Privacy Policy

AdaptX Inc. ("AdaptX", "we", "us") is a Massachusetts nonprofit and 501(c)(3) public charity working to make fitness and sport accessible. This policy explains what personal information we collect through our website, adaptx.org, including our online courses and learner portal; how we use it; who we share it with; and the choices and rights you have. It does not cover the separate AdaptX University Cohort portal, which has its own arrangements with participating universities.

The Short Version

• We collect what we need to run our programs, courses and events, and to understand how the site is used.
• We do not sell your personal information.
• We use Google Analytics and Google Ads on our public pages. You can turn off ad personalisation on our Cookie Policy page, and we honour Global Privacy Control.
• Card details go straight to Stripe. We never see or store them.
• You can ask to see, correct or delete your information at any time by emailing info@adaptx.org.

Information You Give Us

Your Account

To take a course you create an account with your email address. You may add your name, a profile photo, your school, company or organization, and answers to optional profile questions, such as a short bio, your Instagram handle, your specialties, and the zip code of the gym or facility where you work. We do not ask for your date of birth, home address or phone number to create an account.

Courses and the Learner Portal

When you use a course, we record your progress, quiz and assignment answers, files you submit, scores and instructor feedback, the certificates you earn, the days you visit (for attendance badges), and anything you post in discussions, announcements or the job board, including photos you attach. If you book office hours, we record the time and topic.

Purchases

Payments are handled by Stripe. Stripe collects your payment details and the email address for your receipt. We receive and keep a record of the order: the course, the price, any discount or access code used, the amount paid, the date and Stripe's reference number. We never receive your full card number.

Donations

If you donate, our payment provider collects your payment details, and we receive your name, email address, the amount and whether the gift is one-off or recurring, so we can send your receipt, thank you and keep records the law requires.

Forms and Messages

• Contact and inquiry forms: your name, email address, topic and message, and the page you sent it from. They are emailed to our team and kept in our website's database, where only our administrators can see them, so we can follow up and see what people most often ask us about.
• Newsletter: your email address and name go directly to Bloomerang, the donor database we use to send our newsletter.
• Courses: when you join one of our courses, free or paid, we add your name, your email address and the course you joined to Bloomerang, our supporter database, and you will receive our newsletter. You can unsubscribe at any time with the link in any newsletter.
• Grant and Hoyt Chair applications are made through Jotform, and ambassador and training applications through Google Forms. Those providers collect the answers on our behalf.
• Race and event registration is handled by RunSignUp, under its own privacy policy.
• Messages you send to an instructor through the learner portal are delivered by email.

Information Collected Automatically

• Analytics: on our public pages, Google Analytics records which pages are visited, how visitors found us, their approximate location (city level), and the type of device and browser. It does not run in the learner portal, on sign-in pages or in our staff tools.
• Advertising: Google Ads records whether a visit came from one of our ads and whether it led to an enrollment or donation, and may add your browser to lists used to show our ads to past visitors (remarketing).
• Security: to protect our forms from automated abuse, Cloudflare checks that a real person is using them, and we keep a scrambled (hashed) form of your internet address or email address for up to one day to limit repeated attempts.
• Server records: our hosting providers keep short-lived technical logs, such as internet addresses and the pages requested, to run and secure the site.

Our Cookie Policy lists the cookies and similar technologies involved and how to control them.

How We Use Your Information

• to create and secure your account, sign you in, and send sign-in links and password resets;
• to deliver courses, track your progress, mark assignments, issue certificates and run the learner community;
• to process purchases, access codes and donations, send receipts and keep financial records;
• to answer your inquiries and applications;
• to send the newsletter, if you signed up for it or joined one of our courses;
• to understand how the site is used and improve our programs, and to measure and show our advertising;
• to prevent fraud and abuse, enforce our Terms of Service, and meet our legal obligations.

If you are in the European Economic Area, the United Kingdom or Switzerland, we rely on these legal bases: performing our agreement with you (your account, courses and purchases); our legitimate interests in running and securing the site and our programs, and in keeping the people who take our courses informed through our newsletter, which you can unsubscribe from at any time; your consent (the newsletter, if you signed up for it on its own, and any analytics or advertising cookies, which are off by default for you); and legal obligations (financial records).

Who Can See Your Information

• Other learners: everyone with access to the learner portal, meaning learners enrolled in one of our courses or invited by our education team, and our staff, can see each other's profiles in the learner portal. That means your name, photo, school or organization, your email address, your company's website if you give one, bio, Instagram handle and specialties, and your gym's zip code shown as an approximate area on the learner map. If your account has no course or invitation, only you and our staff can see your profile, and you cannot see other learners. Profile questions marked as staff-only are never shown to other learners.
• Discussions: what you post in a discussion or on the job board is visible to the other learners who can see that area of the portal.
• Our team: AdaptX staff and instructors can see your account, progress, submissions and grades so they can teach and support you.
• The public: nothing from your learner account is shown on our public website.

Who We Share It With

We share personal information with service providers who help us run the site, only for that purpose, under their own security and privacy commitments:

• Supabase: our database, sign-in and file storage (hosted in the United States)
• Vercel: website hosting
• Stripe: payments, receipts and fraud prevention
• Resend and Google Workspace: sending and receiving email
• Cloudflare: the security check on our forms
• Google: Analytics, Ads, Forms and, when you watch a video, YouTube
• Bloomerang: our newsletter, supporter and donor records, including the people who join our courses
• Jotform: grant applications
• RunSignUp: race registration
• CARTO and OpenStreetMap: the map images on the learner map, which receive your internet address but no profile information
• Instagram and podcast platforms: when a page shows one of their posts or players

We may also disclose information if the law requires it, to protect the safety or rights of people or of AdaptX, or to a successor organization if AdaptX ever merges with or transfers its programs to another nonprofit, in which case this policy would continue to apply.

We Do Not Sell Your Information

We do not sell personal information for money, and never have. Some US state laws treat the use of advertising cookies to show you our ads on other websites as "sharing" or "targeted advertising". You can opt out of that at any time: use the switch on our Cookie Policy page, or turn on Global Privacy Control in your browser, which we treat as an opt-out.

How Long We Keep It

• Account and profile information: while your account is open. When you ask us to close it, we delete it, except for the records below.
• Course records (progress, submissions, grades and completions): while your account is open. They are deleted when it is closed, so download any certificate you want to keep first.
• Purchase and donation records: for as long as tax and accounting rules require, usually seven years. When you close your account, we keep our record of each purchase without your name attached; the payment details stay with Stripe.
• Discussion posts and replies: they stay in the discussion when your account is closed, shown without your name, so other people's replies still make sense. Ask us and we will remove your posts as well.
• Messages sent through our contact and inquiry forms: two years, then deleted automatically. Ask us and we will delete yours sooner.
• Applications: for as long as needed to respond and to run the program you applied for.
• Supporter records in Bloomerang: kept after your account is closed, as part of our records of the people we work with. Ask us and we will delete yours.
• Security counters: one day. Server logs: no more than a few weeks, depending on the provider.
• Analytics data: no more than 14 months in Google Analytics.

How We Protect It

Everything travels over an encrypted connection. Access to learner records is restricted by database rules, so each person and each staff role can reach only what they need. Card details never touch our servers. No system is perfectly secure, so if we ever learn of a breach that affects you, we will tell you and the authorities as the law requires.

Your Rights and Choices

Wherever you live, you can ask us to:

• tell you what personal information we hold about you and give you a copy;
• correct information that is wrong; many profile details you can also change yourself in the learner portal;
• delete your information and close your account, subject to the records we must keep;
• stop using your information for advertising, or for any purpose you have consented to;
• stop emailing you, which you can also do with the unsubscribe link in any newsletter.

Email info@adaptx.org from the address on your account, or write to us, and tell us what you would like. We may ask you to confirm your identity. We will answer within 45 days, and we will not treat you differently for using any of these rights. If we decline a request, we will explain why, and you can ask us to reconsider by replying. If you are still not satisfied, you can contact your state attorney general or, in Europe and the UK, your data protection authority.

Children

Our website is not directed at children under 13, and we do not knowingly collect personal information from them. Accounts are for people 18 and over, or younger people using the site with a parent or guardian's permission, as our Terms of Service explain. If you believe a child under 13 has given us personal information, email info@adaptx.org and we will delete it.

Sensitive Information

We do not ask for information about your health or disability to use the site. If you choose to share it, for example in a message, a discussion post or an assignment, we use it only for the purpose you shared it for.

Where Your Information Is Stored

AdaptX is based in the United States, and our service providers store and process information in the United States. If you use the site from elsewhere, your information will be transferred to and handled in the United States.

Changes to This Policy

We update this policy when our practices or the law change. The date at the top shows when it last changed. If a change significantly affects how we use information we already hold, we will tell account holders by email or on the site before it takes effect.

Contact Us

Questions or requests about your privacy: email info@adaptx.org, call 978-855-9141, or write to AdaptX Inc., 417 Bolton Road, Lancaster, MA 01523, United States.