Swim Champs Race Team
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Privacy Policy

How Swim Champs handles member and visitor data.

Heads up: These terms are based on common defaults for masters swim clubs. Swim Champs has not yet had these reviewed by counsel. Use of this site implies your acceptance, but the board retains the right to update terms with notice. Last reviewed: April 2026.

What we collect

  • Account data: name, email, hashed password.
  • Profile data: bio, photos, school history, certifications, and other fields members choose to share.
  • Newsletter signups: email address and opt-in metadata.
  • Contact form submissions: name, email, message body, and the page that referred you.
  • Pool digest preferences: if you opt in, your facility preferences and email address.

How we use it

  • Operate the club: practice scheduling, member directory, board governance.
  • Send communications (member announcements, pool digest if opted in).
  • Display the public member directory based on each swimmer's chosen visibility tier.

Sharing

We share specific data with these subprocessors strictly to operate the site:

  • Anthropic — for AI bio generation when an admin or member requests one. Profile fields are sent to Claude; the response is reviewed before publication.
  • Resend — to deliver outbound email.
  • Cloudflare R2 — for media file storage (photos, video thumbnails).
  • YouTube — when fetching public video metadata for the tutorial library; we do not share member data with YouTube.

We do not sell, rent, or trade member data. We do not use third-party advertising or analytics trackers.

Retention

  • Account and profile data is retained while membership is active.
  • Outbound communications and contact-form messages are archived for up to three years.
  • You can request deletion via our contact form.

Your rights

You may request a copy of your data, correction of inaccuracies, or deletion of your account. Submit requests via the contact form. We respond within a reasonable time, typically within 30 days.

Children's data (COPPA)

Swim Champs is a masters (adult) swim club. We do not knowingly collect data from children under 13. If you believe a minor has submitted data to us, contact us and we will remove it.

Changes to this policy

The board may update this policy with notice posted to the homepage and emailed to active members.