Privacy Policy

Magalie's Swim School (“we,” “us,” “our”) operates this booking, registration, and class management website. We are committed to protecting the privacy of families, swimmers, and visitors to our website.

Contact us at [email protected].

• Account information: parent or guardian name, email, phone, postal address (if given), an optional second contact's name and phone, and your password (stored only in scrambled, hashed form).
• Swimmer information: name, date of birth, gender (if given), swim level, medical and allergy notes (when provided), class enrollment history, attendance and absences, report cards, and notes written by our instructors and staff.
• Private lessons: the address of the pool where lessons take place (often a home address) and any access notes you give us, such as a gate code or parking instructions.
• Payment information: payments are made by Interac e-Transfer. We keep the amount, date, and status of each invoice, and the bank's e-transfer notification email we receive for each payment (sender name, amount, message, and reference number). We never receive or store card numbers or bank account details.
• Waivers: a record of each waiver you accept, with the date and the IP address it was accepted from.
• Communications: copies of the emails we send you (including their content) and whether they were delivered, messages you send us through our contact and inquiry forms or by email, and your email preferences.
• Technical data: your IP address, recorded with sign-ins, waiver acceptances, and changes made to accounts (for security and audit); a sign-in cookie that keeps you logged in; and the website measurement data described under “Cookies and website measurement” below.

• Register swimmers, process payments, issue receipts, and deliver classes.
• Check that a private-lesson pool address is correct and within our travel area.
• Send operational emails — registration confirmations, receipts, cancellations, waitlist offers, password resets, and important safety notices. These are required for your account and cannot be unsubscribed from.
• Send studio updates and announcements. You can unsubscribe from these at any time using the unsubscribe link in any studio update, or from your dashboard's communication preferences page.
• Maintain the health and safety of our classes (sharing medical notes with the teaching team only).
• Keep the service secure, fix problems, respond to inquiries, and comply with legal obligations.

We use the following service providers to run this website. Each receives only the information it needs to do its job for us.

• Hetzner (servers, managed through xCloud) — hosts this website and its database, so everything described above is stored there.
• Cloudflare — all website traffic passes through Cloudflare's network, which sees your IP address and the pages you request. Our encrypted database backups are stored in Cloudflare R2.
• Amazon Web Services (Amazon Simple Email Service) — sends our emails, so it receives your email address and the content of each email, and tells us whether it was delivered.
• MXroute — hosts our studio mailboxes, including the mailbox that receives e-transfer notifications. Emails you send us and messages from our contact and inquiry forms arrive there.
• Google — our studio Gmail account receives bank e-transfer notifications and other email. Our website also loads Google Tag Manager and Google-hosted icon fonts, which receive your IP address and browser details.
• Sentry — error monitoring. When something breaks, an error report is sent to Sentry. Names, email addresses, IP addresses, cookies, and form contents are removed before it is sent; the report still includes the page address and technical details.
• Geoapify — when you enter a pool address for private lessons, the address is sent to Geoapify to look it up, suggest matches, and show a map.
• HeiGIT (OpenRouteService) — the map location of that pool address is sent to calculate the driving distance and time from our base.
• Our technical support provider — the developer who maintains this system and can access it to keep it running and fix problems.
• Our teaching and administrative staff — on a need-to-know basis.
• Law enforcement or regulators — only when legally required.

Some of these providers store or process information outside Canada, including in the United States (for example, Amazon Web Services and Sentry). Information held outside Canada may be accessible to that country's authorities under its laws.

We do not sell your personal information, and we do not share it with advertisers.

We use one essential cookie to keep you signed in. Our website also loads Google Tag Manager, which can load Google measurement tools that set their own cookies and send Google information about your visit (such as the pages you view, your browser and device, and your IP address).

Student records (name, date of birth, medical notes, attendance) are collected from, and under the direction of, the student's parent or legal guardian. We apply the minimum collection principle: we only collect student information that is necessary for instruction and safety. Parents can view, edit, or request deletion of their child's records at any time by contacting us.

• Your account and swimmer records (registrations, invoices, attendance, report cards, notes, waiver acceptances, and email preferences) are kept for as long as your account exists. There is no automatic deletion. If an account is archived, it is hidden but nothing is deleted, and it can be restored.
• If your account is deleted (at your request or by us), we permanently delete the account, its swimmers, registrations, invoices that were never paid, attendance, report cards, notes, waiver acceptances, and sign-in sessions. An account with invoices that were paid or refunded cannot be deleted, because we must keep those financial records for tax purposes; it is archived instead, and those invoices and the account and swimmer records they belong to are kept.
• Kept indefinitely, even after an account is deleted:
  • our audit log of actions taken in the system (who did what, when, and from which IP address); these entries are kept indefinitely;
  • copies of the emails we sent, including their content, and delivery records showing the address each email was sent to;
  • bank e-transfer notification emails we received (sender name, amount, and message); these are kept indefinitely;
  • our list of email addresses we must not send to (after a bounce or a spam complaint);
  • private-lesson pool addresses and their access notes;
  • emails in our studio mailboxes, until our staff delete them.
• Sign-in sessions are deleted 30 days after they expire, and password-reset links 7 days after they expire or are used.
• Backups: encrypted backups of our database and website files are kept for 30 days in Cloudflare R2 and then deleted automatically. They cannot be deleted sooner, so information deleted from the website can remain in backups for up to 30 days.
• Our service providers keep the information they process for us under their own retention policies.

Under Canadian privacy law (PIPEDA) you have the right to:

• See what personal information we hold about you or anyone in your household.
• Ask us to correct incorrect information.
• Ask us to delete your account and its personal information (see “How long we keep it” for the records that remain after deletion).
• Unsubscribe from studio updates at any time.
• Complain to the Office of the Privacy Commissioner of Canada if you believe we have mishandled your data.

Send requests to [email protected]. We respond to privacy requests within 30 days.

We use HTTPS in transit, industry-standard password hashing, role-based access controls in the admin interface, and encrypted backups. We never receive or store payment card numbers. No system is perfectly secure; if you think your account has been compromised, contact us immediately.

We may update this policy from time to time. Material changes will be announced to account holders by email. The “last updated” date at the top of this page shows when the policy last changed.