Privacy Policy

Little Guppies Admin is the private scheduling and billing tool used to run Little Guppies Swimming, a small swim school in the North Bay, California. It is not a public product. Access is limited to a short list of authorized Google accounts belonging to the people who operate the business.

This policy covers the admin application. The policy for the public website is published separately.

Who this data belongs to

Two kinds of information pass through this app: the Google account data of the operator who signs in, and the client records the business keeps about the families it teaches.

Google account data we access

When an operator signs in with Google, the app asks for these scopes and nothing else:

• Basic profile (openid, email, profile) — to confirm the signed-in address is on the access list, and to attribute changes in the audit log.
• Google Calendar, read only (calendar.readonly) — to read swim lesson appointments from the instructor's calendar so lessons appear in the schedule and can be billed. Only events whose title matches the lesson pattern are stored; anything else on the calendar is read, ignored, and not saved as a lesson.
• Gmail, read only (gmail.readonly) — to find Venmo payment notification emails so payments can be matched to the right family. The app searches for those specific notifications. It does not store the contents of unrelated mail.

The app never requests write access to Calendar or Gmail. It cannot create, change or delete anything in either.

Limited Use

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

Specifically, data obtained through Google APIs is:

• used only to provide and improve the scheduling and billing features described above;
• never transferred to a third party except as needed to run the app, or where required by law;
• never used for advertising, advertising profiling, or sold to anyone;
• never read by a human, except with the account owner's explicit permission, where required by law, or to investigate a specific technical fault reported by the operator.

Client information we store

To run lessons and billing, the app stores:

• family and swimmer names, and a contact email address;
• lesson dates, times and attendance;
• amounts billed, payments received, and account balances;
• whether a liability waiver has been signed;
• an audit record of changes made in the app, and who made them.

We do not collect payment card numbers or bank details. Payments are handled outside this app through Venmo; the app records only that a payment happened and for how much.

Where the data is kept

Data is stored in Cloudflare D1, hosted in the United States. The Google refresh token used to keep the calendar in sync is encrypted at rest with AES-GCM, so a copy of the database on its own does not grant access to any Google account.

Who can see it

Only the operators on the access list. Signing in requires a Google account explicitly added by the administrator; any other account is refused. There are no other users, no analytics or tracking on the admin app, and no advertising anywhere in it.

How long we keep it

Client and lesson records are kept while the family is a client and for as long afterwards as we need them for tax and accounting purposes. Diagnostic sync logs are deleted automatically after 90 days.

Revoking access and deleting data

An operator can disconnect this app at any time from their Google Account permissions page. Doing so immediately stops all Calendar and Gmail access. The stored refresh token becomes useless at that point and is removed on the next sign-in attempt.

Families may ask us to correct or delete their records. Email the address below and we will action it, keeping only what we are legally required to retain.

Children's information

We keep a swimmer's first name and approximate age so lessons can be planned safely. That information is provided by a parent or guardian, is used only to run lessons, and is never used for marketing or shared for any other purpose.

Changes to this policy

If this policy changes in a way that affects how Google account data or client records are handled, the date at the top of this page will be updated.

Contact

Questions about this policy, or requests about your data, go to hello@littleguppiesswim.com.