SwimZen Privacy Policy

Who this policy covers

Coaches, team administrators, and other team staff have SwimZen accounts. Access to the SwimZen application is currently limited. Athlete and parent accounts are not yet supported. Teams use SwimZen to keep records about their athletes, and many of those athletes are minors.

Two kinds of information are involved, and they are controlled differently. Medley Labs decides how we use your account information, information about your visits to our websites, and anything you send us directly. For team records, including athlete records, the team decides what goes in, who can see it, and how long it stays. We store and process those records for the team and follow its instructions.

Notice at collection

The early access form on getswimzen.com asks for:

Your name and email address

So we can reply to you about early access.

Your team or program, your team type, your role, and your team size

So we can tell whether SwimZen fits your team and decide whom to invite first.

The software your team uses now, and a message (both optional)

So we understand how your team works today.

We delete form submissions after 365 days. The cleanup runs once a day, so a submission can remain for up to one additional day. Cloudflare keeps a recovery copy of the database for 7 days, so a deleted submission can stay in that copy for up to 7 days before it is gone. Please don't include information about swimmers or other children, health or financial details, or passwords in the form.

What SwimZen stores

Your account

Your name, email address, sign-in history, the teams you belong to and your role on each, your settings, and a profile photo if you add one. Our sign-in provider stores passwords only as one-way hashes, so no one at Medley Labs can read them. SwimZen no longer offers Google sign-in. If you signed in with Google before September 12, 2026, we still hold the name, email address, and profile picture link Google gave us.

Teams and staff

The team's name and code, its organization, staff names and roles, groups and subgroups, team settings, and season plans.

Athletes

Teams type these records in or import them from other team management software. Depending on what a team adds, an athlete record can include legal and preferred names, date of birth, sex as used for competition, school grade, USA Swimming member ID and LSC, training group, the athlete's email address and phone numbers, home address, parents' names, email addresses, and phone numbers, and notes written by staff.

Meets, practices, and results

Meet entries, declarations, results, times and splits, relays, best times, team records, time standards, practices, attendance, and season plans.

Scanned practices

When you use Scan & Auto Format Sets, the text, picture, or file you submit is read into sets and shown to you to review before anything is saved. We keep a count of your scans for the daily limit. We do not keep what you submitted.

Files and email

Meet, roster, and team files that a team imports or exports can contain any of the information above. When you email us, we keep your message and any attachments so we can help you.

SwimZen has no fields for medical records, payment card numbers, or government ID numbers. Please don't put that information in notes.

Device and technical information

When you use SwimZen, our servers and hosting providers receive your IP address, your browser or device type, operating system, app version, which pages and features you use, and when. From the IP address they can estimate your general location, such as a city. We use this to run SwimZen, keep it secure, and find and fix problems.

The iPhone and iPad app keeps a copy of your team's practices and related records on the device so you can keep working without a connection. That copy belongs to the account that is signed in, and it is erased when a different person signs in on the same device. Your device's backup settings decide whether the copy is included in device backups.

The app asks for access to your photo library only when you choose a profile photo or a picture of a practice to scan, and for your camera only when you take a picture of a practice to scan. It uploads only the picture you pick or take. You can turn either access off in your device's Settings and remove your profile photo in SwimZen. The app does not ask for your contacts, location, microphone, or health data, and it does not track you across other companies' apps or websites.

Analytics

getswimzen.com uses Cloudflare Web Analytics to count visits and measure page speed. It uses no cookies, and Cloudflare says it does not follow visitors from one website to another. The early access form uses Cloudflare Turnstile to tell people apart from bots. Turnstile looks at signals from your browser and connection, and it never sees what you type into the form.

The iPhone and iPad app contains no analytics tools. Apple may send us crash reports and TestFlight feedback, depending on the settings on your device.

How we use information

We use the information described above to:

• Run SwimZen and keep your team's records the same on the website and the apps.
• Sign you in and manage accounts, teams, and who can see what.
• Answer early access requests and support emails.
• Check that SwimZen works well and learn which features get used.
• Block bots and abuse, apply rate limits, and investigate security problems.
• Follow the law and protect people and the service.

Who we share information with

We share personal information with the companies that run parts of SwimZen for us, and we give each one only what it needs to do that job. Each handles the information under its own terms and privacy policy. They are:

Supabase

Sign-in, the database that holds account, team, and athlete records, storage for profile photos, and live updates such as a pace clock shared between devices.

Vercel

Hosting for swimzen.app, including counts of page views and page load times.

Cloudflare

Our domains and network protection; the sign-in gate in front of swimzen.app, which emails you a one-time code; hosting for getswimzen.com; storage for early access form submissions; Turnstile; and website analytics.

Resend

Sending sign-in codes, password emails, and staff invitations.

Anthropic

Reading the practices you choose to scan. When you use Scan & Auto Format Sets, what you submit for that scan (typed text, a picture, or a file) is sent to Anthropic's Claude API, which returns it as sets. Anthropic processes it under its commercial terms, which do not let it train models on it.

Google

The fonts in the practice editor on swimzen.app, which load from Google's servers when you open the editor, and Google Workspace, which receives email sent to our getswimzen.com addresses.

We may also share information with our lawyers and accountants; when the law requires it or it is needed to protect someone's safety or the service; or if Medley Labs is part of a merger, acquisition, financing, or sale of assets, in which case the other party must keep it confidential.

Sale, advertising, and AI

We do not sell personal information. We do not use it or share it for targeted advertising, including what California law calls cross-context behavioral advertising. SwimZen shows no ads and gives no athlete information to advertisers. SwimZen uses AI in one place: when you choose to scan a practice, we send what you submit to Anthropic (see above) to read it into sets, and you review the result before it is saved. We do not use account, team, athlete, or early access form information to train AI or machine-learning models, and Anthropic does not train on what we send it. One team's athlete records are never shown to another team.

Because we don't sell information or share it for advertising, there is nothing to opt out of, and browser signals such as Global Privacy Control don't change how SwimZen works.

Children and athlete records

SwimZen is for the adults who coach and run swim teams. It is not directed to children under 13, children cannot create accounts, and we do not knowingly collect information directly from children. Please don't send information about children through the early access form.

Teams do keep records about athletes who are minors. Each team is responsible for having the right to keep those records and for telling families about them. We use those records only to run SwimZen for that team. A parent or guardian who wants to see, correct, or delete a child's records should contact the team, or email us if the team can't help.

Keeping and deleting information

We keep account, team, and athlete information while the team uses SwimZen and needs its history, unless the team asks us to delete it sooner or the law requires us to keep something longer. When we delete information at someone's request, we remove it from our live systems. Any copies in our providers' backups are removed when those backups expire, unless the law requires us to keep them.

Early access form submissions are deleted after 365 days, as described in the notice at collection. The form's server uses your IP address only to run the Turnstile check and apply rate limits. It stores a one-way code made from your IP address, a secret key, and the date, and it never stores the IP address itself. Cloudflare may keep its own network and security logs for as long as its own policies allow.

To delete your account, open the SwimZen app on iPhone or iPad and go to Account, then Legal, then Delete account. You can also email [email protected]. We finish most requests within 30 days. If a team you own still needs its records, or the law requires us to keep something, we will tell you what we need to keep and when we expect to finish. We keep a short record that the deletion was requested and completed.

Your privacy choices

Depending on where you live, you may have the right to ask us to:

• Tell you whether we have personal information about you.
• Give you a copy of it.
• Correct it.
• Delete it.
• Stop using it, where we rely on your consent. This does not undo anything we did before you asked.

You can also remove your profile photo in SwimZen and turn off photo library and camera access in your device's Settings.

To make a request, email [email protected] with the subject Privacy Request. Tell us the email address the request is about and what you would like us to do. We may ask for information to confirm who you are, or that you are allowed to act for the person or team involved. We reply within 45 days, or sooner if the law where you live requires it.

Someone else can make a request on your behalf. We may ask them for your signed permission and check with you directly. If we turn down a request, you can appeal by emailing the same address with the subject Privacy Appeal, and we will reply within 60 days. We will not treat you differently for using any of these rights.

Security

We protect information with encrypted connections, encryption of stored data by our providers, hashed passwords, database rules that let a team's staff see only their own team's records, a small number of people with administrator access, bot screening, checks on what is submitted, and rate limits. No system is perfectly secure, so we cannot promise that information will never be accessed without permission.

To report a security problem, email [email protected]. If a security incident affects your personal information, we will tell you as the law requires.

Other details

Where SwimZen operates

Medley Labs runs SwimZen from the United States and offers it to teams in the United States. Our providers may process information in the United States and in other countries.

Other companies' services

App stores and other companies' websites and services have their own privacy policies. This policy covers only SwimZen.

Changes to this policy

If we change this policy, we will post the new version here and change the date at the top. If a change affects how we use information we already have, we will also tell you directly when the law requires it.

Contact us