Privacy Policy · Vortex Swimming Club

Last updated: 18 July 2026

This policy explains what personal information Vortex Swimming Club ("we", "us", "the Club") collects through the Vortex SC app, why we collect it, how we protect it, and the rights you and your child have. Because we work with children, we take particular care with young swimmers' data.

1. Who we are

Vortex Swimming Club, training at Hamad Aquatic Center. For any privacy question or request, contact the Club administrator at privacy@vortexswimmingclub.com.

2. Information we collect

Parent / guardian details: name, email address, phone number, and login credentials.
Swimmer details: name, date of birth, gender, and assigned squad.
Performance & training data: attendance, race results and personal bests, training plans, test sets, pace/zone data, body-composition (InBody) entries, and coaching video with split timings.
Uploaded documents: where you choose to provide them — birth certificate, identity document, and medical information.
Photos: a swimmer or member profile photo where you upload one.
App usage: basic technical data needed to run the app reliably.

3. Why we use it

To manage Club membership and squad rosters.
To plan, deliver and review coaching for each swimmer.
To keep parents informed (plans, attendance, results, messages, notices).
To keep swimmers safe, including holding emergency and medical information you provide.
To administer meets, results and Club communications.

4. Children's data & parental consent

Most swimmers are under 18. We only collect a child's information with the consent of a parent or legal guardian, given through the app's Parental Consent notice at sign-up. You may withdraw consent at any time (see section 8). Sensitive information (such as medical details or documents) is only stored if you choose to provide it.

5. How we store & protect it

Data is stored using our hosting providers Supabase (database & file storage) and Vercel (app hosting), who process it on our behalf. Access is limited to authorised Club staff for their coaching role. We use secure connections and account-based access controls, and we are actively strengthening database-level access rules so that families can only see their own information.

6. Who we share it with

We do not sell your data or share it for advertising. We share information only:

With Club coaches and administrators, for their coaching duties.
With our service providers (Supabase, Vercel) strictly to run the app.
With a competition body or authority where required to enter a swimmer into an event or where legally obliged.

7. How long we keep it

We keep membership and coaching data for as long as the swimmer is a member, and for a reasonable period afterwards for Club records. You can ask us to delete data sooner (see below), subject to any legal record-keeping obligations.

8. Your rights

Access the personal data we hold about you and your child.
Correct information that is wrong or out of date.
Ask us to delete data or close the account.
Withdraw a consent you previously gave.
Ask us to stop using a photo.

To exercise any of these, email privacy@vortexswimmingclub.com. We will respond within a reasonable time.

9. Changes to this policy

We may update this policy as the app evolves. We will change the "last updated" date above and, for significant changes, notify parents in the app.

This document is provided as a plain-language policy for the Vortex SC app. It is not legal advice — please have it reviewed by a qualified professional before relying on it, and update the contact address and any local data-protection references to match your jurisdiction.

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