Swim Meet Toolkit
Privacy Policy
This Privacy Policy explains how DEW Tech LLC ("we," "us") handles information in connection with our two Mac applications: Swim Meet Toolkit, meet-management software, and Swim Data Toolkit, team-management software (each an "App"; together, the "Software"). The short version: both Apps run on your own Mac, your data stays on your Mac, and we do not collect it. Swim Data Toolkit can also keep a copy in your own iCloud account if you turn that on — we cannot see it there either.Our free companion app for iPhone, iPad and Apple Watch, Swim Coach Toolkit, has its own privacy policy, published with it on the App Store.1.The most important point
Both Apps are desktop software. The athlete, team and meet information you enter or import is stored locally on your computer. It is not sent to us, and we have no access to it, except as described in Sections 3(a) and 8. Information leaves your computer only when you use a feature that sends or shows it somewhere else:Swim Meet Toolkit: publishing results to a web destination, connecting phones through the Meet Hub, running the live scoreboard, showing results on a screen at the venue, or exchanging data with timing equipment and scoreboards (Section 3).
Swim Data Toolkit: turning on iCloud Sync, which keeps a copy in your own private iCloud storage (Section 4(a)).
Either App: saving, exporting, printing or sending a file, which goes only where you put it (Sections 2 and 5).
2.Information you enter or import (stays local)
To run a meet or manage a team, you may enter or import information such as:athletes' names (including preferred names and names in a second script), ages or dates of birth, sex/gender, school year, class year or graduation year, team or club, registration, membership or federation numbers, and citizenship;
entry times, seed times, heat and lane assignments, results, splits, reaction times, places, points, dive sheets and scores, and disqualification codes;
contact details for coaches, officials and teams (names, email addresses, phone numbers and postal addresses);
in Swim Meet Toolkit, for Para events, disability classification information and disability codes; and
in Swim Data Toolkit, the team records a coach keeps over a season, such as parents' or guardians' names and contact details, an athlete's own email address and phone number, medical and emergency information (physician, insurance, physical-exam date, allergies and notes), recruiting information (grade point average, test scores, height and weight, honors), goals, custom fields, attendance records, practice plans and logs, journal entries, and photos of handwritten practices you choose to import.
This data is often about minors. Classification data and medical information are sensitive ("special category") data, and recruiting and attendance records can be sensitive too.You (or the organization running the meet or the team) decide what to collect and why. For that information, you are the data controller and we are only the provider of software that runs on your machine. We do not receive, store, or process this data on our systems, except in the optional hosted results space described in Section 3(a). You are responsible for having a lawful basis to handle it, for giving any required privacy notices to athletes and parents or guardians, and for obtaining any required consents.Files you create with the Software are saved where you choose and go only where you send them. They include Swim Meet Toolkit meet files (.mmeet) and backups; the Swim Data Toolkit database (.swimdb) and its backups (.sdtbak); exports in Hy-Tek, SDIF, Lenex, CSV and Swim Coach Toolkit backup (.swimbackup) formats, which can include birthdates, registration numbers and contact details; and reports you print or save as PDF or HTML.3.Swim Meet Toolkit: when information leaves your computer, and where it goes
(a) Publishing live results
If you use the results-publishing feature, Swim Meet Toolkit uploads the pages you generate to a destination you configure: a Cloudflare R2 bucket, an SFTP, FTPS or FTP server, or a local folder you then serve or share. Those pages can include start lists and psych sheets (entered athletes and their seed times), heat sheets (where each athlete swims), live results, times and splits, disqualification codes, team scores, and each athlete's name, team and school year or grade. You choose the destination and what the pages contain — for example, team scores can be turned off, and you can publish a psych sheet or heat sheet on its own. If the destination is public, that information is on the open web.When you use your own destination, we are not involved in or copied on that transfer. We recommend publishing no more personal data than necessary, taking particular care with start lists, heat sheets and any data about minors, and using an encrypted method (R2 over HTTPS, SFTP, or FTPS) rather than plain FTP.Hosted results space. If you ask us for a free hosted results space, we set up a Cloudflare R2 bucket in our Cloudflare account and send you its access details. The pages you publish there are stored in that bucket and are public at the address we give you. For that space we act only on your behalf: we use the pages only to host them, we do not look at them except to operate the space or when you ask us to, and we delete them when you ask or when we close the space. Cloudflare processes that data as our hosting provider.Spectators. The published pages let a spectator search for and "follow" swimmers. The list of followed swimmers is kept only in the spectator's own web browser and is not sent to you, to the destination, or to us. The pages load no third-party scripts, fonts or trackers, and the QR-code poster is generated on your Mac.(b) Meet Hub — your local network
Swim Meet Toolkit can host a "Meet Hub" so the Swim Coach Toolkit app on table staff and judges' phones can connect during a meet, over your local network or Apple's peer-to-peer Wi-Fi. Connections are encrypted with TLS using a key made from the meet password; you can also set a separate judges' password that allows dive scoring only. Phones receive the meet information they need (event and heat lists, swimmer and team names, athletes' ages and genders, rosters, recorded and backup times, relay sheets, the diving order and reports) and send back backup times, scratches, relay legs and dive scores. Each phone also sends a device name so you can see who is connected. None of this passes through us.The setting "Allow older Swim Coach Toolkit versions (less secure)" is on by default so phones that have not updated can still join. While it is on, the hub also accepts an older password key that is easier to guess by brute force. Turn it off once every phone runs Swim Coach Toolkit 38.1 or later.(c) Live scoreboard — open on your network
Swim Meet Toolkit can show the race on your network without a password, the way a scoreboard on the pool wall is visible to everyone in the building, two ways: a small built-in web page that any device on the same network can open in a browser, and an open broadcast that the Swim Coach Toolkit app can display. Whenever a meet is open, the App announces the open broadcast on the network; scoreboard information flows over it, and the web page runs, while the scoreboard is running. What is shown is scoreboard information: meet name, event and heat, lane, each athlete's name and team, places, and the running or final time and splits. Anyone on the network can see it, and these channels are not encrypted.By default both can be reached from every network the Mac is on, including Apple's peer-to-peer Wi-Fi. On the Meet Hub page you can turn the broadcast off or limit both to Wi-Fi only, Ethernet only, or this Mac only. The Meet Hub page is part of the paid plans, so in the Light edition the broadcast stays on. Run the scoreboard only on a network you trust, and stop it when the session ends.The Meet Hub and the open broadcast are announced under this Mac's name, or a name you set on the Meet Hub page, so nearby devices can see that name.If you also turn on publishing the scoreboard to the web, the same scoreboard information is uploaded to your results destination (Section 3(a)) as it changes.(d) Audience Display — a screen at the venue
The Audience Display shows results, splits, points, team scores and the diving leaderboard on a second screen or TV you connect to the Mac, including athletes' names, ages or school years and teams. It sends nothing over a network. Anyone who can see that screen can read it, so choose where it faces.(e) Timing consoles and scoreboards
Swim Meet Toolkit exchanges data with timing equipment over serial cables, USB or your local network. It can send event and start lists, including athletes' names and teams, to timing consoles, and receives race times, places and backup times from them. Scoreboard outputs can send athletes' names, teams and times to scoreboard controllers; broadcast outputs reach every device on that network segment. None of this is sent to us.(f) Diagnostic logs and capture files
To help diagnose timing and scoreboard connections, Swim Meet Toolkit can keep logs of the data exchanged with that equipment: the Console Link Log (kept in memory while the App runs), an optional raw scoreboard capture saved to your Documents folder, and, if you turn on the Console Lab in Settings ▸ Advanced, capture logs saved in the App's support folder. These stay on your Mac. They contain the raw data the equipment sends, such as race times and event details, which may include athletes' names; Console Lab exports also include the tester name and notes you type. They reach us only if you choose to send them.4.Swim Data Toolkit: when information leaves your computer, and where it goes
(a) iCloud Sync with Swim Coach Toolkit (optional, off until you turn it on)
If you turn on iCloud Sync (Setup ▸ iCloud Sync), Swim Data Toolkit keeps the same team data on this Mac and on the iPhones and iPads where Swim Coach Toolkit's own iCloud sync is on, for the same Apple Account. It uses Apple's CloudKit service and the same private iCloud database as Swim Coach Toolkit.What syncs: teams and team records; athletes' names, gender, dates of birth or typed ages, class and graduation years, registration and federation IDs and active/inactive status; meets, events, entries, relays, dive sheets and results with splits; best times; time standards; records; facilities; attendance sessions and codes; practice calendars and practice groups.
What stays on this Mac: parents' and guardians' contact details, athletes' own contact details, medical and emergency information, recruiting information, goals, custom fields, coaches, the journal, workouts, meet sessions, fees and eligibility rules, facility details, and LSC and address fields. The App lists what stays on the Mac on its iCloud Sync page.
Where it goes: to that app's private database in your iCloud account, run by Apple under Apple's terms and privacy policy. Only devices signed in to your Apple Account can read it. Nothing is shared with other people, nothing is public, and we cannot see it.
Notifications: iCloud sends the App silent signals when data changes on another device so it can sync. These never show a notification.
On this Mac, sync keeps its working state, conflict copies ("Replaced Edits") and a safety backup made when sync is turned on, in the App's support folder and your backups folder, until you delete them.
Licensing: iCloud Sync needs a paid plan or the free trial. If a plan ends, sync pauses; nothing is deleted on the Mac, the phone or in iCloud.
Turning sync off stops syncing; your data stays on each device. The copy in iCloud stays in your iCloud storage until you delete it there (on a Mac: System Settings ▸ your name ▸ iCloud ▸ Manage; in iOS: Settings ▸ your name ▸ iCloud ▸ Manage Account Storage).(b) Swim Coach Toolkit backups and the exchange folder
Without iCloud Sync, you can move data between the Mac and Swim Coach Toolkit with a backup file (.swimbackup): Swim Data Toolkit exports one when you ask, or writes one to an "exchange folder" you choose under Database. If you pick a folder that a cloud service syncs (for example iCloud Drive, Dropbox or Google Drive), that service copies the file under your account and its terms. Backups made on a phone are read only when you import them.(c) Importing handwritten practices from photos
If you import a photo of a handwritten practice, Swim Data Toolkit reads the text on your Mac with Apple's on-device text recognition (the Vision framework). The photo is not uploaded anywhere and is not kept after the text is read.5.Both Apps: updates, licensing, purchases and moving data between Apps
(a) Checking for updates
Each App checks for a newer version by downloading a small file from update.swimresultz.org over HTTPS (Swim Data Toolkit uses the /SDT/ folder there): automatically about once a month (and shortly after first launch) unless you turn that off on the App's License page, and whenever you choose Check for Updates Now. The request carries no athlete, team or meet data and no identifiers of yours, but like any web request it reveals your IP address, the time, and the app and macOS versions to the server, which we operate. We use those server logs only to run and secure the update service. An update is downloaded from the same server only when you choose to install it.(b) Licensing — checked on your Mac
License activation happens on your Mac: each App checks your license key's digital signature locally. Neither App contacts a license server or sends us personal data to activate. Your license key contains the name and email address the plan was bought under, and the name can appear in the header of reports you create. Each App stores your license key in the macOS Keychain and in the App's preferences. Swim Data Toolkit also accepts a paid Swim Meet Toolkit license key; it checks that key on your Mac in the same way. Swim Data Toolkit's free-trial start date is kept in the Keychain and the App's preferences so that the trial is not restarted.(c) Buying a plan
Both Apps' Buy and Renew buttons open our purchase page, buy.macmeetmanager.com, in your web browser; you can also go there directly. When you renew from inside an App, the email address on your current license may be included in that link so your receipt and new license key go to the right address. From there, payment is handled by Paddle (Section 6).(d) Moving data between our apps
Swim Meet Toolkit, Swim Data Toolkit and Swim Coach Toolkit are designed to work together, and none of the exchanges between them pass through us:meet files (.mmeet), event, entry and result files (Hy-Tek, SDIF and Lenex) and Swim Coach Toolkit backups move only when you save, send or open them;
Swim Meet Toolkit and Swim Coach Toolkit talk directly over your local network through the Meet Hub and live scoreboard (Section 3); and
Swim Data Toolkit and Swim Coach Toolkit share data through your own iCloud account only if you turn on iCloud Sync (Section 4(a)).
6.Purchases (handled by Paddle)
Purchases are sold and processed by Paddle (Paddle.com Market Ltd and its affiliates, including Paddle.com Inc. for U.S. buyers) as Merchant of Record. Paddle collects the billing and payment information needed to complete your purchase and handle taxes, under Paddle's own privacy policy. We do not receive or store your full payment-card details. We receive limited order information from Paddle (such as your name, email, country, and what you purchased) to deliver your license, provide support, and keep records. Monthly and yearly plans are subscriptions: Paddle keeps what it needs to charge each automatic renewal until you cancel, and we receive the same limited information for each renewal so we can send you a new license key. A Permanent License is a single payment and Paddle does not charge it again.7.No advertising or third-party tracking
Neither App contains advertising or third-party analytics, tracking, crash-reporting or "telemetry" components. We do not build advertising profiles, and we do not sell or "share" personal data for cross-context behavioral advertising.8.Support communications
If you email us for support or to request a hosted results space,