Privacy policy

SwimOS (swimos.ca) is coach-first performance software for competitive swim clubs, operated from Ontario, Canada. This policy explains what personal information we collect, why we collect it, and how we handle it, in line with the Personal Information Protection and Electronic Documents Act (PIPEDA).

Questions or requests about your data can be sent to josh@swimos.ca.

Coach accounts. When a coach signs in to SwimOS we store their name, email address, club role, and login credentials (managed by our authentication provider — we never see or store plaintext passwords).

Athlete roster data.Clubs enter their athletes' first and last names and, optionally, a club roster ID used to match imports. That is the full extent of athlete identity data — SwimOS does not collect athlete dates of birth, contact details, or health and medical records.

Training records. Coaches record attendance, training volume, session duration, session-level effort ratings, and coaching notes. These records are linked to athletes and are visible only to the club that created them.

Early-access requests. If you submit the early-access form we store the name, email, club, role, and message you provide so we can respond to your request.

Billing.Subscriptions are processed by Stripe. We store only Stripe's customer and subscription references — card numbers never touch our servers.

Technical data. Like most web services, we keep short-lived request data derived from IP addresses to prevent abuse (rate limiting), standard hosting logs, error reports, and anonymized page analytics.

We use personal information only to run SwimOS: providing the product to your club, responding to requests, sending service emails (such as coach invites and weekly summary reports), processing billing, keeping the service secure, and improving how it works. We do not sell personal information or use it for advertising.

Clubs are the custodians of their athletes' information. Coaches enter athlete data on their club's behalf, and each club is responsible for ensuring it has the appropriate consent from athletes or their parents and guardians to record names and training data. SwimOS processes that information only to deliver the service to the club — never for any other purpose.

We rely on a small set of providers to run the service: Supabase (database and authentication), Vercel (hosting and anonymized analytics), Resend (email delivery), Stripe (billing), and Sentry (error monitoring).

Some of these providers process data on servers in the United States. Where personal information is transferred outside Canada, it remains protected by contractual safeguards, but it may be subject to the laws of those jurisdictions.

We keep club data for as long as the club's account is active. Athlete records can be permanently erased from within the app at any time in response to a data-removal request, and clubs can request deletion of their full account and data by contacting us. Rate-limit and log data is transient and cleared on a rolling basis.

All traffic is encrypted in transit and data is encrypted at rest. Access is role-based, and database row-level security ensures each club can only ever see its own athletes and records.

You can ask to access or correct your personal information, withdraw consent, or request deletion at any time by emailing josh@swimos.ca. If you are not satisfied with our response, you can escalate a complaint to the Office of the Privacy Commissioner of Canada.

SwimOS uses cookies only to keep you signed in. Analytics are anonymized and we use no advertising or cross-site trackers.

If this policy changes in a meaningful way we will update this page and revise the date below. Continued use of SwimOS after a change means the updated policy applies.