Privacy Policy

Who we are

On The Top! (“we”, “us”) provides a software platform that swim-coaching staff use to plan training, write workouts, and track their swimmers. Coaches are our account holders; swimmers and parents do not create accounts.

Information we collect

• Coach accounts: name, email address, an optional phone number, and a securely hashed password.
• Swimmer records entered by coaches:names, training group, times, test results, attendance, skill progress, and (optionally) the swimmer’s birth year. A full date of birth is stored only where a coach enters one for meet entries, whose age rules turn on the exact day. Swimmers and parents do not log in; this data is entered and controlled by the coaching staff.
• Content you create: workouts, season plans, comments, uploaded practice images, and team branding.
• Technical data: basic logs needed to operate and secure the service.

Children’s data

Coaches may record information about swimmers who are minors. That data is entered by the team, used only to deliver the coaching features to that team, kept isolated to that team, never used for advertising, and never sold. The platform is built to hold the minimum: no swimmer accounts, no swimmer logins, and no swimmer contact information is requested by the product. For age, everyday coaching uses a birth year; a full date of birth is stored only when a coach enters it for meet entries, and is used only to compute ages for meets. Coaches are responsible for holding the parental or organizational consents their program needs before entering swimmer information.

How we use information

To provide and secure the service, operate coach accounts, and support the people using it. We do not sell personal information and do not use it for third-party advertising.

How it’s stored and shared

Data is stored with infrastructure providers we use to run the service (for example, database and application hosting, and email delivery). Each team’s data is isolated from every other team’s. Providers process data on our behalf under their own terms; we do not otherwise share personal information except as required by law.

Two features send content outside that set on purpose, and only when a coach asks them to. Choosing “Read the sheet” on a handwritten workout upload — or the photo option on a dryland import — sends that photograph to Anthropic’s API to be transcribed into text. Only the image is sent — no swimmer records, no roster, nothing else about the team — and nothing is sent unless a coach presses the button. Uploading a photo without pressing Read sends it nowhere.

Separately, a head coach may opt their team into helping improve the reading engine (“Help improve the engine” on the team’s Home page — off by default). While it’s on, the team’s workout notation — practice text only, never names, swimmer records, or photographs — may be included in the anonymized corpus used to test and improve the engine. Turning it off stops anything further from being included.

Retention & your choices

We keep data for as long as an account is active. A head coach can edit or remove swimmers and team data, and can request deletion of their team’s account and data by contacting us.

Security

Passwords are hashed, access is scoped per coach and per group, and the database is backed up regularly. No system is perfectly secure, but we take reasonable measures to protect your data.

Contact

Questions about this policy or your data: headcoach@onthetopswim.com.