Privacy Policy
Who we are
Client Dojo is operated by Digital Fitness Solutions Pty Ltd (trading as Client Dojo), an Australian company. Digital Fitness Solutions Pty Ltd is responsible for the data described in this policy (the data controller). Contact: hello@clientdojo.app.
Summary
Client Dojo is a client-relationship tool for fitness businesses. It brings the business's client conversations — Instagram DMs, Facebook Messenger, WhatsApp, Trainerize messages, and Meta Lead Form submissions — into one inbox, and drafts replies that the business owner approves before anything is sent. We process two distinct categories of data: account information from the business owner, and conversation data belonging to the business's clients and leads, which we process on the business's behalf.
What we collect
- Business account details (name, email, ABN, billing address)
- Access tokens for the platforms the business connects (Meta, WhatsApp, Google Calendar, Trainerize) — stored encrypted, used solely to receive and send the business's own messages and lead submissions
- Client and lead conversation data across the connected channels, including message text, voice-note transcripts, and the basic profile details those platforms provide (name, profile photo)
- Usage telemetry (anonymized) to improve product quality
How we use it
Conversation data is used to display the business's inbox, to draft suggested replies for the business owner to approve, edit, or discard, and — with the business's consent at connect time — to learn the business's own reply style from its message history so drafts sound like the business. Approved replies are sent through the business's own platform connections. We do not sell personal data, use it for advertising, or share it with any business other than the one it belongs to.
Google user data
A business owner can connect their own Google Calendar during onboarding so Client Dojo can show them their day and book trial sessions for leads who message them. When they do, Client Dojo requests the following Google permissions and uses them only as described here:
- Basic account information (
openid, email, profile): to identify the Google account that was connected and show its email address in Settings. - Read-only calendar access (
calendar.readonly): the owner's calendar list, to choose the calendar bookings go into; free/busy on that calendar, so the AI only offers leads times that are actually free; the titles and times of today's events, shown on the owner's Today screen next to their bookings; and re-reading a booking's own event, so a booking moved or cancelled in Google Calendar updates in the app. - Calendar events (
calendar.events): used only to create the event when a lead agrees to a time, with the lead invited, and to delete that event when the booking is moved.
Only the event ID and time of each booking Client Dojo created are stored, so the booking can follow the event if it is moved or cancelled. Other calendar data is read when a screen needs it and never kept. Disconnecting Google Calendar in Settings deletes the stored token immediately; access can also be revoked from your Google Account settings.
Google Calendar data is never used for advertising, never sold, and never shown to anyone outside the business it belongs to. Client Dojo's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
How we protect your data
We treat access tokens, Google user data, and client conversations as sensitive data and protect them with the following safeguards:
- Encryption in transit: all traffic between your browser, our servers, and the platforms you connect (including Google APIs) uses HTTPS/TLS.
- Encryption at rest: our database and file storage are encrypted at rest (AES-256) by our hosting provider, Supabase.
- Encrypted credential storage: OAuth access and refresh tokens, including Google tokens, are stored in an encrypted secrets vault (Supabase Vault), separate from application data. The application database holds only a reference to each secret, never the token itself, and tokens are decrypted only on our servers at the moment a request to the connected platform is made.
- Access control and tenant isolation: every record belongs to one business, and database row-level security policies prevent any user from reading another business's data. Privileged server credentials are held only by our backend services and are never sent to browsers.
- Data minimisation: from Google Calendar we store only the event ID and time of bookings Client Dojo created. Other calendar data is read when needed and not stored.
- Restricted staff access: access to production systems is limited to authorised Digital Fitness Solutions personnel who need it to operate and support the service, on accounts protected by multi-factor authentication.
- Log hygiene: our server logs automatically redact tokens, secrets, and other sensitive fields before they are written or sent to error monitoring.
- Revocation and deletion: disconnecting a platform in Settings deletes its stored token immediately, and you can request deletion of all your data at any time (see below).
Service providers
We use a small set of processors to run the service: Supabase (database and storage — hosted in Australia), Vercel (application hosting), Anthropic (AI drafting), OpenAI (voice-note transcription), Sentry (error monitoring), Stripe (billing), and Resend (transactional email). Data is otherwise shared only with the platforms the business has itself connected (Meta, Google Calendar, Trainerize).
Retention
Active account data is retained while the business is a paying customer. After cancellation, data is retained for 30 days hot, 12 months cold, then permanently deleted.
Your rights
You may request data export or deletion at any time by contacting hello@clientdojo.app. See also our data deletion instructions.