Privacy Policy

Last Updated: January 10, 2026

Introduction

Welcome to SchoolGala. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our swimming gala management platform.

By using SchoolGala, you agree to the collection and use of information in accordance with this policy.

Information We Collect

Personal Information

When using SchoolGala, we may collect the following types of personal information:

  • School/Organization Information: School name, contact details, and administrative information
  • Swimmer Information: Names of participants in swimming galas
  • Event Data: Swimming times, heat numbers, lane assignments, and event results
  • User Account Information: Email addresses, usernames, and authentication credentials

Automatically Collected Information

We may automatically collect certain information when you visit our platform:

  • Log data (IP address, browser type, pages visited)
  • Device information
  • Usage patterns and preferences
  • Cookies and similar tracking technologies

How We Use Your Information

We use the collected information for the following purposes:

  • Service Delivery: To provide and maintain our swimming gala management services
  • Event Management: To organize, schedule, and track swimming events and results
  • Communication: To send important updates, notifications, and service-related information
  • Platform Improvement: To analyze usage patterns and improve our services
  • Security: To protect against unauthorized access and ensure data integrity
  • Legal Compliance: To comply with applicable laws and regulations
  • Public Results: To display swimming results on public-facing pages (swimmer names, schools, times)

Information Sharing and Disclosure

We may share your information in the following circumstances:

  • Public Results: Swimming results (names, schools, times) are displayed publicly on our results page
  • Within Your Organization: Information is shared with authorized users within your school or organization
  • Service Providers: With third-party vendors who assist in operating our platform (hosting, analytics)
  • Legal Requirements: When required by law or to protect rights and safety
  • With Consent: When you have provided explicit consent for sharing

We do not sell your personal information to third parties.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our platform. Cookies are small data files stored on your device that help us:

  • Remember your preferences and settings
  • Maintain your login session
  • Analyze site usage and performance
  • Provide personalized content

You can control cookie settings through your browser preferences. Note that disabling cookies may affect the functionality of certain features.

Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

  • Encryption of data in transit and at rest
  • Secure authentication mechanisms
  • Regular security assessments and updates
  • Access controls and user authentication
  • Multi-tenant data isolation

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Swimming event data and results may be retained indefinitely for historical and record-keeping purposes.

Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

  • Access: Request access to the personal information we hold about you
  • Correction: Request correction of inaccurate or incomplete information
  • Deletion: Request deletion of your personal information (subject to legal requirements)
  • Objection: Object to certain processing of your information
  • Data Portability: Request a copy of your data in a structured format
  • Withdraw Consent: Withdraw previously given consent at any time

To exercise these rights, please contact your school administrator or reach out to us using the contact information provided below.

Children's Privacy

SchoolGala is designed for use by schools and educational institutions. While we may collect information about students participating in swimming events (names and performance data), we do not knowingly collect personal information directly from children. All student information is provided by schools and authorized administrators. Parents and guardians should contact their school regarding any questions about student data.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

  • Email: privacy@schoolgala.com
  • Organization: SchoolGala Platform
  • Response Time: We aim to respond to all inquiries within 5 business days
Your privacy matters to us. We are committed to maintaining the trust and confidence of all users by ensuring the responsible handling of personal information.