Privacy Policy

This site is operated by Texas A&M Club Swimming (“TAMCS,” “we,” “us,” or “our”), a student-run club sports organization at Texas A&M University. This site is maintained by the club, not by Texas A&M University. This Privacy Policy explains what information we collect through the site, how we use and protect it, and the choices you have.

Information We Collect

Account Information

When you create an account, we collect your name and email address. Your password is handled by our authentication provider (Supabase) and is never visible to us in plain text.

Member Onboarding Information

To register as a member, we ask for your first and last name, birthday, class year, Texas A&M UIN, and phone number. We collect this information because it is required to administer club membership, including rosters and eligibility for practices and competition. Your UIN and birthday are treated as confidential and are visible only to club officers who need them for administration (see “Who Can See Your Information” below).

Membership Activity

While you are a member, the site records information generated by club activity, such as practice attendance, availability you submit, meet entries and results, dues status, and your responses to club forms.

Email List

If you join our email list, we collect your name and email address to send you club communications.

How We Use Your Information

• Administering club membership, rosters, and dues
• Verifying eligibility for practices and competition, including requirements set by Texas A&M Rec Sports and our competitive league
• Organizing practices, meets, and club events
• Communicating with members and email list subscribers
• Keeping the site and member accounts secure

We use your information only for club purposes. We do not use it for advertising, and we never sell it.

Who Can See Your Information

Access to member information is restricted by role and enforced at the database level with row-level security:

• You can always view and edit your own profile.
• Club officers and administrators can view member roster information, including onboarding details, in order to run the club.
• Other members cannot see your confidential details such as your UIN, birthday, or phone number.
• The public parts of this site show only club-level content (such as meet results, team records, officer profiles, and schedules) — never private member data.

Cookies

This site uses only essential cookies — the session cookies our authentication provider sets to keep you securely signed in. These are required for the member area to function and are not used to track you across other sites. We do not use analytics, advertising, or any other third-party tracking cookies.

When you acknowledge the cookie notice, that choice is stored in your browser’s local storage so we don’t show the notice again. You can review it any time via the “Cookie Preferences” link in the footer. If we ever add non-essential cookies, we will update this policy and ask for your consent before setting them.

Where Your Information Is Stored

Member data is stored with Supabase (our database and authentication provider), and the site is hosted on Vercel. Data is encrypted in transit, and access is limited by the role-based controls described above. These providers process data on our behalf in the United States.

When We Share Information

We share member information only when needed to run the club:

• With Texas A&M Rec Sports, to meet club sport roster and eligibility requirements
• With our competitive league and meet hosts, to enter swimmers in competitions (typically name, and where required, birthday or times)
• With our service providers (Supabase and Vercel), solely to operate the site
• If required by law

We do not sell personal information or share it for advertising.

Data Retention and Deletion

We keep member information while you are a member and for a reasonable period afterward for club records. If a registration is denied, the account and its information are deleted. You may request deletion of your account and personal information at any time by emailing us at the address below; we will honor the request except where a record must be kept (for example, published meet results).

Your Choices and Rights

• You can view and update your profile information from your account settings.
• You can request a copy or deletion of your information by email.
• You can unsubscribe from club emails at any time.

A Note on Student Records (FERPA)

TAMCS is a recognized student organization, and this site is operated by the club rather than by Texas A&M University. The records we keep here are club records, not education records maintained by the university, so the Family Educational Rights and Privacy Act (FERPA) generally does not apply to them directly. Even so, we handle student identifiers the way the university expects confidential information to be handled: UINs and birthdays are restricted to officers who need them, are never displayed publicly, and are never shared except as described in this policy.

Children’s Privacy

This site is intended for Texas A&M students and is not directed at children under 13. We do not knowingly collect personal information from children under 13.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date, and we will notify members of material changes.

Contact Us

If you have questions about this policy or how your information is handled, contact the club at tamuclubswim@gmail.com.