This Privacy Policy explains how Swim Squad ("the App", "we", "us") collects, uses, stores, and protects personal data in connection with the coaching management software provided to swimming clubs.
Swim Squad is a closed, invitation-only platform provided to swimming clubs for use by their authorised coaching staff. Access is granted exclusively to individuals who have received a formal invitation from their club's administrator.
This policy applies to all coaches who use the App. It covers the personal data we hold about you as a coach, and the personal data relating to swimmers that you enter and manage through the App in the course of your coaching duties.
This policy should be read alongside the separate Swim Squad Data Notice for Parents and Swimmers, which covers how swimmer data is handled and which your club administrator can provide to the parents and guardians of your swimmers.
Your swimming club is the Data Controller for personal data entered into the App by its coaches and administrators. This means the club determines what data is collected and how it is used within the App.
Swim Squad (developed by Josh Montgomery) acts as a Data Processor on behalf of each swimming club, processing personal data only in accordance with the club's instructions and this policy. A Data Processing Agreement is in place between Swim Squad and each club that uses the platform.
For any data protection enquiries relating to the Swim Squad platform itself, please contact:
Josh Montgomery — Swim Squad
admin@swimsquadapp.co.uk
| Category | Data | Purpose |
|---|---|---|
| Identity | First name, last name | Identifying you across the platform |
| Contact | Email address | Account access, invitations, notifications |
| Professional | Qualification level (Level 1–3 or None) | Calculating coaching rates, displaying credentials |
| Personal | Date of birth | Verifying coach eligibility, record keeping |
| Authentication | Email address, hashed password | Secure account login (passwords are never stored in plain text) |
| Account Status | Active / pending / suspended status | Access management |
| Device | iOS device token | Sending push notifications to your device |
| Activity | Sessions you led, co-coached, assisted, or wrote | Scheduling, accountability, and payroll records |
| Financial | Coaching hours worked, session writing credits | Invoice generation and payroll calculation |
We do not collect payment card details, bank account information, device location data, or advertising identifiers.
| Category | Data | Purpose |
|---|---|---|
| Identity | First name, last name | Identifying individual swimmers |
| Registration | Swim England (ASA) number | Matching club membership records |
| Personal | Date of birth | Determining age range, age-appropriate training |
| Personal | Gender | Training record categorisation |
| Organisational | Squad assignment | Managing training groups and session allocation |
| Attendance | Present / Absent / Part Session, lateness notes | Monitoring engagement, duty of care |
Swimmer data is accessible to all active coaches within the same club. Data is never shared between clubs — each club's data is completely isolated.
When sessions are created and managed, the App stores: date, start time, end time, and duration; pool location; lead coach, second coach, helper, and set writer assignments; training set content (free text written by coaches); coaching notes; session focus; AI-calculated distance breakdowns; linked drills; session feedback ratings; and swimmer attendance records.
Session content and coach assignments — including the date, time, and location of coaching sessions — are visible to all active coaches within the same club.
| Data | Legal Basis |
|---|---|
| Coach identity, contact, and professional details | Contractual necessity — required to fulfil your coaching role with the club |
| Coach authentication data | Contractual necessity — required to provide access to the App |
| Coach financial records | Legitimate interests — payroll and invoicing |
| Device tokens for push notifications | Consent — you may opt out via your device settings at any time |
| Swimmer personal data | Legitimate interests of the club — managing a sports programme, safeguarding, duty of care |
| Swimmer attendance records | Legitimate interests — safeguarding, attendance monitoring, programme quality |
| Session feedback | Legitimate interests — improving coaching quality and programme delivery |
The App uses artificial intelligence provided by OpenAI (via their business API) in two specific ways.
When you write a training session, the App sends the session content text only (e.g., "4 x 100m FC as 25m Drill / 75m Swim") to OpenAI. The AI calculates distances per stroke and activity type. No personal identifiers — names, dates of birth, or registration numbers — are included in this request.
When you use the coaching assistant, the following context is sent to OpenAI: squad name; number of swimmers in the squad; the age range and average age of the squad (derived from dates of birth — no individual's DOB is transmitted); pool name and length; the current session's date, focus, distance, and content; a summary of up to 10 recent sessions (dates, focus areas, and distances only); and your message to the assistant.
Under OpenAI's API terms (as at March 2026), data submitted via the API is not used to train OpenAI's AI models. Learn more at openai.com/policies/api-data-usage-policies.
| Service | Purpose | Data Shared |
|---|---|---|
| OpenAI | AI session parsing and coaching assistant | Session text content, squad aggregate demographics, training history summaries |
| Resend | Sending invitation and verification emails | Coach email address and invitation link |
| Apple Push Notification Service (APNs) | Delivering push notifications to iOS devices | Device token only |
| Replit / PostgreSQL | Application hosting and database | All App data, stored on Replit's managed infrastructure |
Swim Squad serves multiple swimming clubs. Data entered by one club is completely isolated from all other clubs. Coaches can only access data belonging to their own club. There is no cross-club data sharing of any kind.
Passwords are hashed using bcrypt and never stored in plain text. Access is restricted to invited coaches only — there is no public registration. Invitation tokens expire after 48 hours. Email verification tokens expire after 24 hours. HTTPS is enforced for all data in transit. All data is stored in a managed PostgreSQL database on Replit's infrastructure. In the event of a breach, we will notify affected clubs and the relevant supervisory authority in line with our legal obligations.
| Data Type | Retention Period |
|---|---|
| Coach account and profile data | Duration of active coaching role, and 7 years thereafter (or until deletion is requested) |
| Session and attendance data | 7 years from creation, or until deletion is requested |
| Swimmer data | Duration of active club membership, and 7 years thereafter (or until the club requests removal) |
| Invitation tokens | Expire automatically after 48 hours |
| Email verification tokens | Expire automatically after 24 hours |
| Push notification device tokens | Retained while the account is active; removed upon deactivation |
The 7-year retention period aligns with standard safeguarding record-keeping obligations for sports organisations in the United Kingdom.
To exercise these rights, contact your club administrator or reach us directly at admin@swimsquadapp.co.uk. We will respond within one calendar month.
You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
The App is for use by coaches only and is not intended for use by individuals under 18. However, the App stores personal data relating to swimmers, many of whom may be under 18. This data is managed by coaches acting in their professional capacity on behalf of their club. Information for parents and guardians is available in the separate Data Notice for Parents and Swimmers.
We may update this policy from time to time. Where changes are material, we will notify coaches via their registered email address. The current version is always accessible within the App.
Josh Montgomery — Swim Squad
admin@swimsquadapp.co.uk