Privacy Policy

Last updated: June 18, 2026

This policy explains what SwimBase collects and how it's used. It's written to be readable, not to be legal advice. If anything here is unclear, email us at swimbasenet@gmail.com.

What we collect How we use it Who we share with Cookies & storage Retention Security Your rights Children's privacy Contact

SwimBase ("SwimBase," "we," "us") provides swim-team results storage and pacing analytics. This Privacy Policy describes the personal information we collect, why we collect it, who we share it with, and the choices you have. It applies to the SwimBase website and app.

1. Information we collect

Account information

When you sign in with Google, we receive your name, email address, and profile image from Google to create and secure your account. We use this to identify you and to associate you with your team.

Team and swimmer data uploaded by coaches

Coaches upload meet-result files (for example Hy-Tek .hy3, .sd3, or .cl2 files). These files contain swimmer information such as names, ages or dates of birth, gender, team affiliation, events, finish times, splits, places, and seed times. We store and analyze this data to produce pacing analytics, best-time tracking, relay suggestions, and similar features for that team.

Usage and technical data

We use Vercel Web Analytics to understand aggregate usage (page views, top pages, referrers, approximate country, device type). This analytics is privacy-friendly and does not use cookies or build advertising profiles. We also process standard server logs (such as IP address and request metadata) for security and reliability.

2. How we use information

To provide the service — storing results and generating analytics for your team.
To authenticate you and keep your account and your team's data secure.
To power the in-app assistant when you choose to use it.
To maintain, debug, and improve the product.
To communicate with you about your account or support requests.
To comply with legal obligations and enforce our Terms of Service.

We do not sell your personal information, and we do not use it for third-party advertising.

We share data only with service providers that help us run SwimBase, under their respective terms:

Supabase — database, authentication, and hosting of your account and team data.
Google — sign-in (OAuth) when you choose to log in with Google.
OpenAI — when you use the in-app assistant, your questions and the relevant team data needed to answer them are sent to OpenAI to generate a response.
Vercel — application hosting and privacy-friendly usage analytics.

We may also disclose information if required by law, to protect our rights or users' safety, or in connection with a business transfer (such as a merger or acquisition).

4. Cookies and local storage

SwimBase uses your browser's local storage to keep you signed in and to remember preferences — this is essential to the service, not advertising. Our analytics provider (Vercel) is cookieless. We do not use third-party advertising or tracking cookies.

5. Data retention

We keep account and team data for as long as your account or team is active, or as needed to provide the service. Coaches can delete meets they have uploaded, and you can delete your account at any time (see Your rights). After deletion, data is removed from our active systems, though residual copies may persist briefly in backups before being overwritten.

6. Security

Team data is isolated using database row-level security, so one team cannot read another team's records. We use reputable infrastructure providers and access controls. No method of storage or transmission is perfectly secure, but we work to protect your information and to limit access to it.

7. Your rights and choices

Access & correction — you can view your data in the app, and coaches can correct or re-upload meet data.
Deletion — you can delete your account from your account settings, which removes your associated data. Coaches can delete meets and teams they manage.
Requests — for any privacy request, email swimbasenet@gmail.com and we'll respond.

Depending on where you live (for example the EU/UK or certain US states), you may have additional rights such as data portability or the right to object to processing. We honor applicable rights — contact us to exercise them.

8. Children's privacy

SwimBase is designed for swim coaches, clubs, and schools — adults who manage a team — not for direct use by children. We do not knowingly allow children under 13 to create an account or provide personal information to us directly.

Because swim teams include minors, meet-result data uploaded by a coach may contain a minor's name, age, and performance times. When a coach uploads this data, the coach (and the club, school, or organization they represent) is responsible for having the authority and any consents required under applicable law — including from a parent or guardian — to provide that information to SwimBase for the purpose of team analytics.

We use a child's data only to provide the team analytics described in this policy; we do not use it for advertising and do not sell it. A parent or guardian (or a coach on their behalf) may request access to, correction of, or deletion of a minor's data by emailing swimbasenet@gmail.com. If we learn that we have collected data from a child under 13 without the proper authorization, we will delete it.

9. International users

SwimBase is operated from the United States, and your information is processed there and in the regions used by our service providers. By using SwimBase, you understand your data may be transferred to and processed in the United States.

10. Changes to this policy

We may update this policy from time to time. When we do, we'll revise the "Last updated" date above, and for material changes we'll make reasonable efforts to notify you.

11. Contact us

Questions about privacy? Email swimbasenet@gmail.com and we'll get back to you.