DietducateX Privacy Policy

Last updated: 13 May 2026

Part A - For all DietducateX users

This section explains what personal data DietducateX uses when you create an account or use the app. It is written in a simple format for app users while still covering the key information expected in a privacy notice.

1. Personal data we collect

Data needed for core app functions:

• Email address - used to send one-time passwords (OTP), let you sign in, and send important information related to the app.
• Name - used to identify your account and personalise the app.
• Date of birth and sex - used to calculate your energy needs based on age and sex.
• Height and weight - used to calculate BMI, target BMI, and energy needs.

Optional or feature-based data:

• Waist circumference - you may add this to compare body measurements over time. This is optional.
• In-app community photo or other content - only collected if you choose to share it with other users in the community.
• Progress photos - used to compare body posture or body shape during the programme. These photos are private and are not shared with other users. If you choose to save them only on your own device, they are not stored on our server.
• Food log information, including food items and amounts.
• Water intake records.
• Physical activity or exercise records, including type and duration.
• Questions you send to a nutritionist through the consultation feature.

Some of this information, especially weight-management information, food logs, activity records and body measurements, may be treated as health-related data.

2. How we use your data

• To create and protect your account and help you sign in securely.
• To send OTP codes and important app-related messages.
• To personalise the app and calculate BMI, target BMI and estimated energy needs.
• To help you track food intake, water intake, activity and progress over time.
• To support optional community features when you choose to post content there.
• To support nutritionist consultation. When you ask a question, the dietitian may temporarily access your relevant food intake and activity data so they can provide nutrition advice and guide weight-loss support.
• To keep the app working properly, improve reliability, and investigate technical or security issues.
• To update you on the important information, either related to the app or health and nutrition.

3. Who we share data with

• Other users may see only the information or images that you choose to share in the in-app community.
• Your progress photos are private and visible only to you. If you save them solely on your device, they won't be stored on our server.
• A nutritionist may temporarily access relevant food and activity records only for the user who asked a consultation question.
• We do not sell your personal data.
• We do not use third-party analytics tools to track in-app user behaviour under the current study data management arrangements.

4. How long do we keep data

For general app use, we retain account and app data while your account is active and for a limited period afterwards, as reasonably needed for security, record-keeping, troubleshooting, or legal reasons. Optional content may be removed sooner if you delete it or stop using that feature. You can delete your account at any time by making a request via email or simply by tapping "Delete account" in Settings.

Research-specific retention is explained in Part B.

5. Your choices

• You can choose whether to use optional features such as waist circumference tracking, community sharing, consultation, and cloud storage of progress photos.
• If you choose to store progress photos only on your own device, those photos are not uploaded to our server.
• If you do not want other users to see a photo or post, do not upload it to the in-app community.

6. Legal bases and your rights

For ordinary app use, we generally rely on a combination of: (a) providing the app services you request, (b) our legitimate interests in keeping the app secure and working properly, and (c) your consent where you choose to use optional features that are not required for the app to operate.

Depending on the circumstances, you may have rights to ask for access to your personal data, correction of inaccurate data, deletion, restriction, objection, or data portability where applicable. You may also withdraw consent for optional features that rely on consent.

7. Complaints

Please contact us first at fsmi@leeds.ac.uk if you have a concern about how your data has been used. You also have the right to complain to the Information Commissioner's Office (ICO) in the UK.

8. Contact us

If you have questions about this privacy notice or how your data is used in the app, please contact: fsmi@leeds.ac.uk.

Part B - Additional information for OptimApp research participants

This section ONLY applies if you are enrolled as a participant in the Obesity Prevention & Treatment through an Intervention Mobile App (OptimApp) research project. Part A still applies to your app use, but this section explains the additional research-related processing.

1. Research approvals and study information

• The OptimApp research project has received ethical approval from the University of Leeds (BESS+ FREC 3238) and Politeknik Negeri Jember (0755/PL17.4/PG/2025).
• The Participant Information Sheet and Participant Consent Form are provided separately.
• More information about the study is available at: dietducatex.org
• Questions about the research may be sent to: fsmi@leeds.ac.uk.

2. Research data used in the study

Research participants will usually provide the same app data described in Part A. In addition, the study may use other research records described in the Participant Information Sheet and Consent Form, such as questionnaires, study measurements, and pseudonymised app usage information.

3. How research data is used

• To run, monitor and evaluate the OptimApp research project.
• To assess engagement, behaviour change and weight-management outcomes.
• To analyse study results and prepare reports, publications, or a thesis.
• To store and manage study data in line with approved ethics and University data management arrangements.
• To reuse anonymised or pseudonymised research data for future ethically approved research, where this has been explained to participants.

4. Who is responsible for the research data

For the research processing described in this Part B, the University of Leeds acts as the data controller.

5. Research legal basis

For research participants, the University of Leeds may rely on a public task for personal data used for research and scientific research purposes under Article 9(2)(j) of the UK GDPR for special category data, with appropriate safeguards. Your agreement to join the study is handled separately through the participant consent process.

6. Access to identifiable research data

• Access to identifiable research data is limited to authorised members of the research team.
• According to the current data management plan, this includes the principal researcher, supervisors, and the research assistant responsible for data collection.
• Identifiable data and any re-identification key are kept separately, with restricted access.
• Research findings are normally reported in anonymised, pseudonymised, or aggregated form.

7. Research retention and archiving

Based on the current study data management plan, identifiable research data is generally kept for up to 5 years. The participant re-identification key is planned to be kept separately for 3 years and then deleted after study completion. An anonymised final dataset may be kept for longer in a trusted repository for research sharing and archiving.

8. Research rights and complaints

You can ask questions about your research data by contacting the study team at fsmi@leeds.ac.uk. You may also contact the University of Leeds Data Protection Officer at dpo@leeds.ac.uk or +44 (0)113 243 1751.

Under data protection law, some individual rights may be limited in the research context where this is allowed by law and where appropriate safeguards are in place. If you remain unhappy after raising a concern, you can complain to the ICO.

9. Final note

This document is intended to be a practical, user-friendly privacy notice for the app. For research participants, the Participant Information Sheet and Participant Consent Form should be read together with this notice because they explain the study procedures in more detail.