ClusterFit calculates pass or fail from them; they are your own record, not an official result.
• Progress and badges: the badges you earn, when you earned them and whether the app has shown them to you. Progress overviews and history are calculated from the data above, not stored separately.
• Security data: a sign-in token for each device you log in on (stored as a hash, with the time it was last used), password reset codes (stored as a hash) and short-lived rate-limit counters.
• Server logs: technical records of requests and errors, which can include your IP address, device and browser type and, for errors, your account number. Error logs record where and why something failed (a request ID, the kind of request, the error type and status), not what you entered: submitted values such as notes, passwords, email addresses, sign-in tokens and links from our emails are removed before anything is written to them.

With every request the app sends your device's time zone and the language you use the app in, so dates and emails are right for you. We use them for that request only and do not store them with your account.

ClusterFit contains no advertising, analytics or tracking tools. It does not access your location, contacts, camera, photos or health apps, and it does not use push notification tokens.

Health-related data

Some of what you record can say something about your physical condition and may count as health data under the General Data Protection Regulation (GDPR): in particular your Military assessment results and the loads, times and distances you log over time. Notes you type could also contain such information if you chose to write it, although the app asks you not to.

All of it is optional. You decide whether to enter it, it is only used to show it back to you and to calculate your progress, planning, readiness and badges, and it is never used for advertising or shared for anyone else's purposes. You can change your profile, delete workouts, or delete your whole account at any time.

What stays on your device

Your sign-in token, language choice, reminder settings and a few display preferences (such as which Planning sections are open) are kept in your device's secure storage. Your reminder settings and display preferences are never sent to us; your language choice only travels with requests, as described above. Signing out removes the token and scheduled reminders but keeps those preferences for your next use. Android removes SecureStore values when you uninstall the app; on iOS, Keychain values may remain if you later reinstall the app with the same bundle ID.

Reminders

Training reminders are local notifications: the app schedules them on your device from your plan. They are off until you switch them on, and your device asks your permission first. No push service is used and nothing about your reminders is sent to us or anyone else.

A reminder may show the name of a program session or Military assessment on your lock screen. Names of workouts you created yourself are never shown. Turn reminders off in Profile > Reminders or in your device settings.

Emails we send

We only send emails about your account, never marketing:

• a link to confirm your email address (valid for 60 minutes);
• a link to reset your password (valid for 60 minutes, usable once);
• a notice when your password has been changed;
• a link to confirm a new email address, and a notice to your previous address once it has changed;
• a confirmation, to the address the account had, once your account has been deleted.

Emails are written in the language your app uses. They are delivered by our email provider, whose delivery logs are kept for [to be confirmed: email-provider log retention period].

Why we use your data

• To create your account and provide ClusterFit's features (logging, workout plans, programs, planning, reminders, Military assessments, progress and badges). Legal basis: performance of our agreement with you (Article 6(1)(b) GDPR).
• To send the account emails above and keep accounts secure: hashed passwords and codes, signing out other devices after a password change, rate limits, and logs to investigate errors and abuse. Legal basis: performance of our agreement and our legitimate interest in a secure service (Article 6(1)(b) and (f) GDPR).
• The optional health-related data described above is processed only because you choose to record it, for the features it belongs to.
• To meet legal obligations, for example if an authority can lawfully require information (Article 6(1)(c) GDPR).

We do not make decisions about you based solely on automated processing that have legal or similarly significant effects. The pass or fail shown for an assessment is a calculation for your own information.

Who processes your data

We do not sell your data and do not share it for advertising. Only these service providers process it on our behalf, under a data processing agreement:

• Hosting: OVHcloud. Runs the server and database that store your account.
• Email delivery: OVHcloud Zimbra. Sends the account emails.

Apple and Google distribute the app and provide the device features it uses (secure storage and local notifications). Their own privacy terms apply to your use of their stores and devices.

Some exercise guidance links to sources on other websites. When you open one, that website's own privacy policy applies.

We only give data to others where the law requires it.

International transfers

[to be confirmed: whether data leaves the EEA]

How long we keep your data

• Account, profile, training, planning, assessment and badge data: as long as your account exists. Inactive accounts are not deleted automatically.
• Sign-in tokens: until you log out on that device, change your password (other devices) or reset it (all devices), or delete your account.
• Email confirmation links: 60 minutes. Password reset codes: 60 minutes, or until used.
• Rate-limit counters: a few minutes.
• Server logs: 30 days. Database backups: 30 days.

When you delete your account, the account-linked records listed above are deleted from the live database straight away. Existing copies in backups and logs disappear when they are overwritten after the periods above.

Security

The app talks to our server over an encrypted connection (HTTPS). Passwords and codes are stored hashed. On your device the sign-in token is kept in the secure storage of the operating system. Changing your password signs out your other devices, resetting it signs out all devices, and email links expire. No system is perfectly secure; if we learn of a breach that puts you at risk, we will inform you and the authorities as the law requires.

Your rights

Under the GDPR you have rights to access and correct your data and, where the legal conditions apply, to have it deleted, restrict or object to processing, and receive data you provided in a portable format.

Much of this you can do yourself in the app: view and correct your profile, delete workouts, and delete your account under Profile > Account settings. For anything else, such as a copy of your data, email [email protected]. We respond without undue delay and normally within one month. The GDPR allows up to two extra months for a complex request or many requests; if that applies, we will tell you within the first month. We may ask you to confirm the request comes from the account holder.

You can also complain to a data protection authority, in particular in the EU country where you live, work or where you believe the infringement took place. In the Netherlands that is the Autoriteit Persoonsgegevens (https://autoriteitpersoonsgegevens.nl).

Age

ClusterFit is intended for people aged [to be confirmed: minimum age] and older. If you learn that a younger child created an account, contact [email protected] and we will delete it.

Changes to this policy

When ClusterFit changes how it uses personal data we update this policy and its date. If the law requires advance notice or a new choice from you, we will provide that before the change takes effect.

Contact

[to be confirmed: name of the provider of ClusterFit], [to be confirmed: postal address]. Privacy: [email protected]. Other questions: [email protected].