SwimBuddz Privacy Policy

1) Who We Are

SwimBuddz (“we”, “us”, “our”) runs a community for swimming meetups, training, and events.

Data Controller: Daniel Nwachukwu

Contact: contactugodaniels@gmail.com | +234 703 358 8400

2) What We Collect (and what’s optional)

• Required for membership/coordination: Name, WhatsApp contact/phone, preferred contact email.
• Swimming profile (optional but helpful): Stated level (beginner/intermediate/advanced), strokes you’re working on.
• Attendance & logistics: Session RSVPs, check-ins, cancellations.
• Performance data (optional): Times, technique notes and Scorecards if you opt in.
• Emergency contact (optional but recommended): Name & phone.
• Media (optional): Photos/videos captured at activities (see Section 5).
• Meta-data: Timestamps and message content in our groups (WhatsApp policies apply).

3) How We Use Your Information

• Organise activities: plan sessions, lane allocations, competitions, and challenges.
• Communications: send reminders, updates, safety notices, changes/cancellations.
• Membership administration: manage level groups and eligibility (e.g., Intermediate/Expert checks).
• Safety: respond to incidents and contact your emergency contact if needed.
• Scorecards (opt-in): provide personalised progress tracking; private to you and authorised admins.
• Community improvements: anonymised/aggregated stats (e.g., participation counts, PBs).
• We do not sell your data.

4) Our Grounds for Using Your Data (plain English)

• We need it to run the group (organising sessions, contacting you about changes).
• You consent to optional things like scorecards and media. You can withdraw consent anytime.
• Safety & legal obligations (e.g., responding to incidents or lawful requests).

5) Photos & Videos (Consent and Opt-Out)

• We’ll ask before close-ups or identifiable features. General group shots may occur at events.
• Your choices: tell an admin “no photos of me,” or use the tag “MEDIA OPT-OUT.”
• We will avoid featuring you and will remove content we control if you ask.

6) Scorecards & Performance Data

• Opt-in only.
• Accessible to you and authorised admins/coaches who maintain it.
• Group sharing is aggregated/anonymised unless you give explicit consent.

7) Children & Teens

• Children may join only where a session is designated for them.
• A parent/guardian must supervise unless a structured supervised session says otherwise.
• We collect only what’s needed to run the session; guardian contact required.

8) Data Sharing

Within SwimBuddz: Your name may appear on attendance lists/heat sheets.

Vendors/Processors (to run the group): WhatsApp (group chat, announcements), Google Workspace (Forms/Drive/Sheets) for registration, attendance, scorecards, and cloud storage providers used by admins.

We require any tools we use to implement reasonable security. We don’t share data for third-party marketing.

9) International Transfers

Some tools may store data outside Nigeria. We choose reputable services and use settings/measures intended to protect your data.

10) Security

• Access to member data is restricted to authorised admins on a need-to-know basis.
• We use reasonable technical/admin safeguards (device locks, limited sharing, least-privilege access).
• If we learn of a risk or breach affecting your data, we’ll take steps to limit harm and notify impacted members where appropriate.

11) Retention

• Active members: keep core contact + participation info while you’re active.
• Inactive members: we aim to delete or anonymise routine data within 12 months of inactivity.
• Scorecards (opt-in): kept while you participate; deleted on request or within 3 months after you leave.
• Emergency contacts: deleted when you leave or on request.
• Media: kept while relevant for community history unless you opt-out or ask us to remove where feasible.

12) Your Rights

• Access & correction: ask what we hold about you and to fix inaccuracies.
• Deletion: ask us to delete data we don’t need to keep.
• Objection/Restriction: ask us to stop certain uses (e.g., marketing-style broadcasts) or limit processing.
• Withdraw consent: for scorecards or media at any time.
• To exercise any right, email contactugodaniels@gmail.com.

13) Admin Access & Governance

A small number of admins maintain logistics (attendance, level groups, scorecards). All admins are expected to follow this policy; misuse can lead to admin removal.

14) Changes to This Policy

We may update this Policy from time to time. We’ll post updates and a summary of changes in the Announcements group.

15) Contact

Questions, concerns, or requests:

Daniel Nwachukwu — contactugodaniels@gmail.com | +234 703 358 8400