Effective 8/16/26
Privacy Policy
This Privacy Policy explains how SwimFolio LLC collects, uses, shares, and protects information when people visit the website, try the public demo, contact SwimFolio, or use the SwimFolio service. By using SwimFolio, you agree to the practices described in this Policy.
Most swimmer and report information is entered and controlled by the swim school, camp, or aquatic organization using SwimFolio. That organization is normally the first place to contact about a swimmer's record.
Information We Collect
SwimFolio stores organization information, staff names, usernames, email addresses, roles, account settings, logos, curriculum settings, sessions, groups, and billing contacts.
Organizations may store swimmer or camper IDs, names, levels, sessions, groups, active status, instructor assignments, skill checklists, comments, notes, completion status, reporting batches, published reports, and report history.
SwimFolio also processes import previews, duplicate-resolution choices, missing-information lists, login and security events, IP addresses, browser or device information provided by standard web requests, audit records, support requests, and billing records.
Public Demo and Sales Leads
Before someone enters the public demo, SwimFolio asks for their name, email address, and company or organization type. SwimFolio stores those details as a sales lead. Authorized Platform Owners can view the lead list and may contact the person about their demo request, answer questions, or discuss whether SwimFolio may be a fit for their organization.
SwimFolio also uses these details to grant demo access, prevent duplicate or abusive submissions, understand who is interested in the service, and improve sales follow-up. SwimFolio does not sell this information.
The sample organization, reports, edits, and other activity created inside the public demo remain in that browser's local storage and are not added to a real customer workspace. The name, email address, and organization type submitted at the demo access form are sent to SwimFolio and stored separately from that local demo workspace.
How We Use Information
SwimFolio uses information to operate organization workspaces, manage accounts and permissions, import rosters, assign instructors, customize curriculum, create and publish reports, provide family access, print reports, show program insights, process payments, provide support, prevent misuse, and comply with legal obligations.
SwimFolio does not sell swimmer or report information for money and does not use swimmer report content for targeted or behavioral advertising.
Children's Information
SwimFolio is intended for organizations and authorized adult staff. Children do not create SwimFolio accounts or directly submit information through a child account.
Organizations are responsible for providing required notices and obtaining any parent or guardian consent or other lawful authorization needed before entering information about a child.
Family Report Access
Families do not need a staff account. They use the organization's family portal, the swimmer's ID or Camp ID, and the swimmer's last name. A successful lookup returns only that swimmer's published reports, including published history.
Family lookup attempts may be limited and logged for security. Families should protect swimmer IDs and use the portal only for swimmers they are authorized to access.
Automated Features
When an Instructor requests automated comment drafting, SwimFolio sends the service provider the skill the swimmer is doing well, the skill being worked on, and applicable pronoun guidance. The swimmer's name and ID are not intentionally included with those skill notes. The Instructor chooses whether to use or edit the draft.
When a Director or Administrator runs Gold automated review, SwimFolio sends the enabled review criteria and report information needed for the check. Known swimmer and staff names and the swimmer ID are replaced in the report comment before the automated writing check. The review may approve or return a submitted report, but it cannot publish it.
Payments
Stripe processes payment details. SwimFolio does not receive or store complete card or bank-account numbers. SwimFolio stores the plan, billing status, billing periods, published-report usage, invoices, credits, payment status, and Stripe identifiers needed to administer billing.
Stripe receives organization-level billing information and usage quantities. SwimFolio does not send Stripe swimmer names, report comments, checked skills, or report content for billing.
Service Providers
SwimFolio uses third-party providers to operate the Service, including Cloudflare for hosting, database, storage, security, and network delivery; Stripe for billing; Resend for transactional email; and OpenAI for enabled automated features.
SwimFolio may also disclose information when required by law, needed to protect users or the Service, shared with professional advisers under confidentiality duties, or connected to a merger, financing, acquisition, or sale of the business.
Data Retention and Deletion
SwimFolio keeps information for as long as reasonably necessary to provide the Service, follow authorized organization instructions, maintain security, reconcile billing, resolve disputes, and comply with legal obligations.
Demo sales leads are kept only as long as reasonably needed for sales follow-up, security, recordkeeping, or legal obligations. A person may ask SwimFolio to delete their demo lead by using the contact page or emailing the privacy address below.
When an organization cancels, SwimFolio will handle its information according to the approved cancellation and deletion process. Some billing, tax, security, audit, backup, and legal records may be retained after other customer information is deleted.
Privacy Choices and Requests
Depending on where you live, you may have rights to request access, correction, deletion, or a copy of personal information. A person who submitted the public demo form may ask about or request deletion of that sales lead. For swimmer or report information, contact the responsible organization first.
Privacy and security questions may also be sent to support@myswimfolio.com. Do not send passwords or sensitive swimmer details through ordinary email. SwimFolio may verify identity, authority, and the organization relationship before completing a request.
Cookies and Similar Technologies
SwimFolio uses necessary session, security, and browser-storage technologies to keep users signed in, protect accounts, remember public demo access, save the local demo workspace, and operate requested features. SwimFolio does not use swimmer report content for advertising.
Changes to This Policy
SwimFolio may update this Policy from time to time. Paying customers will be notified through the email address on record when a material change is made.
Contact
SwimFolio LLC
New Jersey, United States
Support and privacy: support@myswimfolio.com