Brainzie Meetflow handles information about swimmers, and most of them are children. This explains exactly what we hold, who decides what happens to it, what is published where anyone can see it, and how to ask us to change or remove it.
The short version. Your club decides which swimmers to enter and what to tell us about them; we process that information on your club's instructions so the meet can run. Some of it is published openly — a swimmer's name, club, entry time and heat appear on the meet's public heat sheet, the way a printed programme always has. We do not sell anything, we do not advertise, and we do not use anyone's data to train anything.
Brainzie Meetflow is operated by Brainzie Ltd ("we", "us"), registered in England & Wales, company number 16262756. You can reach us at privacy@brainzie.co.uk.
Two different relationships apply, and the difference matters:
If you are a parent or a swimmer asking about your own entries, your club is the right first stop — they hold the relationship and can act immediately. Write to us as well if you would rather, and we will help.
Clubs submit entries either by uploading a file exported from the software they already use (Hy-Tek Meet Manager, SwimClubManager, Sportsystems and similar) or by typing them. Those entries contain the swimmer's name, date of birth, sex as recorded for competition, club, Swim England (ASA) registration number, the events entered and their entry times. Date of birth and registration number are there because age decides which events a swimmer is eligible for and the registration number is what reliably tells two swimmers of the same name apart.
The host's meet record holds the club's own details — the promoter, the contact addresses published in the entry pack, and the bank details the host chooses to publish for entry fees. Those are the club's own published details, not personal contact information we go looking for.
When a host signs in we receive their verified email address and use it to identify them and decide what they may see. We never receive their password.
A meet's heat sheet and its entry pack are public pages: anyone with the link can open them without signing in, and search engines may index them. The heat sheet shows each swimmer's name, club, entry time, the heat they are in and whether their entry has been accepted. It does not show dates of birth, registration numbers or any contact details.
This is how the sport has always worked — the same information is on the programme handed out on poolside — and clubs need it to plan. But it is a genuine publication of a child's name and club, so: it is your club's decision to enter a swimmer and therefore to publish it, hosts can keep a meet's sheet unpublished while it is being prepared, and if there is a safeguarding reason a particular swimmer must not appear, tell the host club and us and we will take it down.
To understand how many people use Brainzie Meetflow and how much — so we can keep improving it — we record simple, anonymous events such as "a session happened" or "a file was uploaded", along with a count. Each event is tagged with a one-way, salted cryptographic hash of the user's identifier (or a random anonymous id), which lets us count distinct users and returns but cannot be reversed to identify anyone. No swimmer data, no names and no file contents ever go to analytics. It is stored in Cloudflare Workers Analytics Engine as aggregate, anonymous metrics.
On this website (the pages you are reading now, not the app) we count visits with Cloudflare Web Analytics. It sets no cookies, stores nothing on your device and collects no personal data: we see only anonymous, aggregate numbers such as page views, the site that referred a visit and the country it came from.
We do not sell data and never will. We use a small number of processors purely to run the service: Microsoft Azure (hosting and storage, in the UK/EU) and Microsoft Entra External ID (host sign-in), and Cloudflare (serving the app and the anonymous analytics). Where any of them processes data outside the UK/EEA, appropriate safeguards such as standard contractual clauses apply. Nothing is shared with anyone else except the other clubs at the meet, which is the point of the service.
A meet's entries are kept while the meet is being prepared and afterwards as its record — hosts routinely reuse last year's meet to set up this year's. A host can ask us to delete a meet and everything in it at any time, and we will. Account data is kept while the account exists. Anonymous usage data is aggregate only and contains nothing identifying.
Under UK GDPR you have the right to access, correct or delete personal data, to object to or restrict processing, and to data portability. For a swimmer's entries, ask the club that entered them — they are the controller and can act at once; where they need us, we will act on their instruction promptly. For a host account, or if you would rather come to us directly, write to privacy@brainzie.co.uk. You also have the right to complain to the UK Information Commissioner's Office (ICO).
Most swimmers at a club meet are under 18, and many are under 13. We do not offer accounts to children and we do not market to them: the app is used by club volunteers acting for their club, and children's data reaches us only because a club entered them into a competition. We hold the least that will do the job, we publish only what a programme publishes, and a parent or club can have an entry corrected or removed by asking.
Data is held in Microsoft Azure with access limited to what each club is entitled to see — an invitation link reaches exactly one club's entries for one meet, and nothing else. We will tell the affected clubs, and the ICO where the law requires it, if a breach ever puts anyone at risk.
We may update this policy; we will update the date above and, where appropriate, notify hosts in the app.
