What we store, and who can see it

What we store

• Your account: an account name, and for each member an email address, a display name, and a password that is stored only as a hash.
• Your swimmers: first name, optional last name, date of birth, and gender. The birthday and gender aren't decoration — age-group standards and qualifying cuts are wrong without them.
• Meets and swims: the meets you add and every time you log, with dates, course, session, notes and relay details.
• Reference data you add: team record boards and the qualifying standards for the meets you're chasing.
• Documents you import: a copy of each results sheet or sanction document you upload is retained, along with what was extracted from it.
• Sign-in attempts: the email address typed, whether it worked, and the IP address and browser used — even when that address matches no account here. Kept briefly in the server log, not in your account.
• How SwimSlate gets used: pages opened, buttons pressed and recordings of visits, collected by PostHog so we can see what to improve. Text inside the app is masked, but your name and email are attached so we can tell whose visit it was, and turning on Global Privacy Control in your browser limits what's collected.

Cookies

Seven, all set by SwimSlate itself. None of them follows you anywhere:

• Sign-in and security — one cookie keeps you signed in, and one protects the forms you submit from being forged by another site. Without these, signing in doesn't work.
• What you were looking at — which swimmer and which course you last had selected, so the app opens where you left it.
• How you like it — light or dark, and your browser's time zone offset so "today" means your today rather than the server's.
• What you've said no to — that you dismissed the suggestion to add SwimSlate to your home screen, so it stops asking.

One more can turn up, and only on the three pages you can use before signing in — sign in, create an account, and forgot password. Those carry Cloudflare's bot check, which is what stops a script sitting there guessing passwords or creating accounts by the thousand. It works quietly and normally shows you nothing at all — if it isn't sure about your browser it asks you to tick a box, and that's the only time you'll know it was there — and it may set a short-lived cookie of its own while it decides. It's a security check rather than an advertising one: it doesn't identify you, and it isn't used to follow you from site to site.

PostHog sets no cookie; it keeps an identifier in your browser's local storage instead — and with Global Privacy Control on, it keeps nothing that outlives the tab you're using.

That's everything, ours and theirs. Every cookie is either necessary to sign you in, part of keeping the sign-in pages safe, or a preference you set yourself, so there's no consent banner to click past. Clearing them signs you out and forgets your preferences; it loses no data.

Who can see it

The members of your account, and nobody else using SwimSlate. Every record belongs to exactly one account, and every query the app makes is filtered by that account — so another account cannot reach your data even by guessing a URL.

We hold the administrative access that operating a service requires, and use it to keep SwimSlate running and to answer you when something goes wrong. Two places where that access is routine rather than exceptional, and worth stating plainly:

• Documents you import for extraction are retained and can be read by us, which is how we diagnose an import that came out wrong.
• Our servers keep the ordinary record of page requests, sign-in attempts and errors.

We never sell your times, never share them with another account, never publish them, and never use them to build a ranking. We don't hand your data to anyone else except the service providers named below, and we would disclose it to authorities only if the law actually required it.

Service providers

A short list, and we keep it short deliberately. Each one sees only what its job needs:

• Anthropic (Claude) — when you import a results sheet or a sanction document, that document's contents are sent to Anthropic's API to be read. Nothing else is, and it happens only when you upload something. Anthropic does not use data submitted through its API to train its models.
• Postmark — sends the handful of transactional emails: invitations, password resets, confirming a change of sign-in address, and a welcome message when you first create or join an account. No newsletters, no announcements.
• Cloudflare — carries traffic between your browser and our servers, and runs the bot check on the sign-in pages.
• PostHog — product analytics, as described above.

How it's kept

SwimSlate runs on infrastructure we operate and control, and the data is backed up regularly. Traffic between your browser and us is encrypted in transit, passwords are stored only as hashes and never in a form anyone can read back, and each account's records are isolated from every other account at the point every query is made.

We keep your data for as long as your account is open, and only as long as it stays useful to you — see below for getting it back or having it removed.

Children's information

Accounts are created and controlled by a parent or guardian. A swimmer's record holds a name, a birthday, a gender and swim times — what's needed to grade a race — and nothing more. A swimmer 13 or older can be invited to a sign-in of their own by the adult who runs the account; younger swimmers are tracked on a parent's account, which is the normal arrangement and works exactly as well. See Terms.

Getting your data back, or deleting it

Every swim you've logged exports to CSV from inside the app, at any time, without asking anyone. To have an account and everything in it deleted, write to [email protected] from an address on the account and we'll remove it.

Changes, and how to reach us

If this page changes in a way that matters, we'll tell account holders rather than leave you to notice. Anything unclear — or anything you'd rather we didn't keep — goes to [email protected], and a person answers.