Privacy notice

Pool Position private beta. Last updated 21 October 2026.

In short: we don’t keep records of swimmers. Rankings are read from Swim England’s public lists when you search and deleted from our cache within an hour. We keep only the details of people who have an account or ask for one. See how it works for the detail.

Who we are

Pool Position is built and run by The Evolution Group (“Evolution Group”, “we”), which decides how and why the data described here is used.

Registered company name and number: [company name and number]. ICO registration number: [ICO registration number]. [Confirm whether the UK or Guernsey company is the controller for Pool Position]

Swimmers in the rankings

Pool Position shows positions from Swim England’s last-12-months rankings, published at swimmingresults.org. Those lists include a swimmer’s name, year of birth, club, times, dates and meets.

• When we use it: only when someone searches. Our server fetches the relevant public lists, finds the swimmer and sends the positions to the searcher’s browser.
• What we keep: the fetched lists sit in a cache for up to one hour, so we don’t ask swimmingresults.org for the same list repeatedly, then they’re deleted. We don’t build a database or profile of any swimmer, and we don’t store or log the names people search for.
• Hidden swimmers: anyone shown as “Member Hidden” on swimmingresults.org is never shown by Pool Position.
• Our basis: legitimate interests, helping swimmers, families and coaches understand results that Swim England already publishes. Many swimmers are children, so we’ve kept the use to what’s already public, shown on demand, with nothing retained. [Confirm once the DPIA is complete]
• Corrections and objections: the data comes from Swim England, so ask your club or Swim England to correct it or hide a swimmer; Pool Position reflects the change within the hour. You can also object to us showing a swimmer by emailing us.

Feedback during the private beta

While Pool Position is in private beta there are no accounts: everyone uses one shared site password. If you use the feedback form, we keep your rating, your answers, who you said you are (parent, coach and so on) and, only if you give it, your email address so we can reply. We use it to improve Pool Position (legitimate interests) and delete it after 12 months.

Cookies and browser storage

• pp_access: remembers that you’ve entered the site password, for up to 60 days. It’s strictly necessary, so we don’t ask before setting it.
• Your last search filters (club, county, course, sex, age group, never the swimmer’s name) are kept in your browser’s local storage so the form is ready next time. Clearing your browser data removes them.
• No analytics, advertising or tracking cookies.

Who else handles your data

Our hosting (Vercel), database (Neon) and email (Resend) providers process data on our behalf, under contract. Some may process data outside the UK, protected by the UK’s approved safeguards. [Confirm each provider’s region and transfer terms before launch] We don’t sell your data.

How long we keep it

Deletion is automatic: a clean-up runs every hour and removes anything past its period.

• Swimmer ranking lists from swimmingresults.org: 1 hour, then deleted.
• Sign-in sessions: Until they expire (30 days at most), or you sign out.
• Emailed links (confirm email, reset password, invites): Until used or expired (1 hour to 7 days).
• Sign-ups and invites never confirmed: 30 days.
• Beta requests and club registrations not taken forward: 6 months after we decline them, or 6 months if we never decide.
• Accounts that are switched off (closed): 12 months after closing.
• Beta accounts nobody signs in to: 12 months after the last sign-in.
• Open accounts, and the beta request or registration behind them: While the account is open.
• Beta feedback (and your email, if you give it): 12 months.
• Records of data requests we’ve answered (who and when, not the data itself): 24 months.

Admin accounts are only ever closed by hand. If you’d like your account deleted sooner, email us.

Your rights

You can ask to see, correct or delete your data, to restrict or object to how we use it, or to take a copy with you. If you have an account, use Request a copy of my data on your account page; otherwise email hello@theevolutiongroup.co.uk. We’ll reply within one month, and may ask you to confirm who you are first. If you’re unhappy, you can complain to the Information Commissioner’s Office (ico.org.uk).

Changes

If we change how we use data, we’ll update this notice and the date above, and tell account holders by email.