In short
- Your club owns and controls its operational records: its members, families, attendance, finance, entries, forms and files.
- SwimNexus provides the software and normally processes those records on your behalf and on your instructions.
- SwimNexus owns its software, platform, designs and documentation.
- You can have your records in a usable form, and you can leave.
1. Your club's records
The information your club puts into SwimNexus, and the information that comes from your members and families through the products, belongs to and is controlled by your club. SwimNexus does not claim ownership of it, does not sell it, does not use it for advertising, and does not use it to train artificial-intelligence models.
2. Controller and processor
| Information | SwimNexus's role |
|---|---|
| Your club's operational records in SwimClubOS, and a meet host's records in SwimMeetOS | Processor. Your club or meet host is the controller and decides why and how the information is used. SwimNexus follows your documented instructions under the Data Processing Agreement. |
| SwimNexus's own records: your account and contract, signing evidence, support and complaint correspondence, security logs, and the SwimNexus website | Controller. See the Privacy Policy. |
If a member or parent asks SwimNexus about club records, we pass the request to the club.
3. What SwimNexus owns
Lewis Plume trading as SwimNexus keeps the intellectual property in the SwimNexus software, platform, designs, documentation and improvements. Your licence lets you use them for your own swimming administration for the period of your agreement.
4. Access and permissions
Your owners and administrators decide who in your club can see what. SwimNexus can open your account only under the Provider Access Policy.
5. Portability and export
You can request a complete export from the document centre while your organisation is active. See the Customer Data Export and Exit Policy for the format, expiry and what is left out.
6. Termination, retention and deletion
When you leave, your active data is deleted following your instruction. Encrypted cloud backup copies may remain recoverable for up to 30 days and are not used. Signed agreements, signing certificates and the minimum audit records needed to evidence the contract and security are kept separately and are not member records.
7. Consistency
This page explains the Data Processing Agreement, the Free Pilot Agreement and the Privacy Policy and does not change them. If there is any difference, the signed agreement prevails. Questions: [email protected].
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.