Template notice: data migration

Version: 2026-08-23
Effective Date: August 23, 2026

The German version of this document is the authoritative version; this English translation is provided for convenience.

What is this template for?

This template is intended for coaches who are moving existing clients onto the Gain platform. If you wish to import a client's previous training, nutrition, check-in or anamnesis history from a previous tool (e.g. Google Sheets) into the Platform, you must inform that client about the transfer before the import — this is required by Annex 2 of the Joint Controller Agreement (Art. 26 GDPR) and by the information obligations under the GDPR. You can send the text below to the client unchanged or adapted, by email, in-app message or messenger. It does not replace individual legal advice.

Template text to send to the client

Subject: Transfer of your existing coaching data to the Gain platform

Dear [Client name], for our continued work together I will be using the coaching platform "Gain", operated by Gain. Fitness GmbH, Kelchweg 3, 8048 Zurich, Switzerland. So that we can carry on seamlessly, I would like to transfer your existing history from my current records into the Platform — specifically your training data, nutrition data, check-in data and your anamnesis and progress information. This is health data and is subject to special protection. For the processing of this coaching data on the Platform, Gain. Fitness GmbH, as the platform provider, is jointly responsible together with me (Art. 26 GDPR); outside the Platform I remain solely responsible. You can find out which data is processed for which purposes, how long it is stored, who it is shared with and what rights you have in the athlete privacy policy at https://gain-app.com/en/privacy/athlete. The transfer only takes place after you have registered on the Platform and given, in a separate, dedicated step there, your explicit consent to the processing of your health data; without that consent, no data is transferred. You can withdraw your consent at any time with effect for the future — your health data will then be frozen and my access to it will be revoked. If you have any questions or do not agree to the transfer, please contact me ([Coach name], [Coach contact]) before [date], or contact the data protection contact at Gain. Fitness GmbH directly at privacy@gain-app.com.

Notes on using this template

• Send it before the import. The notice must reach the client before the import takes place. Allow a reasonable period for the client to object (placeholder [date]).
• Replace the placeholders. [Client name], [Coach name], [Coach contact] and [date] must be filled in before sending. Adapt the form of address to how you normally address your clients.
• Adapt the data categories. Delete any categories you are not transferring and add any additional categories contained in your records.
• Keep evidence. Retain proof that the notice was sent (e.g. the sent email). You warrant to Gain that the client was informed (Annex 2, item 3 of the Joint Controller Agreement).
• One sheet per person. Each sheet submitted for import may contain the data of one single person only, and no third-party data.
• Related documents: Joint Controller Agreement (Art. 26 GDPR) · Athlete privacy policy · Coach privacy policy

Changelog

Gain. Fitness GmbH
Kelchweg 3
8048 Zurich
Switzerland

privacy@gain-app.com