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Hello Wello — Privacy Policy

Last updated: September 28, 2026

Hello Wello (the "Service") is a wellness-coaching application operated by Hey Coach Inc. ("Hey Coach," "we," "us," or "our"). This Privacy Policy explains what information we collect, how we use and share it, and the choices you have. It applies to the Hello Wello web and installable (PWA) app at my.hellowelloapp.com and related pages at hellowelloapp.com. The Service is offered only to people in the United States (see Section 11).

By using the Service you agree to this Privacy Policy. If you do not agree, please do not use the Service.

1. Who we are

The Service is provided by Hey Coach Inc., a Delaware corporation. "Hello Wello" is a brand and product of Hey Coach Inc. For privacy questions or requests, contact us at hello@hellowelloapp.com or by mail at 443 Western Ave. #1116, South Portland, ME 04106, USA.

For users in the EEA/UK, Hey Coach Inc. is the "data controller" of your personal data.

2. Information we collect

a. Information you provide when you create an account. Account creation and sign-in are handled by our authentication provider, Clerk. Depending on how you sign up (including "Sign in with Google"), this includes your name and email address, and a unique account identifier. We do not receive or store your Google password.

b. Wellness and coaching information you share with us. The Service is a coaching app, so much of what we hold is information you choose to give us as you use it, including:

  • messages you send in coaching conversations, and the coach's responses;
  • photos you choose to send in a conversation (for example, a picture of a meal), which are sent to our AI provider to be interpreted and are stored with that conversation;
  • meals, workouts, reflections, check-ins, and goals ("Focuses") you log or set;
  • your overarching goal (your "Big Focus") and your progress;
  • pages you write in your Wello Books story, and moments the Service identifies from your activity to add to it;
  • your answers during the Wellness Type discovery experience, and the resulting Wellness Type;
  • profile details relevant to coaching, such as biological sex, date of birth/age, height, weight, activity level, and time zone;
  • durable "facts" you share that help the coach remember you (for example, your work, family, pets, or preferences), which you can review, edit, and delete in the app's "What Wello knows" screen; and
  • health-related details you volunteer, such as allergies, health conditions, injuries, medications, or pregnancy, which we use to keep coaching safe and appropriate.

c. Information created as you use the Service. Usage and activity records (such as when you open the app, features you use, and notification interactions), and technical/device information such as IP address, browser type, and general device information, collected to operate, secure, and improve the Service.

d. Payment information. If paid features are offered, payments are processed by Stripe. We do not collect or store full payment card numbers; Stripe handles card data. We may retain limited billing records (such as subscription status and the last four digits/brand of a card) provided by Stripe.

e. Connected calendar information (optional; only if you connect a calendar). If you choose to connect a calendar provider (currently Google Calendar), we access your calendar events on a read-only basis to display your schedule alongside your plan in the app. See Section 6 for the specific commitments that apply to this data.

We do not intentionally collect more sensitive information than what is described here, and you can use much of the app without providing optional details.

3. How we use your information

We use your information to:

  • provide the Service — deliver personalized AI coaching, generate and track your Big Focus, Focuses, and plans, and remember relevant context across your conversations;
  • keep coaching safe (for example, adapting suggestions around injuries, conditions, or allergies you tell us about);
  • operate, secure, debug, and improve the Service;
  • communicate with you about the Service, including notifications you enable, the emails described under "Emails we send you" below, and important account or policy notices;
  • process payments and manage subscriptions, where applicable; and
  • comply with law and enforce our Terms of Service.

AI processing. To generate coaching responses and personalize the Service, your coaching messages, any photos you send, and relevant profile/wellness context are sent to our AI provider, OpenAI, which processes them to return a response. We instruct our providers to process this data only to provide the Service. See Section 5.

We do not sell your personal information. We do not use your private wellness content or connected-calendar data to serve third-party advertising.

### Emails we send you

When you create an account, you agree to our Terms of Service and this Privacy Policy, and that agreement includes receiving email from us at the address on your account. We send two kinds of email, and you can unsubscribe from each one separately:

  • Hello Wello onboarding and account emails. Messages that help you get set up and get value from the Service — for example, a welcome, a reminder about a setup step you have not finished, a note when you have been away for a while, a short question about how the Service is working for you, and messages about your free trial ending or your subscription.
  • Wellness tips and updates. General wellness tips, news about Hello Wello, and offers.

How to unsubscribe. Every email includes an unsubscribe link and our postal address. Unsubscribing from one kind does not unsubscribe you from the other — for example, you can stop the wellness tips and still receive your setup and trial reminders. You can also email hello@hellowelloapp.com to unsubscribe. We will still send messages that are necessary to operate your account (such as sign-in and security messages, billing receipts, and notice of material changes to our Terms or this Policy) for as long as you have an account.

How we decide what to send. We use HubSpot to send these emails. To make them relevant and well-timed, we share with HubSpot your name and email address and a limited set of account-status details: when you signed up; the advertising campaign that brought you to us, if any; whether you have completed each setup step; the status and dates of your trial and access; the last day you opened the app; whether you have added the app to your home screen; and your answers to any feedback question we ask you by email. We do not share with HubSpot the content of your coaching conversations, anything you have written, photos, your Wellness Type, or any health, body, or other wellness details you have given us — only whether a setup step is done, never what you told us to complete it.

4. Legal bases (EEA/UK users)

Where the EU/UK GDPR applies, we rely on: performance of a contract (to provide the Service you request); consent (for example, connecting your calendar, enabling notifications, and processing health-related details you choose to share — you may withdraw consent at any time); legitimate interests (securing and improving the Service); and legal obligation (record-keeping and compliance). Health-related information is "special category" data processed on the basis of your explicit consent.

5. How we share information (service providers / subprocessors)

We share information only with service providers that help us run the Service, under agreements that limit their use of the data to providing services to us. Our key providers include:

Provider Purpose
Clerk Account creation, sign-in, and identity management
HubSpot Sending the emails described in Section 3, and keeping our customer contact records
OpenAI AI processing of coaching messages, photos, and context to generate responses
Render Application hosting and our PostgreSQL database
Cloudflare Content delivery (for example, exercise media)
Stripe Payment processing (if paid features are used)
Google "Sign in with Google," and, if you connect it, Google Calendar (read-only)

We may also disclose information: to comply with law, legal process, or lawful government requests; to protect the rights, safety, and security of our users, the public, or Hey Coach Inc.; and in connection with a merger, acquisition, or sale of assets, in which case we will notify you and honor this Policy.

6. Google user data (connected Google Calendar)

If you connect your Google Calendar, the following specific commitments apply, in addition to the rest of this Policy:

  • What we access. Read-only access to your Google Calendar events (via the calendar.readonly scope). We do not create, edit, or delete your calendar events.
  • Why. Solely to display your existing schedule alongside your wellness plan inside the Service, so your day is easier to plan.
  • What we do with it. We use calendar-event data only to show it to you in the app. We do not store your calendar events — they are fetched from Google for display and are not persisted to our database.
  • What we do NOT do. We do not sell or transfer this data; we do not use it for advertising; and we do not use it to develop, improve, or train generalized artificial-intelligence or machine-learning models.
  • Your control. You can disconnect your calendar at any time in the app or via your Google Account permissions, which stops further access.
  • Limited Use. Hello Wello's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

7. Beta program

While Hello Wello is in its early-access (beta) period, a small number of authorized Hey Coach staff can view a limited operational dashboard covering account holders, so we can tell whether the product is working and offer help. That dashboard shows activity information only — for example, when you last opened the app, how many conversations you have had and how long they ran, and which plan items you completed. It does not show the content of your conversations, the pages you write, or anything else you have written about yourself. Feedback you submit through the app is shown to us in full, because its purpose is to reach us.

8. Data retention

We keep your information for as long as your account is active or as needed to provide the Service. You can delete individual items in the app (for example, meals, stories, or facts in "What Wello knows"), and you can request deletion of your account.

Conversations work as follows: when you delete a conversation, its transcript and messages are permanently deleted. Older conversations are archived automatically once you pass a set number of active conversations — archived conversations are hidden from your conversation list but their transcripts are retained with your account, because the Service reads them to remember relevant context about you. Some derived, non-transcript records that make coaching work (for example, the durable summary of what you have shared and your logged activity) are also retained with your account until you delete your account.

When you delete your account, we delete your personal information from our database, and delete your account with our authentication provider, except where we must retain information to comply with law, resolve disputes, or enforce our agreements (for example, billing records we are required to keep).

9. Your rights and choices

Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal information, to object to or restrict certain processing, and to withdraw consent. You can exercise many of these directly in the app (edit/delete facts, delete content, delete your account), unsubscribe from our emails using the link in any email (see Section 3), or contact us at hello@hellowelloapp.com. We will not discriminate against you for exercising these rights.

EEA/UK users may also lodge a complaint with their local data protection authority.

California users (CCPA/CPRA): we do not "sell" or "share" personal information as those terms are defined; you have rights to know, delete, and correct, and to be free from discrimination for exercising them.

10. Security

We use administrative, technical, and organizational measures designed to protect your information, including encryption in transit and access controls. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

11. United States only, and international transfers

The Service is offered only to people who live in and are located in the United States, and we take steps to block sign-up from outside the United States. We are based in the United States and process information there. If you nevertheless access the Service from outside the United States, you understand your information will be transferred to and processed in the United States and other countries where our providers operate, using appropriate safeguards where required.

12. Children

The Service is not directed to, and is not intended for, individuals under 18. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us information, contact us and we will delete it.

13. Health information disclaimer

Hello Wello provides general wellness and coaching information and is not a medical service, does not provide medical advice, and is not a substitute for professional medical care. We are not a HIPAA "covered entity." Do not use the Service for medical emergencies. See our Terms of Service for the full disclaimer.

14. Changes to this Policy

We may update this Policy from time to time. If we make material changes, we will update the "Last updated" date and, where appropriate, notify you in the app or by email. Your continued use of the Service after changes take effect means you accept the updated Policy.

15. Contact us

Hey Coach Inc.
443 Western Ave. #1116
South Portland, ME 04106
USA
Email: hello@hellowelloapp.com