Your swimming data is personal. We treat it that way.

Effective date: 2 September 2026

1. Who we are

SwimZelo is owned and operated by BPS Designs Limited (“BPS Designs”, “we”, “us” or “our”), a company registered in England and Wales under company number 05360014.

Email:
Telephone: 01695 302040

2. Who this notice applies to

This notice applies to the SwimZelo website, web app and mobile apps. SwimZelo is a companion service for swimmers and families whose clubs use SwimClub Manager. An active SwimClub Manager account is required to sign in.

Depending on the context, BPS Designs may act as a data controller for account security, app operation and support information, and as a processor for swimming information managed by a SwimClub Manager customer. Your swimming club or organisation may also be a controller of that information. If you need a club-managed record corrected, contacting the club is usually the quickest route.

3. Information SwimZelo handles

Account and sign-in information

We use your existing SwimClub Manager username to identify your account. Your password and, when enabled, six-digit two-factor authentication code are transmitted securely to the authentication service only to verify your sign-in. The app does not save your password or two-factor code. A revocable session credential is stored in protected browser storage or the secure storage provided by your mobile device.

Device and session information

When you sign in, the service receives a limited device description, platform, app version and build number. Servers may also process network information such as IP address, request time and response status. We use this information to create and protect sessions, troubleshoot faults and keep the service reliable.

Swimming and profile information

SwimZelo downloads only the information needed to provide its features: account and swimmer identifiers, swimmer display name, club name, meet names, venues and dates, swim events, results, positions, licence indicators, disqualification details and split times. The app uses this information to show history, personal bests, progress and privacy-reduced club rankings.

Information kept only on your device

Private targets, theme choices, app-lock settings, filters and other app preferences are stored locally. Previously synchronised swimming data is also cached locally so that it remains available offline. Private targets are not uploaded to SwimZelo or included in rankings.

Support communications

If you contact us, we process the contact details and information you provide so we can investigate and respond. Please never send us your password or a two-factor authentication code.

4. How we use information

• To authenticate your account and keep your session secure.
• To synchronise and display the swimming information available to your account.
• To provide offline access, personal-best history, progress, targets and rankings.
• To diagnose problems, prevent abuse and maintain the security and reliability of the service.
• To answer support, privacy and legal enquiries.
• To meet legal and regulatory obligations.

5. Our lawful bases

Under UK data protection law, we rely on the performance of a contract where processing is necessary to provide SwimZelo and the connected SwimClub Manager service. We rely on legitimate interests to secure, operate and improve the service and to respond to support requests, provided those interests are not overridden by your rights. We process information where necessary to comply with legal obligations and rely on consent where the law requires it.

6. Sharing and disclosures

We do not sell personal data. We may use carefully selected service providers for hosting, infrastructure, security and customer support. They may process information only for the service they provide to us and under appropriate contractual safeguards. We may also disclose information where required by law, to protect users or the service, or as part of a business reorganisation subject to suitable confidentiality protections.

Personal-best sharing is initiated by you through your device’s share controls. The default summary excludes swimmer identity, but you should check the content and destination before sharing.

7. Rankings

Club rankings are designed to reduce exposure of other swimmers’ identities. Competitor rows are anonymous, small cohorts are suppressed, and the feature is not a public social profile. Your private targets are never included.

8. Storage and retention

Local app data remains on your device until you sign out, remove the app or clear its storage. Signing out removes the cached swimmer information associated with that session from the device. Information held by SwimClub Manager remains subject to the club’s account, its instructions and the applicable SwimClub Manager privacy policy.

We retain server-side session, security and support records only for as long as needed for the purpose collected, to protect the service, resolve disputes and meet legal obligations. Retention periods vary according to the type of record and the relevant customer relationship.

9. International transfers

Where a supplier processes personal data outside the United Kingdom or European Economic Area, we use an available legal safeguard such as an adequacy regulation or approved contractual clauses, together with appropriate security measures.

10. Security

We use technical and organisational measures designed to protect personal data, including encrypted network connections, short-lived access credentials, revocable sessions and secure platform storage on supported devices. No internet service can guarantee absolute security, so keep your account credentials private and contact us promptly if you suspect unauthorised access.

11. Children and family accounts

Swimming information may relate to children. Access is provided through an authorised SwimClub Manager account and may be managed by a club, parent or guardian. We do not use children’s information for advertising or to create public social profiles. Parents and guardians can contact the relevant club or us with questions about access or data rights.

12. Your rights

Depending on the circumstances, you may have the right to access, correct, erase or restrict the use of personal data, object to processing, receive portable data, or withdraw consent. These rights are not absolute and may depend on whether BPS Designs or your club controls the relevant information.

To exercise a right, email . We may need to verify your identity and may refer a request to your club where it controls the record. You can also complain to the UK Information Commissioner’s Office at ico.org.uk.

13. Website cookies and local storage

The public marketing website does not use advertising cookies. The SwimZelo web app uses storage that is necessary to keep you signed in securely, remember preferences and make synchronised data available offline. You can remove this data using your browser controls, although doing so may sign you out and remove offline data.

14. Changes to this notice

We may update this notice when SwimZelo, its suppliers or legal requirements change. The effective date at the top shows when the current version took effect. Material changes will be highlighted through the website or app where appropriate.