Privacy Policy

Welcome to PoolMeet (“we,” “our,” or “us”). PoolMeet is a swimming competition management platform designed to help organizers manage swimming meets, swimmer registrations, club entries, event schedules, heat sheets, race results, and certificates. This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you access our website, use our software, register for a swimming competition, or interact with our services. By accessing or using PoolMeet, you acknowledge that you have read this Privacy Policy. Where applicable law requires consent, we will obtain the necessary consent before processing your personal information.

Depending on how you use PoolMeet, we may collect the following categories of information: 2.1 Personal Information: • Full name of swimmers, coaches, club representatives, and authorized users. • Date of birth and age group, where required for competition eligibility. • Gender, where required for event registration and competition organization. • Email address and contact information. • Club, district, association, or federation affiliation. • Account login credentials and account-related information. 2.2 Competition Information: • Swimming meet registration and entry details. • Individual and relay event selections. • Heat numbers, lane assignments, and start lists. • Race timings, rankings, disqualification records, and competition results. • Merit, participation, and relay certificate information. • Competition-related reports and performance history. 2.3 Technical Information: • When you access PoolMeet, we may collect technical information such as IP address, browser type, device information, operating system, access timestamps, and security logs. • Cookies and similar technologies may be used to maintain sessions, improve functionality, analyze website usage, and protect accounts. 2.4 Payment Information: • If paid services or online payments are offered, payment-related information may be processed to complete transactions. Payments may be handled by third-party payment service providers. • We do not intend to store full payment card details on PoolMeet servers unless a specifically disclosed and appropriately secured payment arrangement requires it.

We may use personal information for the following purposes: • Creating and managing user accounts. • Registering swimmers and clubs for competitions. • Verifying swimmer eligibility and age-group classifications. • Managing meet entries, events, heats, and lane assignments. • Processing race timing information and calculating results. • Publishing competition results and rankings as authorized by the organizer. • Generating and distributing certificates. • Sending registration confirmations, event notifications, and service-related emails. • Providing customer support and technical assistance. • Processing subscriptions and payments, where applicable. • Detecting fraud, preventing unauthorized access, and maintaining platform security. • Improving our software, functionality, and user experience. • Complying with applicable laws and responding to lawful requests. We will not use personal information for purposes incompatible with the purposes described in this Policy without an appropriate legal basis or required consent.

PoolMeet may process information relating to children and minors because swimming competitions frequently involve junior age groups. Where required by applicable law, a parent or legal guardian must provide consent for the collection and processing of a child's personal information. Competition organizers, clubs, and other authorized representatives must ensure that the required permissions have been obtained before submitting information about minors. We ask users not to submit unnecessary personal information about children. We do not knowingly use children's personal information for targeted advertising. If we discover that personal information has been collected unlawfully, we will take appropriate steps to address the issue, which may include restricting access or deleting the information where required by law. Parents or legal guardians may contact us to request access to, correction of, or deletion of a child's personal information, subject to applicable legal requirements and legitimate competition-record obligations.

Swimming competitions may require the publication of results for transparency, rankings, recognition, and recordkeeping. Depending on the competition settings and the organizer's instructions, the following information may be made available to participants, clubs, spectators, or the public: • Swimmer name. • Club or team name. • Age group and event category. • Event participation, heat, and lane information. • Finishing time, position, and competition result. • Relay team results and awards. PoolMeet processes and displays competition information according to the applicable configuration, the organizer's instructions, and relevant legal requirements. Users and organizers should avoid including unnecessary personal information in public result pages or downloadable reports.

PoolMeet does not sell personal information to third parties. We may share relevant information in the following circumstances: 6.1 Competition Organizers: Meet organizers, swimming clubs, associations, and authorized administrators may access information necessary to organize competitions, verify entries, manage results, and issue certificates. 6.2 Service Providers: We may engage trusted service providers for hosting, infrastructure, email delivery, security, payment processing, maintenance, and other operational services. These providers may process information only as permitted by applicable arrangements and law. 6.3 Authorized Participants and the Public: Competition information may be shared with swimmers, clubs, officials, or the public when necessary for meet administration or when results have been designated for publication. 6.4 Legal and Security Requirements: We may disclose information when required by applicable law, a valid legal process, or a lawful request from a competent authority. We may also disclose information when reasonably necessary to protect the rights, security, and integrity of PoolMeet, its users, or other persons. 6.5 Business Transfers: If PoolMeet or its relevant business assets are involved in a merger, acquisition, restructuring, or transfer, personal information may be transferred subject to applicable legal requirements and appropriate safeguards.

We use reasonable technical and organizational safeguards designed to protect personal information against unauthorized access, alteration, disclosure, loss, or destruction. Depending on the system configuration, these safeguards may include access controls, authentication, encrypted connections, backups, security monitoring, and restricted administrative permissions. However, no website, online service, or electronic storage system can guarantee absolute security. Users must protect their login credentials and notify us if they suspect unauthorized access to their accounts.

We retain personal information for as long as reasonably necessary to provide our services, administer competitions, maintain results and certificates, resolve disputes, meet contractual obligations, and comply with applicable laws. Competition records may need to be retained for historical results, official records, or verification purposes. When information is no longer required, we will take reasonable steps to delete it, anonymize it, or securely dispose of it, subject to applicable retention requirements.

PoolMeet may use cookies or similar technologies to: • Maintain login sessions. • Support essential website functions. • Remember user preferences. • Protect against suspicious activity. • Understand website usage, where analytics tools are enabled. You can manage cookies through your browser settings. Disabling certain cookies may affect login sessions or other website functionality. Where legally required, we will request consent before using non-essential cookies or similar technologies.

PoolMeet may integrate with or link to third-party services, such as payment providers, email services, hosting platforms, or external timing systems. These third parties may have their own privacy policies and data-handling practices. PoolMeet is not responsible for the independent privacy practices of third parties, except to the extent required by applicable law or our contractual obligations. Users should review the relevant third-party privacy policies before using those services.

If PoolMeet supports integrations with electronic timing equipment, timing gateways, or external competition-management systems, information such as swimmer identifiers, lane assignments, event numbers, timing data, and race results may be exchanged with those systems. The information exchanged will depend on the integration and its configuration. Users and organizers should ensure that external systems are authorized and appropriately secured. Any third-party system will also be subject to its applicable terms and privacy practices.

Subject to applicable law, you may have the right to: • Request access to your personal information. • Request correction of inaccurate or incomplete information. • Request deletion of personal information where legally permitted. • Withdraw consent where processing is based on consent. • Request information about how your personal information is processed. • Raise an objection or grievance concerning the handling of your information. • Exercise applicable rights on behalf of a child through a parent or legal guardian. Some requests may be limited where information must be retained for legitimate competition records, legal compliance, security, or dispute resolution. To exercise your rights, contact us using the details in the Contact Information section below.

PoolMeet intends to handle personal information in accordance with applicable data protection and privacy laws. For users in India, relevant legislation may include the Digital Personal Data Protection Act, 2023, and applicable rules, notifications, and other laws in force from time to time. The application of particular legal requirements depends on the circumstances, the services provided, and the applicable commencement and compliance provisions. Where required by law, PoolMeet will provide additional notices, obtain consent, support applicable data principal rights, and implement appropriate safeguards.

Depending on our hosting infrastructure and service providers, personal information may be processed or stored in locations outside your state or country. Where international transfers occur, we will apply the safeguards and comply with the transfer restrictions required by applicable law.

We may update this Privacy Policy from time to time to reflect changes in our software, business operations, legal obligations, or data-handling practices. Updated versions will be published on this page with a revised effective date. Where required by law, we will provide additional notice or obtain consent for material changes. We encourage users and competition organizers to review this Policy periodically.

For privacy-related questions, data access or correction requests, deletion requests, or concerns about the handling of personal information, please contact PoolMeet. Please include sufficient information to help us identify your request. We may need to verify your identity or authority before processing certain requests.