Privacy Policy for New Trier Aquatics Mobile App

Last Updated: July 27, 2026


New Trier Aquatics ("NTA," "we," "our," or "us") is a not-for-profit organization committed to developing athletes of all ages in swimming and water polo. This Privacy Policy explains how we collect, use, and protect the information you provide when using the New Trier Aquatics mobile application (the "App").


This policy is designed to comply with local privacy laws and the developer guidelines required by the Apple App Store and Google Play Store, while accurately reflecting the realities of managing a youth and masters sports organization.


1. Information We Collect

To provide you with team communications, meet registrations, and account management, we collect data in two primary ways:


Information You Provide to Us

When you register for an account, sign up an athlete, or use the App, you may provide:

  • Account Owner Data: Name, email address, physical address, and phone number of the parent, guardian, or adult athlete.
  • Athlete Data: Names, birthdates, gender, and USA Swimming/USA Water Polo registration details required for meet entries and roster management.
  • Payment Information: If you pay membership fees or invoices through the App, your credit card information is collected directly by our third-party payment processor. NTA does not store full credit card numbers on our servers.


Information Collected Automatically

When you use the App, we (or our third-party analytics/hosting partners) may automatically collect standard device information, including:

  • Device & Usage Data: Operating system, device type, app version, IP address, and crash reports. This helps us troubleshoot bugs and optimize app performance.
  • Push Notification Tokens: If you opt-in to receive alerts for practice schedule changes or meet updates, we collect a secure token to route those messages to your device.


2. How We Use Your Information

We use the information we collect strictly to operate the club and communicate with our members. Specifically, we use your data to:

  • Manage team rosters, tryouts, and practice schedules.
  • Process entries for swim and water polo meets, and record athlete race times.
  • Process billing, send monthly invoices, and manage financial accounts.
  • Communicate important updates via email (like our weekly SharkBytes newsletter) or push notifications.
  • Improve the App's functionality based on crash logs and user engagement.


3. Information Sharing and Disclosure

We do not sell, rent, or lease your personal information to third parties. We only share information under the following necessary circumstances:

  • Governing Bodies: We share athlete names, birthdates, and times with USA Swimming, USA Water Polo, and US Masters Swimming (and specific meet hosts) to register athletes for competitions and validate memberships.
  • Service Providers: We use trusted third-party software (such as team management platforms, secure cloud hosting, and payment processors) to run our operations. These providers only have access to the data necessary to perform their specific functions.
  • Legal Requirements: We may disclose information if required to do so by law, subpoena, or to protect the safety and rights of NTA, our athletes, or the public.


4. Data Retention and Account Deletion

Both Apple and Google require apps to provide users with a straightforward way to delete their accounts and associated data.


How to Request Account Deletion

You can initiate the deletion of your NTA account directly within the App:

  1. Open the App and log in.
  2. Navigate to My Account or Settings.
  3. Select Delete Account and follow the confirmation prompts.


Alternatively, you can request account deletion by contacting us directly at info@newtrieraquatics.org or visiting our web portal at https://newtrieraquatics.captyn.com/account.


What Happens When You Delete Your Account

Upon confirming your deletion request, we will remove your login credentials, device tokens, and contact information from our active app database.


Important Note on Record Retention: Because NTA is a competitive sports organization that handles billing and official athletic records, certain data cannot be completely erased upon request. We will retain billing history, official meet results (best times), and roster archives as required by our governing bodies, tax laws, and historical club record-keeping.


5. Children's Privacy

While our programs serve youth athletes, the App is designed for use by parents, guardians, and adult (Masters) athletes. We do not knowingly permit children under the age of 13 to create their own accounts, nor do we knowingly collect personal data directly from children without parental consent.


Parents or legal guardians are responsible for inputting and managing their child's athletic data within their family account. If you believe your child has created an account without your consent, please contact us immediately so we can remove it.


6. Security

We implement commercially reasonable administrative, technical, and physical safeguards to protect your personal information against unauthorized access, loss, or alteration. For example, all account access requires a secure username and password, and payment processing is handled via encrypted third-party gateways.


However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee its absolute security, and you use the App at your own risk.


7. Changes to This Privacy Policy

We may update this policy periodically to reflect changes in our app features or legal requirements. When we do, we will revise the "Last Updated" date at the top of this page. If we make material changes, we may also notify you via email or an in-app alert.


8. Contact Us

If you have questions about this Privacy Policy, your data, or need assistance managing your account, please contact us:


New Trier Aquatics

400 Central Ave Suite 202

Northfield, IL 60093


Email: info@newtrieraquatics.org

Website: www.newtrieraquatics.org