In short
- You can ask for a complete export of your club's information at any time while your organisation is active, from the document centre. Do it before a trial ends.
- When access ends, SwimNexus follows the exit instruction you recorded: delete, or export and then delete.
- A free pilot does not turn into a paid subscription. When it ends, operational access stops.
- Deleting active data and expiry of backup copies are different things. Encrypted cloud backup copies may remain recoverable for up to 30 days after deletion. They are not used for anything and are not restored into live use.
- We show "deleted" only when the active deletion steps have actually succeeded.
1. Four kinds of information
| Kind | Examples | What happens on exit |
|---|---|---|
| Active operational data | Your club's database and private file storage in SwimClubOS | Deleted by the deletion steps after the exit instruction is carried out. Status is recorded step by step. |
| Residual backup data | Encrypted offsite backup copies | Put beyond ordinary use at once. Deleted cloud copies may remain recoverable for up to 30 days. Never used for ordinary processing and never restored into live use without first re-applying the deletion. |
| Contract and audit records | Signed agreements, signing certificates, provider-access history, deletion records | Kept, because they evidence the contract, security and your instructions. They are not member records. |
| Legal retention | Records SwimNexus must keep by law, such as accounting records for any fees charged | Kept for the period the law requires, and no longer. |
2. Requesting an export
- An owner or administrator can request an export in the document centre. It runs in the background so that it does not slow other clubs, and shows progress or a clear failure message.
- The export is a ZIP file with a manifest. It contains tables as CSV files, linked records such as families and swimmers as JSON, your uploaded files in their original formats, and your agreement records. The manifest lists every dataset and says what was left out and why (for example sign-in tokens and credentials, which are not your records).
- The download needs you to be signed in as an owner or administrator. There is no public link, and the file is not sent by email. Downloads are recorded.
- An export is kept for 7 days and then securely deleted. You can request another while your organisation is active.
3. What happens in each situation
| Situation | What happens |
|---|---|
| A trial ends | Operational access stops at the recorded expiry time. If your instruction is "export then delete", SwimNexus prepares the export automatically. The exit steps then begin promptly. A trial never converts to a paid plan. |
| You terminate | Tell us in the document centre or by email. Operational access stops, the same exit steps follow, and you can choose export-then-delete or delete. |
| A subscription ends | SwimNexus has not yet offered a paid subscription. Any future subscription agreement will state its notice and exit terms, and this policy will apply to the data. |
| An organisation is suspended | Suspension closes operational access but does not delete anything. Contract records and the document centre stay available. Suspension is used for serious security or legal risk and is not a conversion to paid. |
| You ask for an export | See section 2. |
| You instruct deletion | Record it in the document centre or email [email protected]. If you have not already asked for an export, you are offered one first. SwimNexus then carries out the deletion steps. |
4. Status you will see
The document centre shows each step separately: access ended, export, deletion of active data, and backups. A step is shown as complete only when it succeeded. If a step fails, it is shown as failed with a reason, and SwimNexus follows it up. A backup copy is never described as purged unless it has actually been deleted.
5. Backups and restoring
Backups are encrypted before they leave the hosting computer and are held with Microsoft OneDrive and Google Drive. Deleted copies in those services may remain recoverable for up to 30 days. SwimNexus does not promise instant physical deletion from a backup that cannot be selectively purged. Backups of a terminated organisation are not used for any purpose, and a restore of a terminated organisation re-applies the deletion before anything is served.
6. Free pilots
For a free pilot the length is stated in the signed agreement and runs from activation. SwimNexus fees are £0, no payment method is held, and there is no automatic paid conversion. The recorded exit instruction applies. This policy is consistent with the Data Retention, Export and Exit Schedule in the agreement; if they differ, the signed agreement prevails.
7. Your responsibilities
You decide what to do with an export once you have it, including how to keep it secure and for how long. You remain the controller of those records.
SwimNexus is the trading name of Lewis Plume, a UK sole trader, 20 Talbot Close, Highbridge, Somerset, TA9 3AX, United Kingdom. Contact [email protected]. Customers' signed agreements prevail over this page.