Privacy Policy & Terms of Service

• Account details: your name and email address.
• Onboarding profile: date of birth, height, cycle history, and the recovery goals you choose to share.
• Daily tracking you enter in the app: check-ins (mood, energy, sleep, symptoms), basal body temperature, body-signs observations, weight, meals (including optional photos), journal entries, and custom trackers.
• Messages you exchange with your coach, including optional photo attachments.
• Conversations with Harmony, the AI companion, and the AI features described below (only if you turn Harmony and AI features on).
• Reports you send us about a message, and what we did about them.
• Where the law requires it (for example, for some app store accounts in Texas), the age range your app store holds for you, and whether you still need to verify or share it. The app asks the App Store or Google Play when you sign up and when you open the app, and uses the answer only to check that you are 18 or over. If the store reports that you are under 18, or that you need to verify or share your age first, the app does not let you continue until that is resolved. The answer is not sent to us or kept. The app keeps only a yes/no on your device: yes if the store confirmed you as an adult, no if it reported you as under 18 or asked you to verify or share your age first. It is used only when the store cannot answer, and the store’s next answer replaces it.
• Enrollment paperwork: your intake form, coaching contract, and electronic signature.
• Payment records for HA Society coaching: payment status, amounts, dates and transaction references. Card details are handled by Stripe, The HA Society’s payment provider; Hormonia does not store full card details.

You choose, separately and freely:

• Harmony and AI features — whether Harmony and the AI features described below are available to you, if your account includes them (see “Free and paid access” in the Terms). With this off, nothing new is sent to our AI provider.
• Saved tracking data in Harmony — a separate, optional choice described below.
• Your HA Coach — whether your coach can see your records (see “Who can see your data”).

You can change these at any time in the app (More → Privacy & Data, and Care Team). Every consent change is recorded in an audit log. We no longer offer a research choice; an answer you gave in an earlier version of the app is kept only as long as the rest of your account and is not used for research.

We rely on different legal bases depending on what we do:

• Running your account and the app — to provide the service you signed up for (performance of our contract with you).
• The health information you track (check-ins, basal body temperature, body-signs, weight, meals, journal, and cycle data) — your explicit consent. This is special-category data and we treat it accordingly.
• Sharing with your coach, and Harmony and AI features — your separate, freely given consent for each. You can withdraw either without losing access to the rest of the app.
• Security and keeping the service reliable — our legitimate interests; diagnostic reports carry identifiers for your app installation and device; we do not attach your name, email address or account identifier, and the app removes the personal and health details it recognises before sending.
• Checking your age with your app store, where a law that applies to the app store and the app requires it (Texas, today) — our legitimate interest in meeting those laws and keeping Hormonia for adults.
• Coaching agreements and payments — these are The HA Society’s records, which we keep for it (see “Who is responsible for your data”); its legal bases are set out in The HA Society’s coaching information.

Withdrawing consent does not affect any processing we carried out lawfully before you withdrew.

While you are connected to an HA Coach, they can see your name and contact details, your messages with them, the Recovery Guide they write for you, the intake answers you sent them, and the information you record in Hormonia: check-ins and notes, meals and photos, temperatures, cervical-mucus observations and weight, lab results, the journal entries you choose to share, trackers, your health profile and your progress.

Newer versions of the app also ask whether your coach may see the information you record in Hormonia. That sharing switch takes effect for everyone at the same time, and we will update this page when it does. Until then, a coach you are connected to can see that information whether or not you have turned sharing on; pausing or removing your coach in Care Team is how you stop their access.

Your conversations with Harmony are private. Your HA Coach, if you have one connected, sees a conversation only if Harmony flags it because you may be at risk, so they can follow up. Harmony and Hormonia do not monitor conversations for emergencies.

You can pause your coach’s access in Care Team: until you turn it back on, they cannot see your records or new safety alerts, or message you. Until the sharing switch takes effect, alerts and notifications already sent to them, and drafts they had already prepared for you, stay visible to them. If you joined through their programme, they can still see your name and email, the intake answers you sent them and the Recovery Guide they wrote for you. You can also remove your coach. If your coach’s organisation turns on team access, other coaches in their programme team can see the same records except your intake answers, read-only. Managers of your coach’s organisation can see your enrolment and payment details, your intake answers and the Recovery Guide.

Access is enforced in our database (row-level security), not just in the app. Hormonia staff access systems only for operations and support, under least-privilege controls. We never sell your data.

If you turn on Harmony and AI features, Harmony replies to what you write in chat. To do this, OpenAI, our AI provider, processes your messages, your first name and your HA Coach’s name. With this on, OpenAI also processes:

• lab files that you or your HA Coach upload, to fill in your results for you to check;
• check-ins that show high stress or low mood, with their scores, sleep, symptoms, exercise, period details and notes, to draft a coping idea;
• journal entries you share with your HA Coach, to prepare a short summary and labels for them (these stay with your coach and are never added to your entries);
• your week’s check-ins (mood, energy, period status and notes), the titles and tags of journal entries you share with your HA Coach, and your care plan progress, to draft a weekly summary.

Your HA Coach reviews coping ideas and weekly summaries before you see them. None of this is used for advertising. Messages that indicate immediate danger are flagged so your HA Coach, if you have one connected, can follow up; unclear concerns receive supportive guidance and a safety question. Harmony is not an emergency service, and Harmony and Hormonia do not monitor conversations for emergencies: if you are in danger, contact your local emergency services. If you turn Harmony and AI features off, they pause and nothing new is sent to OpenAI; your coach relationship is unaffected.

Saved tracking data (optional, separate choice). Where the app offers it, you can separately allow Harmony to read your saved temperatures, cervical-mucus observations, check-ins (mood, energy, stress, sleep and symptoms) and your current plan, so it can answer questions about patterns in what you have logged. Only the entries a question needs are used, without your name or account details, and they are processed by OpenAI for that answer. Food and exercise logs, weight, lab results, pregnancy, ovulation and intimacy entries, journals and your coach’s private notes are not included. This is off unless you turn it on, and you can turn it off at any time in Settings → Privacy & Data. Tracking, Harmony chat and your coaching keep working without it. Turning it off stops any further use; it cannot recall a request that was already being answered.

The information a feature needs is sent to OpenAI, which processes it for us under its data processing terms to generate the reply or analysis described above. We have turned off the sharing of API inputs and outputs for model training, and we set our requests not to be stored as saved API responses. This is not zero retention: OpenAI may keep requests for up to 30 days to check for abuse, or longer where the law requires it or it is reasonably necessary to protect its services or other people from harm. Some models also cache parts of a request briefly to speed up replies. Harmony’s replies, and the record of which entries an answer used, are kept in your Hormonia account with your conversation until they are deleted as described in “Retention”, and are covered by your export and erasure rights.

Hormonia calculates a recovery score and may flag patterns — for example, signs you could be struggling — so your HA Coach, if you have one connected, can follow up. These are decision-support tools with a person in the loop: we do not make decisions that have legal or similarly significant effects about you by automated means alone. You can ask us how a score is produced.

We keep your tracking entries and journal history to provide your ongoing personal health diary, including after coaching ends. These entries do not expire because they are old: the shorter periods below are for technical logs and email records, not for your diary. We periodically review accounts that have not been used for a long time, and we will contact you before any proposed closure, giving you the chance to keep your account or export your history. You can delete your account at any time, as described in “Delete your account” at the top of this page.

Some records are kept after that, with your name, email address and signature removed, except that the wording of an agreement you signed is kept as agreed and so may still mention you:

• payment records for HA Society coaching (amounts, dates, status and payment-provider references) and the record of an agreement you signed (its wording, which can include terms written for you, and its dates). We keep the minimum needed to complete outstanding payments, handle refunds or disputes, meet the tax and accounting rules that apply to the organisation responsible for the record, and establish or defend contractual rights. The period depends on the record and that organisation. When those purposes end, we delete what is kept. We do not keep your tracking history because a financial record must be kept;
• a security record of actions on your account, with health details removed (see the periods below);
• a record that your account was deleted (dates and identifiers that do not name you), kept for 12 months, or longer only while a backup that still holds your data could be restored or the deletion is unfinished, so that a restored backup cannot bring your data back. After that, a note of the internal reference numbers of any agreement the deletion redacted, with its date, stays without time limit, so that a late copy of a signed agreement file is still removed; it holds no name, contact detail or content;
• a coded form of your email address, for 30 days, so that a late email notice about your address is not stored.

Other records we hold, while your account exists or after:

• our audit log: the detailed before-and-after copy of a change for 90 days, and the minimal security record (who did what, and when) for 12 months from the event. Records of your consent choices are kept while your account exists, and records that prove an agreement or a payment are kept with that agreement or payment;
• details of the emails we send (address, subject and content summary) and their delivery events: 90 days. A minimal record that an email was sent, without the address or content, is then kept until 12 months after sending, or for longer while the coaching programme it belongs to is still running, so the same email is not sent twice. An email about an enrolment that is still being set up, or the confirmation of a subscription that is still running, is kept as it is until that ends;
• reports you send us about a message: 12 months after we finish reviewing them, or longer while a dispute or investigation they relate to is unresolved;
• a coaching offer that was cancelled before any payment or signed agreement, and before it was linked to a Hormonia account: 90 days after it was cancelled, its intake answers and draft Recovery Guide are deleted and the name, contact details and notes on it are removed; a record of the offer without them (programme, dates, price and status) is kept. Other cancelled offers are reviewed with the payment and agreement records above.

We remove records that have passed these periods at a monthly review, so a record can remain for up to a month after its period ends. Records that were already past these periods when this version of the policy was published are removed at the first monthly review.

Copies held by the services we use:

• database backups: taken daily and kept for up to 8 days, so deleted data leaves them within 8 days. Uploaded files are not in these backups;
• our email provider’s message records: up to 30 days;
• our email provider’s do-not-email list: if an email to your address bounced or was marked as spam, the address stays on that list so that we do not keep emailing it. Deleting your account does not remove it, because removing it could let those emails reach the address again. We use the list only for that, and we remove entries that are mistaken or no longer needed; you can ask us to;
• Stripe, The HA Society’s payment provider: Stripe keeps its customer record (name, email address and payment history) under its own legal obligations, and deleting your Hormonia account does not delete it. When you delete your account, we work with The HA Society to have Stripe remove or redact the details that are no longer needed, keeping what outstanding payments, refunds, disputes and financial records require;
• our error-monitoring service, which receives crash and performance reports carrying a random identifier for your app installation and an identifier derived from your device. We do not attach your name, email address or account identifier, and the app removes the email addresses, identifiers and health values it recognises before sending, but an error report can occasionally include other details from the information involved in the error, such as part of an entry. Error reports are kept for up to 90 days;
• our AI provider: up to 30 days to check for abuse, unless the law requires it to keep them longer or it is reasonably necessary to protect its services or other people from harm (see “AI processing”).

You have the right to:

• get a copy of your personal data (access);
• have inaccurate data corrected;
• have your data deleted (see “Delete your account” above);
• ask us to restrict how we use your data, or object to how we use it;
• receive the data you gave us in a portable format;
• withdraw any consent at any time, in the app or by email. This does not affect what we did before you withdrew it.

In the app you can download a copy of your main records (More → Privacy & Data). Lab results, photos and uploaded files, custom trackers, learning progress and a few other items are not in that download yet: email support@hormonia.co and we will send them to you.

To use any of these rights, or for any question about your data, email support@hormonia.co. We may ask you to confirm your identity first. We reply without undue delay and within one month. If a request is complex, or you have made several, we can take up to two further months; if so, we tell you why within the first month. For a request for a copy of your data under UK law, if we reasonably need more information to find what you asked for, the time limit pauses until you send it and then continues.

Complaints. If you are unhappy with how we handle your data, tell us at support@hormonia.co. We acknowledge a complaint no later than 30 days after we receive it, look into it and tell you the outcome without undue delay. You can also complain to the UK regulator, the Information Commission (ico.org.uk/make-a-complaint). If you live in the European Union, you can also complain to the data protection authority where you live.

Our database and file storage are hosted by Supabase in Switzerland. Our error-monitoring service (Sentry) stores diagnostics in Germany. Some services we use are based in the United States: OpenAI (AI features), Vercel (our website and dashboard hosting) and Resend (email). The HA Society, and Stripe, its payment provider, are also based in the United States. The first time the app needs one of its fonts, it downloads it from Google Fonts and keeps a copy on your device; like any web request, this shows Google your device’s IP address, but it carries no account or health information.

Switzerland and the countries of the European Economic Area are recognised by UK law as protecting personal data adequately. For transfers to the United States, we rely on the safeguards in each provider’s data processing terms: the standard contractual clauses, with the UK Addendum for UK data. You can ask us for a copy of the relevant safeguards.

Hormonia is for adults. You must be 18 or older to create an account. We do not knowingly collect data from children; if you believe a minor has registered, contact us and we will delete the account.

We may update this policy. If we make material changes we will tell you in the app or by email before they take effect, and we will update the date above.

SMART AI CONSULTING LIMITED, a private limited company registered in England & Wales (company number 16961824), with its registered office at 5 Clifton Road, Sutton Coldfield, England, B73 6DH (“Hormonia”, “we”, “us”), is the controller of the Hormonia app and of what you record in it, including Harmony and the AI features.

If you enrol in an HA Society coaching programme, The HA Society, a Texas limited liability company, is responsible for your coaching, enrolment, coaching agreement and coaching payments. Its correspondence address is P.O. Box 92742, Austin, Texas 78709, United States. For questions about its handling of your information, contact dani@thehasociety.com. SMART AI CONSULTING LIMITED operates the coaching-record functions on The HA Society’s instructions. Your coach’s access to information you record in Hormonia follows the sharing controls described in “Who can see your data”. See The HA Society’s coaching information below.

Payments for HA Society coaching are made to The HA Society through its Stripe account. Stripe handles card payment details. Hormonia supports the administration of enrolment, agreements and payments for The HA Society, including payment status and transaction references. Hormonia does not receive coaching payments on its own behalf or store full card details.

For Hormonia support, privacy requests or account deletion, contact us at support@hormonia.co. Support information is also at www.hormonia.co.

This section is The HA Society’s information about the coaching records it is responsible for when you enrol in one of its programmes.

• What it holds: your enrolment (programme, dates, price and payment arrangement), the intake answers you send your coach, your coaching agreement and signature, your payment records, your messages with your coach and the Recovery Guide your coach writes, and, while you share them, the records described in “Who can see your data”.
• Why, and on what basis: to provide the coaching programme in your agreement (the contract with you). Your coach sees the health information you record in Hormonia only while you are connected to them, and, once the sharing switch described in “Who can see your data” takes effect, only while it is on. You can pause or remove your coach at any time in Care Team. Payment and agreement records are kept to meet The HA Society’s tax and accounting obligations and to establish or defend its rights under the agreement.
• Who else handles it: SMART AI CONSULTING LIMITED, which runs Hormonia for The HA Society, and Stripe, for payments. The HA Society is based in the United States.
• How long: as described in “Retention”.
• Your rights: the rights in “Your rights” apply. Contact The HA Society at dani@thehasociety.com, or write to support@hormonia.co and we will pass your request to The HA Society.

Hormonia is operated by SMART AI CONSULTING LIMITED (company number 16961824), registered in England & Wales, with its registered office at 5 Clifton Road, Sutton Coldfield, England, B73 6DH. By creating an account or using Hormonia you agree to these Terms and to the Privacy Policy above. If you do not agree, please do not use the app.

You must be 18 or older and able to enter a binding contract to use Hormonia. The app is intended for people supporting their own recovery; it is not for use by or on behalf of children.

Hormonia is a wellbeing and self-tracking companion for people recovering from hypothalamic amenorrhea and RED-S, with optional coaching and an optional AI companion (Harmony). It does not provide medical advice, diagnosis, or treatment, it is not a medical device, and it is not a substitute for professional healthcare. Recovery scores and insights are informational only. Consult a qualified healthcare professional for medical advice, diagnosis or treatment, and never disregard or delay professional advice because of something in the app. If you may be in crisis or have a medical emergency, contact your local emergency services or a crisis line immediately. Using Hormonia does not create a doctor-patient relationship.

The HA Society arranges coaching programmes directly with clients following a call and assessment. Programme options, prices and payment details are provided by The HA Society outside the Hormonia app. After payment, The HA Society sends an invitation to download Hormonia and a code to connect to the client’s coach. Your coaching relationship is governed by the separate coaching agreement you sign electronically, which sets out the services included. Coaches provide guidance and support, not medical care.

You can use Hormonia’s tracking features without buying a coaching programme. Free access does not include Harmony or coach replies. Harmony is available to eligible paying clients who choose to turn on Harmony and AI features. Your coaching agreement sets out your programme’s services, including whether it includes direct messaging with your coach, and its duration. Turning off optional AI does not remove the coaching services included in your agreement.

Harmony is available only if you switch on Harmony and AI features. Its responses are automated, general, and may be inaccurate — treat them as supportive information, not professional advice. Conversations that suggest you may be at risk may be flagged so your HA Coach, if you have one connected, can follow up; Harmony and Hormonia do not monitor conversations for emergencies. You can turn Harmony and AI features off at any time.

Keep your login details secure and your information accurate, and tell us promptly if you think someone else has used your account. We do not hold you responsible for activity on your account that you did not authorise, unless it happened because you did not take reasonable care of your login details.

Please do not misuse the service. Do not use it for unlawful, harmful, abusive, or infringing purposes; do not attempt to access the data of other users, reverse-engineer, scrape, or disrupt the service; and do not upload content you do not have the right to share.

You keep ownership of the data and content you enter. You grant us a limited licence to host and process it solely to provide and secure the service as described in the Privacy Policy above. You can download a copy of your main records or delete your account at any time (see “Delete your account” above).

The app, the brand (including “Hormonia” and “Harmony”), and the content we provide (other than your data) are owned by us or our licensors. We grant you a personal, non-transferable, revocable licence to use the app under these Terms.

Hormonia uses other companies to run the service, for example our hosting, database and AI providers. They act for us, and your agreement about Hormonia is with us. Where you use another company’s service directly (the App Store or Google Play to download the app, or Stripe’s checkout when you pay for coaching), that company’s own terms apply to that use.

We handle your data as set out in the Privacy Policy above, which forms part of these Terms.

The service is provided “as is”. We do not warrant that it will be uninterrupted or error-free, or that it will achieve any particular health or recovery outcome. Nothing here excludes warranties or rights that cannot be excluded under applicable consumer law.

Nothing in these Terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot be limited by law. Subject to that, we are not liable for indirect or unforeseeable loss.

You can stop using Hormonia and delete your account at any time. We may suspend or end access if you break these Terms, or where necessary to protect users or to comply with the law; we will act proportionately and, where appropriate, give notice.

We may change these Terms to reflect changes to the service, to the law or to how we operate. We will tell you about a material change in the app or by email at least 30 days before it takes effect, unless the law or your safety or security requires a sooner change. If you do not agree, you can stop using Hormonia and delete your account before the change takes effect; if you keep using it, the new Terms apply from then.