This policy explains what the Phoenix Aquatics PA Coach Assist holds, why it holds it, who can see it, and what you can ask us to do about it. It is written for the Privacy Act 2020.
The app is for the club’s coaches. It is how a coach looks up a swimmer’s times, marks attendance and contacts a swimmer’s family. It has no advertising and sells nothing.
What the app holds
The club’s membership record: each swimmer’s name, date of birth, squad and level, attendance, race times and official results; the name, email, phone number and postal address of the adult responsible for each swimmer; and, where the club holds it, medical information a coach needs to know at the pool — conditions, medications and an emergency contact.
Where it comes from
The club collected these details from families when they joined, and the app receives them from the club. We do not collect information about you from anyone else. (Privacy Act 2020, information privacy principles 2 and 3A.)
Why we hold it
To run the club: to coach and select swimmers, to take attendance, to keep a member’s race record, to contact a family when we need to, and to keep swimmers safe — which is the only reason medical information is held at all.
Who can see it
Coaches of the club, after signing in with a code sent to their own email address. Medical information is shown only on its own screen, is never stored on the phone, and is blocked from screenshots and from the recent-apps preview. Signing out removes the saved sign-in from the device.
Who else handles it
The app and the club’s records run on Amazon Web Services in Sydney, Australia. If error reporting is switched on, a report goes to Sentry in the United States — and it is configured to carry no names, contact details or medical information. Neither provider is used for advertising, and neither is permitted to use the information for its own purposes. (IPP 11 and 12. The safeguard relied on is technical: the personal information is removed before a report leaves. Sending information to the United States means it is held under United States law, and may not have the same protection it has here; we accept that only because the reports carry no personal information.)
How long we keep it
While the swimmer is a member of the club, and afterwards only for as long as the club needs it for its records (for example, a race result that becomes part of the club’s history). When it is no longer needed, it is deleted. (IPP 9.)
Seeing it, or fixing it
You may ask what the club holds about you or your child, ask for a copy, ask for a correction, or ask what has been done with it. The club answers within 20 working days. Contact phoenixadmin@nzlswim.com. (IPP 6 and 7.)
Leaving the club
Ask us and we will remove the record, unless we are required to keep something by law. The request goes to the club, not to the app.
If something goes wrong
If personal information is lost or disclosed in a way that could cause serious harm, the club will notify the Privacy Commissioner and the people affected. (Privacy Act 2020, Part 6.)
Our privacy officer
The club’s privacy officer is Ruby Matthews, Admin, reachable at phoenixadmin@nzlswim.com. They handle requests, complaints and any privacy question about the app. (Privacy Act 2020, section 201: every agency must have one.)
Children
Most of the information is about children. Their parents or guardians exercise these rights on their behalf, and the club does not use a child’s information for anything except running the club.
Changes
If this policy changes, the club will publish the new version here and note the date.
Contact: phoenixadmin@nzlswim.com — Phoenix Aquatics Incorporated.
Last updated: 3 November 2026