Privacy Policy
Last updated: July 17, 2026
Hydive is software for volunteer-run seasonal clubs — a website, a member database, and season-long money control. Clubs trust us with their members' information, so this page explains plainly what we collect, why, and what we will and won't do with it.
The short version. We use your data to run the club software you signed up for. We do not sell it, rent it, or share it for advertising. Each club's data is isolated from every other club's at the database level. You can ask us for a copy or ask us to delete it.
Who this covers
Hydive is a multi-tenant platform with a few kinds of people using it:
- Boards and staff who run a club on Hydive.
- Members of those clubs, whose records the club stores in Hydive.
- Visitors to a club's public website or to hydive.app.
For member records, the club is the data controller — it decides what to collect and why — and Hydive is the processor that stores and serves that data on the club's behalf. If you're a member and want your record changed or removed, start with your club; we help clubs honor those requests.
What we collect
Account and club information
- Your name and email address when you create or are invited to a club.
- Your club's name, web address, and the season and financial details your board enters.
- Sign-in events — we use one-time email codes (OTP), so we do not store passwords.
Member records a club stores
Clubs store the roster information they need to operate — typically member and household names, contact details, membership status, dues and payment history, and bookings or check-ins. A club chooses what goes in; Hydive stores it and limits who can see it based on each person's role.
Payments
When a club or member pays through Hydive, card and bank details are handled by our payment processor, not stored on Hydive's servers. We keep a record of the transaction (amount, date, status) so the club's books and burn-down stay accurate.
Technical data
Like any web service, our servers log basic request information — IP address, browser type, timestamps, and the pages requested — to keep the service secure, debug problems, and prevent abuse.
How we use it
- To provide the product: websites, rosters, scheduling, and the financial engine.
- To sign you in and control what each role can see and do.
- To send transactional messages — invitations, sign-in codes, receipts, and important account notices.
- To keep the platform secure, prevent fraud and abuse, and diagnose problems.
- To meet legal and accounting obligations.
We do not use member data for advertising, and we do not sell or rent personal information to anyone.
How your data is separated
Tenancy in Hydive is a database guarantee, not a promise on a page. Every club's records are tagged with that club's identity and protected by row-level security in the database, so one club can never read or write another club's data — even if the software has a bug. The public API runs under a restricted role with the current club's identity set on every request.
Who we share it with
We share data only where it's needed to run the service:
- Infrastructure and hosting providers that run our database and servers.
- Payment processors that handle card and bank transactions.
- Email delivery providers that send transactional messages.
- Legal authorities when we are legally required to, or to protect the safety of people or the service.
These providers act on our instructions and are bound to protect the data. If Hydive is ever involved in a merger or acquisition, we'll ensure any successor honors the commitments in this policy and notify affected clubs.
How long we keep it
We keep club and member data for as long as the club has an active account, plus a reasonable period afterward for backups, dispute resolution, and legal or accounting requirements. When a club closes its account, we delete or anonymize its data within a reasonable window, except where we must retain certain records by law.
Your choices and rights
Depending on where you live, you may have the right to access, correct, export, or delete your personal information, and to object to or restrict certain processing. To exercise these rights:
- Members: contact your club first — they control your record. We support clubs in fulfilling these requests.
- Board, staff, and account holders: email us at the address below.
We won't discriminate against you for exercising any of these rights.
Children
Clubs often store household records that include children (for example, a family swim membership). That information is provided and managed by the club as part of a membership the parent or guardian set up. Hydive is not directed to children, and children do not create their own Hydive accounts.
Security
We protect data in transit and at rest, restrict access by role, and design tenant isolation into the database itself. No system is perfectly secure, but we take reasonable, current measures to protect your information and will notify affected clubs promptly if a breach ever affects their data.
Changes to this policy
As Hydive grows we may update this policy. When we make material changes, we'll update the date at the top and, for significant changes, notify account holders by email. Continuing to use Hydive after an update means you accept the revised policy.
Contact us
Questions about this policy or your data? Email privacy@hydive.app and we'll help.