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, or imports a roster file that carries one, and is used only 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.
• Support conversations: the messages and files you send us through Help, and the page you were on when you wrote.
• 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 or imports a roster file that carries it, 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.

A few features send content outside that set on purpose, and only when a coach uses them. Finn, the automated help, is described under Support conversations below. 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.

Support conversations

Where Finn is switched on, Help starts with Finn, an automated helper that answers questions about using the platform. What you write to Finn is sent to Anthropic’s API so Finn can answer. So are your first name, your team’s name and plan, your role (including the names of the groups you coach), and the page you’re on. Finn also sees the errors the app recorded while you were using it in the last day (what failed and on which page), so you don’t have to describe them. Finn doesn’t see your swimmers, workouts, plans, results or anything else in your team’s data, and files you attach are not sent to it. Please don’t paste swimmers’ details into a message to Finn. Finn tells you when a question needs a person.

When a question needs a person, Finn offers to pass the conversation to Support and shows you the summary it will send. Nothing goes to Support until you choose to send it. After that, a person at On The Top! answers. Support may use an AI assistant, also through Anthropic’s API, to read the conversation and the records it’s about (the practice, meet or page you wrote from) and work out what went wrong. Swimmers’ names are left out unless the problem can’t be found without them. A person approves every reply you get and every fix that’s made. The same applies when you write to Support without Finn. Either way, your messages and any files you attach are used only to answer you and sort out the problem.

If you reply to an email from Support, your reply is added to that conversation, as if you'd written it in Help. Replies are added only when they come from the email address on your account; anything else goes to Support's inbox.

A conversation, including the part with Finn, is visible to you and to the people who answer support for On The Top!, and to no one else, including other coaches on your team. Next to it, support sees your name, your team and role, and recent errors the app recorded while you were using it, so you don’t have to explain them. When the app records an error, Support’s AI assistant may read the error report (what failed, the page and the browser) to work out whether it needs fixing. Your name isn’t sent with it.

Files you attach, such as a meet file, a roster or a screenshot, may contain swimmers’ names or times. They are opened only by you and support, and used only for your question. Please send only what the question needs.

When a reply arrives after you’ve left the page, we tell you by email, and by a notification if you’ve turned those on.

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. Support conversations, and the files in them, are kept until the coach account that wrote them is deleted, and go with it. Deleted data leaves our backups within 30 days.

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.