Veke AI: Privacy Policy
DRAFT for legal review, version draft-13, 16 October 2026 (draft-13: delete my data resets your account: everything about you is deleted, but a plan you have stays (which plan, how long it is paid for, your credits and the name on it), so you don't lose what you paid for; cancel my plan, confirmed by typing your full name, ends the plan; draft-12: Google's Gemini is no longer used; Anthropic's Claude is the only AI, and ElevenLabs turns voice notes into text; draft-11: when you report a problem with report …, the report and the recent chat around it are kept to fix the problem, and deleted with delete my data; draft-10: every message of your chat with the coach is kept while you are a member, so the coach remembers what you told it and coaches you accurately; before this only the last few were kept; draft-9: the short notes the coach keeps about what you tell it, so its advice fits you; draft-8: steps and cardio in your logs; draft-7: Anthropic's Claude writes the coach's replies, and Google's Gemini writes them when Claude is unavailable; draft-6: Anthropic's Claude reads a meal photo or a typed meal when Google's AI is unavailable; draft-2 adds voice notes; draft-3 states Google's 55-day abuse check plainly; draft-4 adds meal and label photos; draft-5: the 18-or-over question first, a separate consent for the health questions, and how long we keep your data when you are still using the coach). Not yet published. Placeholders in [brackets] are filled in before launch. Written for India's Digital Personal Data Protection Act 2023 and Rules 2025 and the UK GDPR, because the service is run from the United Kingdom for members in India. A lawyer should check it before it goes live.
1. Who we are
Veke AI ("the coach", "we") is a fitness coaching service on WhatsApp, run by Vignesh Manoharan (Vekesthetics), Edinburgh, United Kingdom. Vignesh decides why and how your data is used (the "Data Fiduciary" under Indian law, the "controller" under UK law) and handles every privacy request and complaint.
Contact for anything about your data: support@vekesthetics.app, or message the coach on WhatsApp.
2. The coach is an AI, not a doctor
Replies come from an AI system (Anthropic's Claude) working inside fixed rules. The coach does not give medical advice. If you mention a health condition, medicine, pregnancy, an injury or pain, or an emergency, you get a fixed reply that sends you to a doctor (or to 112 or Tele-MANAS 14416 in an emergency) and the AI does not answer it. Plans are for healthy adults aged 18 and over.
3. What we collect
Only what the coaching needs:
| What | Examples | Why |
|---|---|---|
| Contact | your WhatsApp number and name | to talk to you |
| Body details | sex, age, height, weight | to work out your calories and protein |
| Goal and habits | goal, veg / egg / non-veg, no-meat days, the meals you usually eat, tea or coffee with sugar, your work | to build a plan from your own food |
| Training | gym or home, days a week, beginner or not, whey yes or no | to build your workout |
| Health check answers | whether you have a health condition, take regular medicine, are pregnant or breastfeeding, or have an injury or pain, and anything you name | to keep you safe: if the answer is yes, we send you to your doctor and do not make a plan |
| Your logs | weights, waist measurements, meals (ticks, what you ate, meals you save), sets, reps and weights lifted, workout days, steps, cardio (what you did, distance, minutes) | your tracker, weekly and monthly reports and progress |
| Messages | every message you write or say to the coach and every reply it sends, kept for the whole time you are a member (one record per message, inside your own storage with the rest of your data). Before each reply the coach reads the recent chat, the earlier messages that match what you are asking about, and a short summary of your chats that is rebuilt once a week; it never re-reads the whole history at once. A voice note is turned into text; we keep only that text, never the recording | to answer you, and to remember what you told it (your schedule, foods you don't eat, an injury) so its coaching stays accurate and personal |
| Notes the coach keeps | short notes of lasting things you tell the coach that help it coach you, for example a knee that hurts on squats, night shifts, foods you don't like or an event you are getting ready for. The coach's AI writes them from your messages, or you add one with remember …. Never a phone number, email address or link | so its advice fits you without asking again |
| Meal and label photos | a photo of your food or of a food label that you choose to send. It is read for the food and the nutrition numbers; we keep only what you confirm you ate (the dishes and their calories), never the photo | to log your meals without typing |
| Problem reports | what you tell us with report … (or a screenshot's caption), when you sent it, and your last 5 messages and the coach's last 5 replies around it. Your number is replaced by a coded id; Vignesh gets one WhatsApp line with that id and the start of your report | to find and fix the problem, and tell you when it is fixed. Deleted with delete my data |
| Plan and payment status | your plan, credits used, payment dates and amounts | to run your plan |
We do not keep photos (a meal photo is read and dropped), and we do not collect ID documents, card or bank details (Razorpay handles payments; we only learn whether a payment went through), your location or your contacts.
4. Your consent
Before anything else, the coach asks whether you are 18 or over; if you are not, it stops there. Then it shows you a short notice and asks you to reply YES. Just before the health check, it asks for a separate YES to the health questions, because your answers are health information (explicit consent, as UK law requires for health information). Without that YES the coach does not ask them, and it cannot make an automatic plan. You can withdraw consent at any time, as easily as you gave it: send stop coaching or delete my data (see section 8). Withdrawing does not affect what was done before.
For paying members, we also use your details because they are needed to deliver the plan you paid for. We keep payment records because tax law requires it.
5. Who processes your data for us
We do not sell your data, show you ads, or share it with anyone for their own use. These companies process it only on our instructions, to run the service:
| Company | What for | Notes |
|---|---|---|
| Meta (WhatsApp Business Platform) | carrying messages between you and the coach | messages to a business pass through Meta's servers |
| ElevenLabs (speech-to-text API) | turning your voice notes into text (it receives the audio of the note, nothing else about you) | We send the audio only to get the text back; how long ElevenLabs keeps it, and whether it uses it to improve its models, is set by its data processing terms, which we are confirming in the legal review before launch |
| Anthropic (Claude API) | writing the coach's replies (it receives your message, the recent chat, the earlier messages that match your question, the weekly summary of your chats, your plan details, the coach's notes about you and a summary of your recent logs) and the weekly chat summary; reading a meal photo or label, a meal you typed, your typed answers at sign-up, and the words of a voice note (to write them the way you would type them) | Anthropic does not use our requests to train its models; it deletes them within 30 days, except anything its safety checks flag |
| Open Food Facts (an open food database) | looking up a packaged food by its barcode, when you send one | only the barcode number is sent, never anything about you |
| Cloudflare | hosting the coach and storing your details and logs | encrypted connections |
| Razorpay | taking UPI and card payments | we never see card or bank details |
These providers may store data outside India (for example in the US or Europe). They use recognised safeguards for international transfers, such as the UK–US data bridge or standard contractual clauses [lawyer to confirm for each]. We will not transfer data to any country the Government of India restricts.
We may disclose data if a law, court or regulator requires it.
6. How long we keep it
| Situation | Deleted |
|---|---|
| You ask us to delete it (send delete my data) | straight away from the live system; from backups within 30 days. If you have a plan, only the plan stays (which plan, paid until, credits, the name on it), so it carries on when you set up again; it follows the member row below |
| You were sent to a doctor, are under 18, or never started a plan | 30 days after your last message |
| You stop coaching | 90 days later, or straight away if you tap Delete my data now in the stop message |
| You are a member | 90 days after your last message or the end of your paid time, whichever is later |
| Payment records (amount, date, plan; no health data) | kept as long as tax law requires (in the UK about 6 years) |
Your chat messages are kept exactly as long as the rest of your data in this table: they are deleted with everything else, straight away when you send delete my data, otherwise 90 days after you stop or after your last message and paid time, whichever is later.
Copies of chats also stay on your own phone and in WhatsApp under Meta's terms.
7. How we protect it
- Encrypted connections (HTTPS) between WhatsApp, our host, Anthropic and ElevenLabs.
- Only Vignesh can access members' data; access keys stay on the server and are never shared.
- We keep as little as possible: no photos (they are read and dropped), IDs or card details. Your chat is kept in full (section 3) because the coaching needs it; it lives only in your own record, is read in small parts, and is deleted with the rest.
- If a breach affects your data, we will tell you and the Data Protection Board of India without delay, and the UK Information Commissioner's Office (ICO) within 72 hours where the law requires.
8. Your rights and how to use them
| Right | How |
|---|---|
| See what we hold | send my data on WhatsApp, or email us for a full copy |
| See or delete the coach's notes | send my notes; forget 2 deletes note 2, forget all deletes them all |
| See your chats | send my chats for the last 20 messages we hold; my data shows how many are kept and since when; email us for the whole chat |
| Correct it | tell the coach what is wrong, or email us |
| Delete it | send delete my data, then DELETE to confirm. Your plan is not cancelled by this |
| Cancel your plan | send cancel my plan, then type your full name to confirm. It won't renew; the coach stays on until your paid time ends, and your data is not deleted |
| Ask a person to review an automatic decision | if the health check stopped your plan and you think that's wrong, email us: Vignesh reviews it himself |
| Withdraw consent | send stop coaching (we stop messaging you) or delete my data |
| Stop reminders only | send STOP; send reminder on to restart |
| Nominate someone | email us the name of a person who may use these rights for you if you die or cannot act yourself |
| Complain | email support@vekesthetics.app (our grievance contact: Vignesh Manoharan). We reply within 7 days, and always within 30 |
If you are not satisfied with our answer, you can complain to the Data Protection Board of India, or, because we are based in the UK, to the Information Commissioner's Office (ico.org.uk).
9. Children
The coach is for adults aged 18 and over. If we learn that someone is under 18, we stop, do not make a plan, and delete their data within 30 days.
10. Messages from the coach
With your consent, the coach messages you in the morning (Monday to Saturday) with your day, and on Sunday evening with your weekly report. Send STOP at any time to pause these messages. Replies to your own messages are never limited.
11. Changes to this policy
If we change this policy in a way that matters, we will tell you on WhatsApp before the change applies. The version and date are at the top.
12. Contact
Veke AI, run by Vignesh Manoharan (Vekesthetics), Edinburgh, United Kingdom. Email: support@vekesthetics.app. [ICO registration number: to be added once registered.]