Swim Squad Parent & Swimmer Notice

Data Notice for Parents, Guardians, and Swimmers

Version 1.0 Last updated: 29 March 2026 Issued by Swim Squad on behalf of your swimming club

A message to parents and guardians: Your swimming club uses a platform called Swim Squad to help coaches organise training, track attendance, and improve the programme. This notice explains exactly what information we hold about your child, why we hold it, and what your rights are. Please read it carefully and keep a copy.

1. Who is Responsible for Your Child's Information?

Your swimming club is responsible for the information about your child entered into Swim Squad. The club's administrator controls what is stored and who can see it.

The Swim Squad platform is provided by Josh Montgomery (Swim Squad), who acts as a data processor on behalf of your club — meaning Swim Squad stores and processes the information only on your club's instruction.

For questions about your data, contact your club administrator first. You may also contact Swim Squad directly:
Josh Montgomery — Swim Squad
admin@swimsquadapp.co.uk

2. What Information Do We Hold About Your Child?

Information	Why We Hold It
First name and last name	To identify your child within the coaching system
Date of birth	To ensure they are in the right age group and to help coaches plan age-appropriate training
Gender	For training record categorisation
Swim England (ASA) registration number	To match our records with your child's national swimming registration
Squad assignment	To place your child in the correct training group

We do not hold: home addresses or phone numbers, medical information (held separately under club safeguarding procedures), school information, or any financial details about your family.

3. What Do We Record During Training?

Each time your child attends or misses a session, coaches record:

Attendance — whether they were present, absent, or attended only part of a session
Lateness — if they arrived late, this may be noted (e.g., "Late" or "Very Late")

These records help coaches monitor engagement, plan training loads, and fulfil duty of care obligations.

4. Who Can See This Information?

Your child's information is accessible to all active coaches at your swimming club who use the Swim Squad platform, and to the club administrator.

It is not shared with parents or guardians of other swimmers, coaches from other clubs, or any commercial third parties for marketing.

Swim Squad serves multiple swimming clubs. Each club's data is kept completely separate — coaches from other clubs cannot see your child's information.

5. Do We Use Artificial Intelligence (AI) With This Data?

The Swim Squad platform includes AI features that help coaches plan better training sessions. We want to be clear about exactly how this works.

What the AI does

Calculates training distances — when a coach writes a training set (e.g., "4 x 100m freestyle"), the AI calculates distances covered per stroke type
Helps coaches plan sessions — coaches can ask the AI for session design suggestions based on their squad

What information is sent to the AI?

The squad's name (e.g., "Junior Development")
The number of swimmers in the squad
The age range and average age of the squad — for example, "ages 11–14, average age 12.5". This is calculated from dates of birth, but no individual's date of birth is transmitted to the AI
The training content written by the coach (e.g., "4 x 200m IM")
A summary of recent sessions (dates, training focus, and total distances only)

Your child's name, individual date of birth, Swim England number, gender, and attendance records are never sent to the AI.

Who runs the AI?

The AI is provided by OpenAI (the company behind ChatGPT), using their professional business API. Under OpenAI's business API terms, data sent through the API is not used to train their AI models. Swim Squad has reviewed OpenAI's data handling commitments and is satisfied that this use is appropriate, proportionate, and does not put your child's personal information at risk.

6. Why Are We Allowed to Hold This Information?

Under UK data protection law (UK GDPR), organisations must have a lawful reason to hold and use personal information. We hold your child's information on the basis of our legitimate interests as a sports club providing a structured swimming programme. These include: running a safe and well-organised training programme; monitoring attendance as part of our duty of care; ensuring training is appropriate for each swimmer's age and ability; and planning and improving the quality of coaching.

We have assessed that these purposes are fair and proportionate, and that they do not override the rights of your child.

7. How Long Do We Keep This Information?

We keep your child's information for as long as they are an active member of your club. After a swimmer leaves, their information is retained for 7 years in line with standard safeguarding and record-keeping obligations for sports organisations in the United Kingdom, after which it is deleted.

If you would like your child's information removed earlier, please contact your club administrator.

8. Keeping Information Safe

The Swim Squad platform protects your child's information through: a closed, invitation-only system accessible only to authorised coaches with verified accounts; encrypted connections for all data in transit; a secure, managed database; and no public accessibility of swimmer information.

9. Your Rights — and Your Child's Rights

Right to be informed — you have the right to know what information is held, which this notice explains
Right of access — you can request a copy of all information held about your child, provided within one calendar month
Right to rectification — if any information is wrong, you can ask us to correct it
Right to erasure — you can ask us to delete your child's information (unless retention is legally required)
Right to restrict processing — you can ask us to limit how we use your child's information
Right to object — you can object to us using your child's information where we rely on legitimate interests

To exercise any of these rights, contact your club administrator or reach Swim Squad directly at admin@swimsquadapp.co.uk. We will respond within one calendar month at no charge.

If you are not satisfied

You can complain to the Information Commissioner's Office (ICO):
Website: ico.org.uk
Telephone: 0303 123 1113
Post: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

10. Changes to This Notice

We may update this notice from time to time. Your club administrator will let you know if significant changes are made to how your child's information is used.

11. Contact

Josh Montgomery — Swim Squad
admin@swimsquadapp.co.uk

For questions specific to how your club manages its data, please contact your club's administrator directly.