This Privacy Policy explains how Heatwave Performance LLC ("Heatwave Performance," "we," "our," or "us") collects, uses, stores, and protects your personal information when you visit www.heatwaveperformance.com, purchase our products or services, or interact with us online.
By accessing or using our website, you acknowledge that you have read and understood this Privacy Policy.
Contact Us
If you have any questions about this Privacy Policy or how your personal information is handled, please contact us:
Heatwave Performance LLC
P.O. Box 274
Ojai, California 93024
Phone: +1 (805) 223-5032
Email: coaching@heatwaveperformance.com
Information We Collect
We collect personal information to provide our coaching services, process purchases, improve your experience, and communicate with you. This information may include:
Device Information
Collected automatically when you visit our website. Examples include:
- Browser type
- Device information
- IP address
- Cookies
- Website usage data
We collect this information to improve website performance, analyze traffic, and enhance your browsing experience.
Order & Account Information
When you purchase a coaching program, product, or service, we may collect:
- Name
- Billing address
- Shipping address (if applicable)
- Email address
- Phone number
- Payment information
- Order history
We use this information to:
- Process payments
- Deliver products or services
- Confirm purchases
- Provide customer support
- Communicate about your order
Coaching & Support Information
When you complete consultation forms, questionnaires, assessments, or communicate with your coach, you may voluntarily provide additional information related to your goals, training experience, nutrition, lifestyle, and general health information relevant to your coaching experience.
This information is collected only to deliver personalized coaching services and provide you with the most appropriate guidance and support.
Website Forms & Newsletter
When you submit a contact, consultation or newsletter form, or book a call, we collect the details you enter, such as your name, email address, phone number and message. If you subscribe to our newsletter, we use your email address to send educational content and updates. You can unsubscribe at any time using the link in any email.
Heatwave Performance App
If you use our app, we process the account, training, nutrition and progress information you enter so your coach can deliver your program.
How We Use Your Information
Your information may be used to:
- Deliver coaching services
- Process purchases
- Manage your account
- Respond to inquiries
- Improve our website
- Personalize your coaching experience
- Send important service updates
- Send marketing communications (where permitted)
If you receive promotional emails from us, you may unsubscribe at any time by following the unsubscribe link included in the email or by contacting us directly.
Protecting Your Information
We take reasonable administrative, technical, and physical measures to help protect your personal information from unauthorized access, disclosure, alteration, or destruction. While no method of electronic storage or transmission is completely secure, we strive to safeguard your information using appropriate security practices.
Cookies & Analytics
Our website uses cookies and similar technologies to:
- Remember preferences
- Improve website performance
- Measure website traffic
- Understand visitor behavior
You can disable cookies through your browser settings, although some website features may not function properly.
When you first visit our website, a banner lets you accept or decline non-essential cookies. Analytics tools, where we use them, only run if you accept. Your cookie choice and your preferred display currency are stored in your browser so the site can remember them.
Retention of Information
We retain personal information only for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements.
If you request deletion of your personal information, we will remove it where legally permitted.
Your Privacy Rights
Depending on where you live, you may have the right to:
- Access your personal information
- Correct inaccurate information
- Request deletion of your information
- Request a copy of your information
- Withdraw consent for marketing communications
California residents may exercise their rights under the California Consumer Privacy Act (CCPA).
To submit a request, please contact us using the information provided above.
Do Not Track Signals
Because there is currently no consistent industry standard for responding to "Do Not Track" browser signals, Heatwave Performance does not respond differently when such signals are detected.
Third-Party Services
Heatwave Performance may use trusted third-party providers to operate our business, including payment processors, coaching software, website hosting, analytics platforms, and email marketing services. Examples include Wix (website hosting, forms, bookings and payments), video meeting tools, analytics tools where enabled, and the Apple App Store for our app.
These providers only receive the information necessary to perform the services they provide on our behalf. We encourage you to review their individual privacy policies to better understand how they collect, use, and protect your information.
Children's Privacy
Heatwave Performance provides coaching services to athletes and active individuals of all ages, including children and minors.
Our free Heatwave Student Academy for ages 8 to 18 has its own section below, including how parents and guardians give consent for children under 13.
Where coaching services are provided to a minor, personal information may be collected with the knowledge and involvement of a parent or legal guardian, as appropriate. Information collected is limited to what is reasonably necessary to deliver coaching services, communicate with the client and their parent or guardian, and support the athlete's training and development.
We are committed to protecting the privacy of children and take reasonable steps to safeguard any personal information collected. If you are a parent or legal guardian and believe your child has provided personal information without your knowledge or consent, please contact us using the information provided in this Privacy Policy so we can review and address your request.
Heatwave Student Academy
The Heatwave Student Academy is a free healthy-habits program for students aged 8 to 18, with a Fuel to Win path and a Fuel Your Future path. Students check in on their daily habits, play nutrition games and earn Academy Embers that can be traded for Heatwave Performance gear. This section explains what the Academy collects and how it is used. The rest of this Privacy Policy also applies.
What the Academy collects
- A nickname chosen by the student. We ask students not to use their full real name, and we never ask for one.
- A player code we create so the student can log in on another device.
- Their chosen path (Fuel to Win or Fuel Your Future) and age group (8 ‑ 12 or 13 ‑ 18).
- Daily check-in answers about everyday habits, such as water, fruit and vegetables, breakfast, sleep, sugary drinks and activity, plus an optional short note.
- Game activity, Academy Embers earned and spent, badges and reward requests.
- For students aged 8 to 12: the parent or guardian’s email address and a record that they gave consent.
- For students aged 13 to 18 who request a reward online: an email address so we can send the reward code.
The Academy does not ask for photos, home addresses, phone numbers, schools, precise location or medical information. Progress is also saved in the student’s browser (local storage) so the page remembers them on that device.
Parental consent for children under 13
Students aged 8 to 12 can only join when a parent or guardian signs them up with their own email address and gives consent. We collect only what is needed to run the Academy. A parent or guardian can ask to see their child’s information, correct it, have it deleted, or withdraw consent at any time by emailing coaching@heatwaveperformance.com. If we learn that a child under 13 has joined without a parent or guardian’s consent, we will delete their information.
How Academy information is used
- To run the Academy: check-ins, games, badges, Academy Embers and rewards.
- To give general coaching feedback on healthy habits. The Academy is education, not medical advice.
- To show the leaderboard, which displays only nicknames and Academy Embers.
- To run the monthly prize draw and contact winners or their parent or guardian.
- To email reward codes for the Student Shop.
We do not sell or share students’ personal information, use it for advertising, or send marketing emails to students. We do not share a student’s individual answers with their school, team or anyone else without a parent or guardian’s permission. Students who join with a class code from a school or club talk are treated the same way.
Who can see it and where it is stored
Check-in answers are visible only to your coach and authorized Heatwave Performance staff. Academy information is stored with Wix, our website provider, on our behalf.
How long we keep it
We keep Academy information while a student is active. If a student hasn’t checked in for 12 months, we delete or anonymize their information. Students, parents and guardians can ask us to delete it sooner at any time, and we will confirm when it is done.
California residents
We do not sell or share the personal information of anyone under 16. California students and their parents or guardians have the rights described in “Your Privacy Rights” above.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business practices, legal requirements, or operational needs.
Any updates will be posted on this page with the revised "Last Updated" date.
Complaints
If you believe your privacy rights have been violated or you have concerns about how your personal information has been handled, please contact us using the information provided above. We will make every reasonable effort to investigate and resolve your concerns promptly.
If you have any questions about this Privacy Policy or our privacy practices, please contact us using the information provided above.