Privacy Policy

1. Who we are

SwimSpark is a swim team management platform designed to help swim clubs, coaches, administrators, parents, and swimmers manage team information, registrations, communications, race entries, and swimmer progress. For privacy questions, contact us at support@swimspark.com.

2. Information we collect

We collect personal information that you or your club provide, including:

• Account & profile data: name, email address, username, phone number (if provided), role (coach, parent, administrator, swimmer, or board member), and club or organization affiliation.
• Swimmer data, including data about children: swimmer names, dates of birth, group assignments, attendance, race entries and times, performance and StrokeIQ technique progress, and coach notes.
• Medical & emergency information: emergency contact details and any medical information a parent or guardian chooses to provide during registration so the club can respond appropriately at practices and meets. We treat this information as sensitive and limit access to authorized club staff.
• Payment data: registration, subscription, and billing records. Card details are collected and processed directly by Stripe; SwimSpark never stores full card numbers. If you choose installment payments, Stripe keeps your payment method on file for the scheduled charges you authorized.
• Communications: messages, announcements, and forms submitted through the platform or website.
• Notification data: if you enable push notifications, we store the browser subscription endpoint needed to deliver them. You can turn this off at any time.
• Usage & technical data: IP address, browser and device type, log data, and error diagnostics.

3. Children and youth information

SwimSpark is used by swim clubs to manage information about youth swimmers, including names, age groups, team assignments, attendance, race entries, performance information, and technical progress notes. We only collect, use, and store youth swimmer information for legitimate team management purposes and as directed by the swim club, coach, administrator, parent, or authorized account holder. Swimmer accounts are created or authorized by a parent, legal guardian, or the swimmer's club — SwimSpark is not intended for children to create accounts without that permission. A parent or guardian may request access to, correction of, or deletion of their child's information at any time using the contact details below.

4. How we use personal information

• Provide team management, registration, scheduling, messaging, meet entry, and progress-tracking features.
• Process registration payments, subscriptions, and installment plans.
• Send service-related email and, where enabled, push notifications (invitations, receipts, reminders, schedule changes).
• Respond to questions and support requests.
• Maintain security, prevent abuse, and debug errors.
• Improve the platform and user experience.
• Comply with legal, regulatory, or contractual obligations.

We do not sell personal information.

5. Consent

We collect, use, and disclose personal information with your consent or as otherwise permitted or required by law. Consent may be provided directly — such as when you create an account, register a swimmer, or enter information into the platform — or through an authorized club representative, parent, guardian, coach, or administrator. You may withdraw consent, subject to legal, contractual, or operational limits; if you withdraw consent, we may not be able to provide some services.

6. How we share information

We share personal information only where necessary to operate SwimSpark: with authorized users within your swim club, with legal or regulatory authorities where required by law, and with the service providers that run the platform:

• Supabase — database, authentication, and file storage. Our primary database is hosted in Canada.
• Stripe — payment processing, including Stripe Connect accounts for clubs that collect registration fees.
• Resend — transactional email delivery.
• Sentry — error and performance monitoring.
• Cloudflare Turnstile — bot and abuse protection.
• Vercel — application hosting.

Service providers are only given access to the information needed to perform their services. We may also match publicly available competition results (for example, Swimming Canada meet results) to swimmer profiles to provide historical time data. We do not sell, rent, or trade personal information.

7. Club and team data

Where a swim club, team, or organization uses SwimSpark, that organization controls the information entered into the platform. Club administrators are responsible for ensuring they have appropriate authority or consent to enter and manage personal information about swimmers, parents, coaches, volunteers, and team members. SwimSpark provides tools to help clubs manage this information, but clubs remain responsible for how they collect and use information within their own organization.

8. Cookies

The SwimSpark platform uses only essential cookies needed to keep you signed in and keep your account secure. Our marketing website may additionally use cookies and similar technologies for performance and analytics, which you can accept or decline through the cookie banner there. You can adjust your browser settings to block or delete cookies, but the platform will not work properly without its essential cookies.

9. Email and notifications

We send service-related messages such as invitations, receipts, payment reminders, and schedule updates. You can choose which push notifications you receive — or turn them off entirely — from the Notifications page in the app, and you can unsubscribe from non-essential email at any time. We may still send important account, billing, or security notices.

10. Data storage and security

We use industry-standard safeguards including encryption in transit, row-level access controls, and least-privilege service access. No online service can guarantee complete security; you are responsible for keeping your account credentials secure and notifying us immediately if you believe your account has been compromised. If a breach of security safeguards creates a real risk of significant harm, we will notify affected users and report it as required by law.

11. Data retention

We keep personal information only as long as necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. Account, club, and swimmer information may be retained while an account or club relationship remains active. Removed members are deactivated first and purged according to our retention schedule; some information may be retained after cancellation where needed for legal, billing, backup, security, or dispute-resolution purposes.

12. Your rights: access, correction, deletion

Depending on your jurisdiction (including under PIPEDA in Canada), you may have the right to access, correct, delete, or port your personal information, and to withdraw consent. Depending on how your club uses SwimSpark, some requests may need to be handled through your club administrator. To exercise these rights, contact support@swimspark.com.

13. International service providers

Some of our service providers may store or process information outside of your province or country. When information is processed outside Canada, it may be subject to the laws of that jurisdiction. We take reasonable steps to ensure service providers protect personal information appropriately.

14. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the date at the top of this page; if changes are significant, we may provide additional notice, such as by email or through the platform.

15. Contact us

If you have questions about this Privacy Policy or how SwimSpark handles personal information, contact us at support@swimspark.com.