Privacy Policy

1. Who we are

SwingOps is operated by Swing Science Hitting Lab Inc., doing business as Swing Science Technologies, an Illinois corporation at 2425 W Lawrence Ave, Chicago, IL 60625. Swing Science Technologies is the data controller for the information described in this policy.

SwingOps (“SwingOps,” “we,” “us”) is a software platform that helps baseball and softball training facilities operate their businesses — scheduling, payments, memberships, communications, and customer relationships. This policy explains what information we collect, why we collect it, who we share it with, and the choices you have. It also covers the specific terms for SMS messages we send on behalf of our facility customers, in line with US carrier and A2P 10DLC requirements.

This policy also covers the SwingSuite iOS app and the three services it opens: SwingOps for facility operations; SwingInsight for athlete analysis and development; and The Dugout for coach, athlete and family communications. Sections describing facility bookings, billing, SMS and Google integrations apply to the relevant SwingOps features, not every feature in each service. The SwingInsight privacy policy provides additional detail about its performance data, video, reports and plans. Lesson Station is a separate product and is not covered by this SwingSuite policy.

2. Information we collect

From facility operators (our direct customers).Account email, name, phone number, the facility's name and address, and the operational data you enter (locations, resources, staff, lesson types, packages, memberships, schedule rules). When you connect a third-party integration (for example accounting, calendar, or payment tools), we store the connection tokens needed to operate the integration (encrypted at rest).

From families and athletes at our facility customers.Names, dates of birth, contact email and phone number, sport-specific profile data (bats / throws / position / grad year / school / team / equipment access), bookings, payment method references (the underlying card numbers live with our payment processor, not us), waiver signatures, and message history. We collect this on behalf of the facility that you train with — the facility is responsible for the relationship; we're the infrastructure.

Automatically. Standard server logs (IP address, user-agent, timestamps), error telemetry from our application, and product analytics about how the dashboard is used. We do not use cross-site tracking pixels or third-party advertising cookies on the dashboard.

How you found a facility's page.On facility booking, purchase, event, and lead pages hosted by SwingOps (and the booking widget a facility embeds on its own site), we record how a visitor arrived — campaign tags (UTM), the type of ad click (for example, a Google or Meta ad), and which of the facility's tracking links a visitor used — in first-party cookies that expire after 30 days. We use these cookies only to show that facility which of its campaigns led to bookings. We do not record your IP address or referring page for this purpose, we honor Global Privacy Control signals by not setting these cookies, we do not set them for visitors in the European Economic Area, the United Kingdom, or Switzerland, and we do not send this information to advertising platforms.

Across SwingSuite. Depending on the service and feature you use, information includes account and linked athlete details, messages and comments, selected photos and videos, coaching notes, uploaded documents and performance measurements, and saved reports, plans and progress. The Dugout stores shared channel content and message translations; visibility depends on channel membership and the sharing controls for that content. SwingInsight stores analysis inputs and resulting artifacts. Local drafts, downloaded exports, application records and provider processing records are different copies, with different lifecycles.

3. How we use information

• To operate the platform — process bookings, payments, schedule changes, and reports.
• To send transactional notifications you would expect from your facility — lesson reminders, waiver requests, receipts, recovery messages when a checkout was abandoned.
• To send promotional or re-engagement messages from your facility, only when you have opted in.
• To improve the product, prevent abuse, and meet legal and tax obligations.
• To respond when you contact us.

We do not sell personal information. We do not share phone numbers with third parties for marketing purposes.

For enabled AI features, selected inputs may be sent to Anthropic to suggest text or analyze supplied information, including coaching notes, messages selected for translation, measurements, selected documents or images and coach-selected still frames from video. SwingOps also uses fal.ai for marketing-image generation from facility instructions and branding. Configured telephone features use voice-service providers such as Vapi and their speech providers for call processing, which may include audio, transcripts and call records. Browser or device dictation and spoken replies may use their providers' servers; they are separate from uploading a photo or video. The feature and its disclosure determine what is sent. This policy does not activate a paused feature or give an account holder authority to process another person's data. Where required, separate permission is needed before third-party processing. Provider records and processing locations depend on the service and configuration; this is not a promise of no retention, no training or US-only processing.

4. SMS messaging program

SwingOps sends SMS on behalf of facility brands through a third-party SMS provider. The following terms apply to every SMS we send from a SwingOps-managed sender:

• Opt-in.You opt in to transactional SMS by checking the SMS consent checkbox in the facility's booking flow. You opt in to promotional SMS by checking the same consent checkbox on the facility's contact / lead-capture form. Both boxes are unchecked by default and require an affirmative check, and consent is never a condition of purchase. You can also opt in by replying STARTto a message from the facility's number.
• Opt-out. Reply STOP to any message at any time to unsubscribe. We honor STOP on our inbound webhook by writing the address to our suppression list, which blocks all future messages to that number from any facility on the platform. Reply HELPfor a brief help message identifying the facility you're receiving messages from.
• Frequency. Transactional SMS (reminders, recovery, receipts) fire only when an event happens — typically one to three messages per week per active family. Promotional SMS is capped at one message per family per 24-hour window across all detectors.
• Carrier fees. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.
• Numbers we use. SwingOps assigns a US 10-digit long code number to each facility brand. Numbers are registered through the Campaign Registry as ISV sub-brands of SwingOps, in compliance with A2P 10DLC carrier requirements.
• Categories. Our active campaign is registered as MIXED (transactional + light promotional). We do not use SwingOps SMS for prohibited categories (gambling, controlled substances, hate speech, S.H.A.F.T. content, etc.).

5. Sales and business-development SMS

This section covers a separate, narrower SMS program: text messages our own sales team sends from a Swing Science Technologies-owned number when following up with baseball and softball training-facility owners and staff who are evaluating SwingOps or SwingInsight. It does not cover SMS sent by SwingOps on behalf of a facility to that facility's own families and athletes — that program is described in Section 4 above.

• Opt-in. The primary way to opt in is our public sign-up form atswing-science.com/text-us, where you enter your mobile number and check an unchecked-by-default box agreeing to receive texts from our sales team. We keep a record of each opt-in (the number, the consent wording, and when it was given). You can also opt in by texting our published sales line first (or replying START to a message from it). We do not purchase, rent, or message third-party contact lists, and consent is never a condition of purchase.
• No sharing. Mobile phone numbers and SMS opt-in data and consent are never shared with, sold, or rented to third parties or affiliates for marketing or promotional purposes.
• Opt-out. Reply STOP at any time to unsubscribe; we honor it immediately and will not text that number again. Reply HELP for a brief help message identifying our team.
• Frequency. Typically no more than a few messages over the course of an active sales conversation; we do not run recurring promotional sends to this list.
• Carrier fees. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.
• Categories. This campaign is registered as Low Volume Mixed (low-volume, two-way conversational sales messaging). We do not use it for prohibited categories (gambling, controlled substances, hate speech, S.H.A.F.T. content, etc.).

6. How we share information

We share information only with the categories of vendors and parties that make the product work, under confidentiality and data-processing obligations:

• AI, image-generation and voice-processing providers — including Anthropic, fal.ai, Vapi and the speech providers described in Section 3, for the enabled features you use.
• A payment processor — card numbers go to the processor directly; we never see them.
• An SMS and voice provider — message delivery, as described in the SMS section.
• An email delivery provider — transactional and drip email.
• Cloud hosting, database, and background-job providers — to run the platform and its scheduled work (reminders, drips, reconciliation).
• Error and uptime monitoring providers — to keep the platform reliable.
• SwingInsight (when a family links their athlete profile) — federated athlete-development data, governed by a separate integration contract.
• Business tools you choose to connect — for example accounting, payroll, email-marketing, or access-control integrations, only when a facility administrator explicitly enables them.
• Law enforcement — when legally compelled by valid process, with notice to affected customers where allowed.
• Successor entities — in the event of a merger, acquisition, or asset sale, subject to the protections in this policy.

We provide the current list of the specific service providers we use on request — email privacy@swingops.ai. We do not sell personal information or share it for cross-context behavioral advertising.

If you choose to sign in to SwingInsight or The Dugout with your SwingSuite (SwingOps) account, we share an account identifier and your sign-in and sign-out events between our products so one password works for both. We don't share any other information to do this.

7. Google user data

SwingOps offers two optional Google integrations. Each one is turned on only when someone at the facility connects it, and each can be disconnected at any time.

Google Calendar (permission: https://www.googleapis.com/auth/calendar.events). When a coach connects their Google Calendar, SwingOps adds, updates and removes the coach's lesson bookings on that calendar. Each lesson event includes the athlete's name, the lesson type and the time, and a Google Meet link for remote lessons. SwingOps also reads the coach's other calendar events so families can't book a lesson when the coach is busy. From each of those events we keep only its start and end time and its title, as a “busy” block. Events the coach marks private are stored without a title. The busy times, labeled as coming from Google Calendar, appear on the facility's schedule for staff; the event titles are shown only to that coach and to the facility's owners and admins.

Google Business Profile (permission: https://www.googleapis.com/auth/business.manage). When a facility (or a trainer, for their own profile) connects a Business Profile, SwingOps looks up the account and location, reads the location's Google reviews so staff can see them in one place, and reads the profile's performance numbers (such as impressions) for the facility's marketing reports. SwingOps posts a reply to a review only when a staff member publishes it. SwingOps can also publish posts (for example, an offer with a “Book” button) to the profile: a staff member publishes them, or, if the facility turns on automatic publishing, SwingOps publishes the facility's scheduled posts for it.

How we use it.We use Google user data only to provide these user-facing features. We don't use it for advertising, we don't sell it, and we don't share it with anyone except as needed to run these features or as required by law.

AI.Google Calendar event content (titles, descriptions, attendees) is never sent to an AI provider; SwingOps' AI booking features don't see your calendar events. If a staff member clicks the button to draft a reply to a Google review, we send that review's star rating, text and the reviewer's display name to our AI provider (Anthropic) to write a suggested reply, which the staff member reviews and edits before anything is posted. Our AI provider does not use this data to train its models, and we don't use Google user data to develop, improve or train generalized AI or machine-learning models.

Protection. Google access tokens are encrypted at rest. Google data is stored in our application database, scoped to the facility, and protected by the measures described in the Security section below.

Retention and deletion.When a coach disconnects Google Calendar, we revoke SwingOps' access with Google, delete the stored access tokens, and delete the busy blocks we copied from that calendar. Lesson events SwingOps added to the calendar stay on it until the coach removes them. When a Business Profile is disconnected, SwingOps revokes its access with Google, deletes the stored connection token, deletes the reviews and performance numbers it had synced (reviews are kept only while another active connection at the facility still uses the same Business Profile location), and stops syncing reviews and publishing to it. You can revoke access at any time from your Google Account's third-party connections page, or email privacy@swingops.ai to ask us to delete Google data we hold.

Limited Use.SwingOps' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

8. Data retention

We keep facility account data while the account is active. After cancellation we retain operational records (transactions, audit logs, signed waivers) for the longer of seven years or the period required by applicable tax and consumer protection law. Suppression-list entries (STOP records) are retained indefinitely so we never message someone who opted out. Campaign-attribution records (the ad click type, campaign tags, and the kind of page a visitor landed on) are deleted or de-identified after 13 months. You can request earlier deletion of personal data not under a legal-hold obligation by emailing privacy@swingops.ai.

The facility-record retention periods above describe SwingOps records. Shared Dugout content, SwingInsight inputs and artifacts, local drafts and exports, logs, caches, backups and provider records have separate lifecycles. We review identity, authority and retained-record obligations before fulfilling deletion requests. Submitting a request does not automatically delete an account or a child's records, recall a recipient's copy, or erase information already transmitted to a provider. The product's request page and our response explain the applicable process; no universal purge deadline is promised here.

9. Your rights

Depending on where you live you may have rights to access, correct, delete, port, or restrict processing of your personal information, and to opt out of certain forms of processing. To exercise a right, email privacy@swingops.ai from the address on file. We will verify your identity and respond within the timeline required by the applicable law (typically 30–45 days).

California residents: we do not sell personal information or share it for cross-context behavioral advertising. You have the rights described in the CCPA / CPRA, including the right to know, delete, correct, and limit use.

In SwingSuite, tap the app title for Account deletion requests and choose the product, or use the existing pages for SwingOps, SwingInsight and The Dugout. Submit separately for each product you want to leave. A request does not itself cancel bookings or subscriptions, issue a refund or delete a facility or a child's records. You can review or withdraw your own saved AI-processing choices in SwingInsight and The Dugout; a saved choice alone does not establish current permission or turn on a paused tool. Withdrawal cannot recall data already sent. Sign out on this deviceclears SwingSuite's saved sign-ins, drafts and cached pages on that device; it does not delete accounts or sign you out of other devices.

10. Security

We use TLS in transit, encryption at rest for sensitive fields, logical multi-tenant isolation, audit logging on sensitive mutations, and least-privilege access for our team. No system is invulnerable; if we learn of a breach affecting your information, we will notify affected users and authorities in line with applicable law.

11. Children

Athletes under 13 may have profiles created by their parents or guardians at a facility. We rely on the facility and the parent to obtain consent under COPPA and equivalent statutes. We do not knowingly serve advertising to or profile minors for commercial purposes. We do not set campaign-attribution cookies in athlete accounts, and we attribute bookings only to the parent or guardian's family account, never to an athlete. Direct any concerns to privacy@swingops.ai.

Children under 13 do not sign in directly to SwingSuite; access is through a parent or guardian. An account role, linked account, email match or general terms acceptance does not itself verify a relationship or establish authority to choose third-party AI processing for someone else. This access rule is not a claim that legally required parental consent has been verified.

12. Changes

We may update this policy from time to time. Material changes will be announced at the top of this page and, where required, by email or in-app notice. Continued use of the platform after a change takes effect constitutes acceptance.

13. Contact

SwingOps
privacy@swingops.ai
https://swingops.ai