Privacy policy.

This policy explains what information I collect when you visit mvmtcode.com, book a call, work with me or join my email list; why I collect it; who else handles it for me; and what you can ask me to do with it. I've tried to write it the way I'd explain it to you on a call.

Who I am

I'm Kevin Cox. I run The Movement Code, a one-person practice based in Portland, Oregon. The Movement Code is a business name of Simian Fitness LLC, an Oregon company. In this policy, "I", "me" and "my" mean Kevin Cox and Simian Fitness LLC. I coach people one to one, live on Zoom, on how they move and stand, including people living with chronic pain.

I'm a movement coach, not a doctor or physical therapist. I don't diagnose medical conditions.

You can reach me at mvmtcode@mvmtcode.com, or by mail at 3112 SE 66th Avenue, Portland, Oregon 97206.

The short version

• I collect what I need to book you, take payment, coach you, and send you emails you asked for.
• Some of it is health information: what you tell me about your body, your questionnaire answers, and what I see when you stand and move on camera. I keep it private.
• Recording is your choice. When you book, you answer two questions, yes or no: may I record our calls (video and audio), and may I use those recordings privately to improve my work and train my tools (including AI)? Saying no to either doesn’t change your booking or your coaching. Email me any time to change either answer.
• Recordings are kept privately. They're never shared, sold or published, and never used in my marketing.
• I don't sell your information, I don't use it for advertising, and there are no advertising trackers on this site.
• You can ask to see, correct or delete your information by emailing mvmtcode@mvmtcode.com.

What I collect, and why

When you visit the website

Hosting. The site is hosted by Cloudflare. Like any web host, Cloudflare's servers receive your IP address and basic browser information when you load a page. They use it to deliver the page and to protect the site from attacks.

Visit counts. I use Cloudflare Web Analytics to count visits. According to Cloudflare, it doesn't use cookies and doesn't build a profile of you. It shows me totals, such as which pages were visited and the type of device, not individuals.

Cookies and fonts. This site doesn't use advertising or tracking cookies. Cloudflare may set a strictly necessary security cookie if it needs to check for automated traffic. The fonts are stored on the site itself, so loading a page doesn't contact Google or any other font service.

The booking calendar. The calendar on the intro call page comes from Acuity Scheduling and loads from Acuity's servers. When it loads, Acuity receives your IP address and browser information and may set its own cookies.

Links. The site links to my letters on Substack and to my Instagram. It doesn't embed them, so nothing from those sites loads until you click. Once you're on another site, its own privacy policy applies.

No ad tracking. I don't use advertising pixels (such as the Meta Pixel), Google Analytics or similar tracking on this site. If that ever changes, I'll update this policy first.

When you book

Booking and payment happen through Acuity Scheduling, which is owned by Squarespace. When you book the intro call + posture assessment, or any session, I collect:

• your name, email address and phone number;
• the appointment you chose, and your time zone;
• your answers to the booking questions and to my Pre-Appointment Questionnaire, which asks about your health;
• a record that you accepted my Terms & Conditions, and when;
• your two recording answers, when you gave them, and any later change you email me;
• a record of your payment. Payment is taken when you book and is handled by Stripe, Acuity's payment processor. I never see or store your full card number.

I use this to schedule and confirm your appointment, send reminders, take payment, prepare for our call (including checking whether anything you've told me means you should see a doctor first), and keep basic business and tax records.

Acuity sends confirmation and reminder emails, and text reminders if you agree to them. Your appointment, with your name, also appears in my private calendar. Acuity creates the Zoom link for your appointment, so it passes your appointment details, such as your name and email, to Zoom.

The liability waiver

Before we work together, I ask you to sign a liability waiver. It's an online form hosted by Tally. I keep it as a record of what we agreed.

Our calls on Zoom

All my coaching happens live on Zoom. During a call you tell me about your body and your history, and I watch how you stand and move. That's health information, and I handle it that way.

Recording is your choice. When you book, I ask you two separate questions, and you answer each one yes or no. Nothing is ticked for you.

1. May I record our calls (video and audio)?
2. May I use those recordings privately to improve my work and train my tools (including AI)?

Saying no to either still books your call, and it doesn't change how I coach you. You can change either answer at any time by emailing mvmtcode@mvmtcode.com.

If you say yes to recording, I record the call in Zoom, video and audio. Zoom shows that the call is being recorded.

If you say no to recording, I don't record the call. Zoom's automatic recording is off, and I start recording only on calls where you said yes. If Zoom ever shows that a call you said no to is being recorded, tell me and I'll stop it and delete what was recorded.

If anyone else is in the room with you during a recorded call (a partner or a parent, for example), please tell them before the call that it's recorded.

Photos. During the posture assessment I take a few still photos (screenshots) of you on screen, and I show them to you so you can see what I see. They're part of the assessment and are kept privately.

Notes. I take notes about our calls and keep them privately.

Where recordings are kept. Recordings, photos and notes are kept on my computer, in my private Google Drive and in Zoom's cloud storage. Only I can open them. My computer is encrypted, and my accounts use two-step login.

Your own copy. You can ask me for a copy of your recordings.

How I use recordings

If you said yes to recording, I use recordings of our calls, and the photos and notes I make from them, for at most two things. Each depends on your answer.

To coach you (if you said yes to recording). To look back at your assessment, check what I saw, prepare for our next session and follow your progress. If you said yes to recording and no to question 2, it's a plain recording: no transcript, no AI notes.

To improve my work and train my tools, including AI (only if you also said yes to question 2). If you said no to question 2, I don't use your recordings this way. If you said yes, I study recordings to improve how I assess and coach people. That includes using AI tools to help me review recordings, and using recordings to train and improve my own tools. This is internal use only:

• Recordings are never shared, sold, published or posted, and never used in my marketing.
• They're never given to anyone else to use for their own purposes.
• Any public use of any part of a recording (on social media or my website, for example) would need a separate written release from you that names that use. Saying yes to either question never gives me that.

Changing your answer. If you change question 2 to no, I stop using your recordings to improve my work or train my tools from then on. If you change question 1 to no, I stop recording from your next call.

Recordings made before these two questions. Before I asked these two questions at booking, I asked each client for their approval one by one. I use those recordings only as each person agreed.

The Couch Reset and my emails

If you ask for the Couch Reset guide, I collect your email address, your first name if you give it, the page or channel you came from, and your consent.

The list is kept with MailerLite, an email service. I use it to send you the guide, a few short emails afterwards and occasional emails from me after that. I also add you to my letters on Substack. Every email has an unsubscribe link, and you can unsubscribe from each list on its own.

I never ask health questions on this signup form. If you reply to one of my emails and tell me about your body, I handle that reply as health information.

My letters on Substack

My letters are published on Substack. If you subscribe there, Substack holds your email address and Substack's privacy policy applies.

Older forms

If you used my earlier photo posture assessment or the Movement Check, your answers were collected with Tally, and any videos you sent are kept privately. I still have them, and I'll delete them if you ask.

When you email or message me

If you email me, your message is stored with my email provider. If you message me on Instagram, Meta holds that conversation and Meta's privacy policy applies. If you tell me about your health in a message, I handle it as health information and keep it private.

Your health information

Much of what I collect is health information: what you tell me about pain, injuries and your medical history; your questionnaire answers; the recordings and photos of you standing and moving; and my notes on what I see.

How I handle it:

• I use it to coach you and keep you safe (for example, to notice when something needs a doctor first), and, only if you said yes to both recording questions, to improve my work and train my tools as described above.
• I never sell it, never use it for advertising, and never pass it to social media or advertising companies.
• It's stored and processed for me by the services listed below. Beyond them, I give it to someone else only if you ask me to (for example, your doctor), to protect someone's safety in an emergency, or if the law requires it.

Services that handle information for me

I use these services to run the business. Each one holds only what it needs for its job, and each has its own privacy policy.

• Cloudflare: hosts the website and counts visits. It receives your IP address and browser details when you visit.
• Acuity Scheduling (Squarespace): booking, reminders, payment, my questionnaire and my terms. It holds your contact details, bookings, questionnaire answers and your acceptance of my terms. Card payments go through Stripe.
• Tally: my liability waiver. It holds your signed waiver.
• Zoom: our calls, and their recordings if you said yes, in Zoom's cloud storage.
• Google Drive: stores recordings, photos and notes, privately.
• AI tools: only for recordings of people who said yes to both questions, to help me review them and train my tools, as described above.
• MailerLite: Couch Reset emails. It holds your email address, and your name if you gave it.
• Substack: my letters. It holds the subscriber list, including Couch Reset signups.
• My email provider: emails you send me.

What I never do

• Sell your personal information or your recordings.
• Publish or post your recordings, or use them in marketing.
• Use your name, face, voice, story or health details in my content or marketing without a separate, signed release that names that use.
• Share your information for advertising, or let advertising companies track you on my site.
• Ask health questions on my email signup form.

How long I keep things

I keep booking and payment records as long as the law requires. I keep recordings, photos, questionnaire answers, my notes, and anything made from recordings to improve my work and train my tools, until you ask me to delete them. You can ask at any time (see below). The Couch Reset email list keeps your address until you unsubscribe; after that, it stays on MailerLite's do-not-email list so you aren't emailed again.

Asking me to delete your recordings or other information

You can ask me to delete your information, including your recordings, at any time, during or after our work together, by emailing mvmtcode@mvmtcode.com. It doesn't change your coaching. If you ask me to delete your recordings, I'll delete them, and the transcripts and notes made from them, and tell you when it's done. I may need to keep some records the law requires, such as payment records for tax or your signed waiver. If so, I'll tell you what I'm keeping and why, and use it only for that.

Your choices and rights

Wherever you live, you can ask me to:

• tell you what information I have about you, and give you a copy;
• correct it;
• delete it (see above);
• stop sending you marketing emails;
• tell you which services hold it.

How to ask. Email mvmtcode@mvmtcode.com. It's free. I may ask you to confirm it's really you before I act, for example by replying from the email address you booked with. I'll answer within 45 days. If I need longer, I'll tell you why.

If I say no. You can ask me to look at it again by replying with the word "appeal".

You'll never be charged more, or coached any differently, for using any of these rights or for saying no to either recording question.

Some states, including Washington, give you extra rights over health information. If one applies to you, I'll honor it.

If you live in Washington state, I ask where you live when you book. For Washington clients, I don't record our calls or use recordings to improve my work or train my tools unless you also give me your explicit written consent on my intake form or waiver.

Children and teens

My coaching is for adults. If you're under 18, you can only work with me with a parent's or guardian's permission. A parent or guardian must sign the liability waiver and answers the two recording questions for you, and they're welcome to join the call.

This website isn't meant for children under 13, and I don't knowingly collect their information. If you think a child has sent me information, email me and I'll delete it.

Keeping your information safe

My accounts are protected with strong passwords and two-step login, my computer is encrypted, my folders are private, and anything I give you access to is yours alone. No system is perfectly secure. If a breach affects your information, I'll tell you as the law requires.

Do Not Track

This site doesn't track you across other websites, so it works the same whether or not your browser sends a "Do Not Track" or Global Privacy Control signal.

Changes to this policy

When I change this policy, I'll post the new version here and change the date at the top. If I change how I use health information or recordings in a way that matters, I'll email the people it affects before the change applies to them.

Contact

Questions, requests or worries: mvmtcode@mvmtcode.com. Kevin Cox, The Movement Code (Simian Fitness LLC), 3112 SE 66th Avenue, Portland, Oregon 97206.