Bellwoods Labs Inc. (“Bellwoods,” “we,” “us,” or “our”) operates Swim Sonar. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information.
1. Information We Collect
We collect information from participating clubs and users, as well as technical information needed to operate the service:
Information from Clubs: We receive club rosters, associated dates of birth, parent or guardian email addresses, training group assignments, entries, and other information participating clubs provide to us. We also display meet results and qualifying standards from information provided by clubs or other sources.
Information from Users: We collect your email address for authentication. We also collect verification data strictly for the purpose of matching users to their club roster. Swim Sonar does not accept photos or any other content you upload.
Technical and Usage Information: We collect limited information about how people use Swim Sonar, such as feature views and taps, to operate, understand, and improve the service. We also automatically collect standard diagnostic data, device information, IP addresses, and sign-in session logs to secure and troubleshoot the application.
2. How We Use Information
We use the collected information to:
Provide, operate, and maintain the Swim Sonar service.
Authenticate users and securely match them to their authorized club profiles.
Display swimmer progress, personal bests, and club results.
Communicate administrative notices, authentication codes, and security alerts.
Send meet and personal-best notifications you choose to receive.
Understand how features are used and improve the service.
Produce aggregate statistics that identify no club, family, or swimmer.
Maintain an audit trail of parental consent for minor accounts.
Prevent fraud, abuse, and unauthorized access.
3. How We Share Information
We do not sell personal information, build marketing profiles, or run third-party advertising. Swim Sonar may be supported by sponsors. Sponsors never receive personal information. We do not use this information for advertising or to track people across other companies’ apps or websites. Information is shared only as follows:
Within the Club: Swim Sonar makes swimmer names, age groups, and race results visible to authorized families, coaches, and club administrators in the same club. This mirrors the distribution of standard club meet results. Full dates of birth and contact information are not displayed to other families.
Service Providers: We engage trusted third-party vendors (for hosting, email delivery, data storage, and automated document processing) to operate Swim Sonar. These providers are bound by strict confidentiality obligations and are authorized to use personal data only as necessary to provide services to us.
Legal Compliance: We may disclose information if required to do so by law or in response to valid requests by public authorities.
4. Children’s Privacy
Swim Sonar is designed to process data of minors safely. We do not permit public sign-ups. Access for a minor is only granted if their email is provisioned by their club or explicitly invited and verified by a parent or legal guardian already authenticated within the club’s system. We rely on the parent, guardian, or club to provide consent for the processing of a minor’s data.
5. Data Retention and Deletion
User Data: We retain your account information (your email address) as long as your account is active. You may delete your account at any time within the application, which immediately removes your access and profile data.
Information Provided by Clubs: We retain club rosters and associated dates of birth, parent or guardian email addresses, and other information a club provides while our agreement with that club is active. Upon its request or the termination of that agreement, we delete the information it provided. Your club controls the roster, contact and meet information it provides to Swim Sonar; requests to correct it go to your club.
Backups: Deleted data will be permanently purged from our secure backups within 30 days of the deletion request.
Feature usage: Usage records linked to your account are kept for up to 90 days, then combined into aggregate statistics without account identity. Deleting your account removes usage records linked to your account.
Consent records: When a parent or guardian invites a swimmer or another adult, we keep a record of that invitation — the inviting address, the invited address, the wording they agreed to and when. This record is retained after the inviting account is deleted, because it is the evidence that a minor's account was approved by a parent or guardian. It is used for no other purpose. If the parent creates an account at the same address again, they see their invitations again.
Unused invitations: Deleting an account withdraws any invitation that person sent which nobody has signed in on yet. Anyone who had already signed in keeps their access.
Anonymization: Other records that must survive an account's deletion (a club's roster provenance, activity logs) are de-identified rather than deleted.
6. Security and International Transfers
We implement commercially reasonable technical and organizational measures to protect personal information from unauthorized access, loss, or misuse. In the event of a data breach affecting your information, we will notify you and the relevant club promptly, as required by law. Personal information may be stored and processed in Canada, the United States, or other jurisdictions where our service providers operate, and may be subject to access by law enforcement in those jurisdictions.
7. Your Rights
Under applicable Canadian privacy laws, including PIPEDA, you have the right to request access to the personal information we hold about you and to request corrections or deletions.
Account Data: You may manage or delete your user account directly within the application.
Club-Provided Information: Requests to correct or delete information supplied by your club, including rosters and associated dates of birth, should be directed to your club administrator. For questions about results or standards displayed by Swim Sonar, use the contact form below.
8. Contact Us
For questions or concerns regarding this Privacy Policy or our data practices, please contact our Privacy Officer using the .