Last updated 13 August 2026
Privacy notice
This notice covers you, the coach — what Fullrack PT holds about you when you create an app, subscribe, or get in touch — plus the leads that come to us through the recommend-a-trainer link.
It does not cover your clients’ data inside your app. In that relationship you are the data controller and Fullrack PT is your processor; the terms are in the data processing addendum. If you are a client of a coach reading this: your coach is the person who holds your data, their app has its own privacy notice inside it naming them, and they are the right person to ask.
Who we are
Fullrack PT is a product of Scarecrow Innovations, and Scarecrow Innovations is the data controller for everything in this notice.
| Registered name | Scarecrow Innovations Ltd |
|---|---|
| Company number | 16959235 (England and Wales) |
| Registered office | 69a Barton Street, Tewkesbury, Gloucestershire, GL20 5PY |
| ICO registration number | ZC213769 |
| Contact | tom@scarecrowinnovations.com |
We have not appointed a data protection officer, because we are not required to have one.
What the website collects
Nothing, until you sign up or email us. The marketing pages carry no analytics script, no advertising pixel, no session recording and no cookie banner — because there are no cookies to consent to. Fonts, images and the product tour are all served from this domain, so loading a page does not tell any third party that you were here.
When you create an app
The signup form asks for three things: your name, your email address, and the subdomain you want. That is enough to build your app, reserve your address, and send you your sign-in link. From then on your coach account inside the app — your PIN (stored hashed, unreadable by anyone including us), your brand settings, your notification preferences — lives in your practice’s own database alongside the client data the DPA describes.
| What | Why | Lawful basis | How long |
|---|---|---|---|
| Your name, email address and subdomain | Creating and running your app, signing you in, telling you things that affect your account — a deletion warning, a price change, a change to these documents | Performance of the contract | The life of your subscription plus the 30-day export window, then deleted with the rest of your practice’s data |
| Subscription and billing records — plan, status, invoices, amounts, dates, Stripe customer reference | Charging the right band, and keeping the books | Contract; then legal obligation (tax and company records) | 7 years after the end of the tax year they fall in |
| Support emails and the notes attached to them | Answering you, and remembering what we changed and why | Legitimate interests — running a supportable service | 24 months after our last exchange, or the life of the contract if longer |
Your subscription payment goes to us through Stripe. Stripe processes your card; we never see the number, only that a named subscription was paid, failed, refunded or disputed. Seven years on the billing rows is the tax retention period, not a preference — when it is up, it goes.
The emails the product sends you — your sign-in link, a client-invite copy, a billing or deletion notice — are delivered by Resend, which receives your email address and the message itself for exactly as long as delivering it takes. We do not send marketing emails, and there is no newsletter to unsubscribe from because there is no newsletter.
Server logs
Netlify, our host, keeps standard server logs: IP address, page requested, timestamp, user agent. We use them for security and troubleshooting, on the basis of our legitimate interests in keeping the service up and defending it from abuse. They are held for 30 days and then they are gone. We do not build profiles from them, and we do not tie them to anything else we hold.
Recommendations and leads
Fullrack PT has a share link coaches use to recommend the product to other trainers. If somebody fills that form in, we are the controller for what they send — not the coach whose app the link came from. Those leads go to our own systems and never into any coach’s database.
| What | Why | Lawful basis | How long |
|---|---|---|---|
| Name, an email address or phone number, anything written in the note, and the name of whoever recommended you | To get in touch about Fullrack PT, once | Consent — the form has a tick-box asking us to | 12 months from the last contact, or until you ask us to stop, whichever comes first |
You can withdraw that consent at any time by emailing tom@scarecrowinnovations.com, and we will delete the lead rather than mark it as unsubscribed. Withdrawing does not affect anything we did before you withdrew.
A client referring a friend to their coach is a different thing entirely: that lead belongs to the coach, it lands in the coach’s own list, and the coach’s own privacy notice covers it.
Who else touches the data
- Netlify — hosting for this website and for every coach’s app, including the database your account record sits in.
- Stripe — your subscription payments to us. Card numbers stay with Stripe.
- Resend — delivering the emails the product sends.
- Google (Gmail / Workspace) — our email, so anything you send us is stored there.
All of them may process data outside the UK. Where they do, transfers rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses.
Your rights
You can ask for a copy of what we hold, ask us to correct it, ask us to delete it, object to us holding it, ask us to restrict what we do with it, or ask for it in a portable format. Where we rely on your consent, you can withdraw it. Email tom@scarecrowinnovations.com and we will respond within one month. For most of it you will not need to ask — the full export button in your app already gives you everything in your practice, and cancelling starts the deletion timetable in the DPA on its own.
There is no automated decision-making and no profiling in any of this. The one automated thing that touches you is the band check: if your active-client count crosses a band, your plan moves to the matching price from the next invoice, exactly as the terms describe. That is arithmetic on a number you can see, not profiling, and you are told in the app when it happens.
If you think we have handled your data badly, please tell us first — but you can also complain to the Information Commissioner’s Office at ico.org.uk.
Changes
If this notice changes materially we will update the date at the top, and anyone with a live subscription gets told directly by email — the same way as any other change to these documents.