Pono Software Inc. (“Pono”, “we”, “our”, or “us”) values your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our websites (including ponosoftware.com), mobile applications, and services (together, the “Services”).
By using our Services, you agree to the terms of this Privacy Policy. If you do not agree, please do not use the Services.
1. Information We Collect
We collect the following categories of information:
- Personal Information: such as your name, email address, phone number, billing information, and account credentials when you sign up, purchase services, or communicate with us.
- Fitness/Nutrition Data: if you use our coaching software, we may collect information such as workout logs, nutrition preferences, goals, and performance data.
- Non-Personal Information: including device type, browser, IP address, operating system, usage data, and cookies.
- Sensitive Information: if voluntarily provided (e.g., health-related information for coaching), processed with your consent.
- AI Interaction Data: if you use AI-powered features in the Services, we may collect and process the content you submit (e.g., prompts, notes, messages, files, or other inputs) and the content generated by the Services (e.g., summaries, recommendations, drafts, or other outputs), as well as related metadata (such as feature usage and timestamps).
2. Legal Bases for Processing (GDPR/EU Users)
If you are located in the EEA/UK, we process your personal information on one or more of the following bases, depending on the context:
- Contract (to deliver services you purchased or requested).
- Consent (including, where required by applicable law, explicit consent for processing certain sensitive information such as health/fitness/nutrition data).
- Legitimate interests (improving our Services, preventing fraud, and maintaining the security and integrity of the Services), where those interests are not overridden by your rights.
- Legal obligations (tax, accounting, compliance).
Processing on behalf of customers. In many cases, Pono processes personal information (including fitness/nutrition data) on behalf of a coach, company, or other customer that uses the Services. In those cases, that customer is the controller and Pono acts as a processor, and we process such information under the customer’s instructions for the purpose of providing the Services.
3. How We Use Your Information
We may use your information to:
- Provide and improve our Services.
- Process payments and manage subscriptions.
- Communicate with you (support, updates, marketing if opted-in).
- Customize coaching experiences and recommendations.
- Ensure security and prevent fraudulent activity.
- Comply with legal requirements.
- Provide, operate, and improve AI-powered features (including generating summaries, recommendations, automations, and other outputs based on information you provide).
4. Cookies and Tracking
We use cookies and similar technologies to remember preferences, analyze usage, and improve the Services. You may disable cookies in your browser settings, but some features may not work.
5. Sharing of Information
We do not sell personal data. We may share your information with:
- Service providers (payment processors, hosting providers, email platforms).
- Business partners (if you choose to engage through an affiliated coach).
- Legal authorities when required by law or to protect rights/safety.
- Corporate transactions (e.g., mergers, acquisitions).
- AI service providers: where you use AI-powered features, we may share and process your Inputs and Outputs (which may include fitness/nutrition data and other sensitive information you choose to provide) with AI service providers that help us provide those features (acting as service providers/processors under contract).
6. Data Retention
We retain personal information only as long as necessary to fulfill the purposes outlined in this Policy, including to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements.
Because AI Interaction Data is stored in AI assistant logs, Inputs and Outputs may be retained for as long as your account remains active unless you delete them or request deletion. We may retain limited backup copies for a period of time for security and disaster recovery, and we may retain aggregated or de-identified information for longer periods.
7. International Transfers
If you access our Services outside Canada, your data may be transferred to servers in the United States or other countries with different data protection laws. We implement safeguards (such as contractual clauses) to protect your data.
8. Your Rights
Depending on where you live, you may have the right to:
- Access, correct, or delete your personal data.
- Restrict or object to processing.
- Port your data to another provider.
- Withdraw consent at any time (for consent-based processing).
- File a complaint with a supervisory authority.
To exercise these rights, contact us at [email protected].
If you use the Services through a coach, company, or other organization (for example, as that customer’s end user), that organization controls your personal information in the Services. In that case, you should direct your request to that organization. We will assist our customers in responding to requests as required by law.
9. Children’s Privacy
Our Services are not directed to children under 16. We do not knowingly collect data from children. If you believe a child has provided data, contact us to delete it.
10. Artificial Intelligence (AI) and Automated Processing
We use automated systems, including artificial intelligence and machine-learning technologies (“AI Features”), to help provide, operate, and improve the Services. AI Features may, for example, analyze information you provide through the Services and generate outputs such as summaries, insights, suggested content, recommendations, classifications, and automations.
Inputs, Outputs, and Storage. When you use an AI Feature, the information you submit through that feature (“Input”) will be processed to generate results (“Output”). We may store Inputs and Outputs in AI assistant logs associated with your account so that you (and authorized users on your account) can access them later, and so we can support, secure, and improve the Services.
Data Sent to AI Providers. When AI Features are enabled and used, Inputs (and in some cases relevant information from your account needed to perform the requested task) may be shared with and processed by third-party AI service providers on our behalf. Depending on how you use the Services, this may include fitness and nutrition data and other sensitive information (for example, weekly check-in data that you choose to summarize).
Planned Data Minimization. We are working to implement measures designed to reduce the amount of personal information included in Inputs sent to AI providers (for example, removing direct identifiers such as names and email addresses where feasible). These measures may not be available today for all features. Until implemented, Inputs may include personal information depending on what you submit and the feature you use.
Output Limitations; Human Review. Output is generated automatically and may be inaccurate, incomplete, misleading, or inappropriate. You are responsible for reviewing and verifying Output before relying on it, sharing it, or using it with clients or end users.
Not Medical Advice. Any Output relating to fitness, nutrition, wellness, or health is provided for informational purposes only and is not medical advice, diagnosis, or treatment. Always consult a qualified healthcare provider for medical questions or concerns.
Third-Party AI Providers. Third-party AI providers process data under contractual restrictions as our service providers/processors. Some providers may temporarily retain certain data for safety, security, and abuse monitoring as permitted by their policies and applicable law.
Automated Decision-Making. Our AI Features are intended to assist users and do not replace human judgment. We do not use AI Features as the sole basis for decisions that produce legal or similarly significant effects on individuals. Where required by law, we will provide appropriate notice and options relating to automated processing.
Your Choices. You can disable AI Features in your account settings. If AI Features are disabled, we will not process new Inputs through AI providers for those features. Disabling AI Features does not automatically delete existing AI assistant logs; you may delete them where available or contact us for assistance.
11. Security
We use technical, administrative, and physical safeguards to protect your information, including SSL encryption and restricted access.
12. Changes
We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.
13. Contact Us
Pono Software Inc.
#250 – 997 Seymour St.
Vancouver, BC, V6B 3M1, Canada
Email: [email protected]
Effective Date: February 26th 2026