Privacy & Security Policy

Sway Formations Privacy and Security Policy

This Privacy and Security Policy describes how Sway Formations ("Sway," "we," "us," or "our") collects, uses, stores, protects, and discloses information in connection with the Sway website, web application, mobile applications, and related services (collectively, the "Service"). It also states the privacy and security commitments that apply to information entrusted to Sway.

This Policy applies generally to all Sway customers and users. It is not written for any particular school, team, organization, or commercial partner. A separate written agreement may provide additional rights or obligations. If a signed agreement conflicts with this Policy, the signed agreement controls for the parties to that agreement.

1. Our Core Commitments

Sway makes the following commitments regarding customer information and customer content:

• Customers retain ownership of the data and content they submit to the Service. Sway does not claim ownership of customer rosters, formations, choreography, music, media, notes, or other customer-created materials.
• Sway uses customer information and content only as reasonably necessary to provide, maintain, secure, improve, and support the Service; comply with law; and enforce applicable agreements.
• Sway does not sell customer content or personal information and does not use customer information for targeted advertising.
• Sway does not store passwords in plain text. Passwords are protected using bcrypt password hashing.
• Sway does not store complete credit card numbers or full payment-card details. Card payments are processed by Stripe.
• Sway maintains reasonable administrative, organizational, and technical safeguards designed to protect information within systems under Sway's control.

2. Information We Collect

Account information. When a user creates or uses an account, Sway may collect a name, email address, phone number, username, account identifier, authentication information, profile information, team or organization affiliation, role, and account preferences.

Workspace and roster information. The Service may process team names, roster names, participant names or display names, assignments, roles, classes, groups, codes, membership information, and other information used to organize a workspace.

Customer content. Users may create or upload formations, choreography information, timing and count information, comments, replies, mentions, drawings, notes, announcements, music, images, video, documents, and other materials. Sway processes this content to provide the features selected by the user.

Technical and usage information. Sway may collect IP address, browser type, device type, operating system, application version, a pseudonymous per-install identifier, request and response metadata, timestamps, authentication events, error reports, security events, and feature-usage information. This information supports operation, product analytics, troubleshooting, fraud prevention, and security.

Communications. If a user contacts Sway, we may retain the message, contact information, attachments, and related support history in order to respond and maintain business records.

Payment and subscription information. For website purchases, Sway may receive limited billing information from Stripe, such as a customer identifier, subscription status, plan, transaction status, payment method type, expiration details, and the last four digits of a card where provided by Stripe. For in-app purchases, Sway receives StoreKit and App Store Server data needed to verify and operate the subscription, including product and transaction identifiers, original transaction identifier, purchase and expiration dates, renewal or revocation status, App Store environment, and a team-specific app account token. Apple processes the Apple Account payment method; Sway does not receive Apple payment-card details or Apple Account credentials.

3. How We Use Information

Sway may use information to create and administer accounts; authenticate users; provide workspace, formation, roster, media, collaboration, and subscription features; process requested transactions; communicate about the Service; provide support; maintain and improve performance; prevent abuse and fraud; investigate errors and security events; protect users and the Service; comply with legal obligations; and enforce applicable terms and agreements.

Service and product communications. Sway may use an email address, account or team identifiers, subscription or checkout status, and limited product-interaction signals such as roster or formation counts to send onboarding, checkout-recovery, upgrade, payment, cancellation, or win-back messages about Sway. These are Sway's own communications and are not cross-company tracking or third-party advertising. A promotional message may be opted out of by following its instructions, replying ‘unsubscribe,’ or contacting hello@swayformations.com. Sway may still send operational, account-security, transactional, or legally required notices.

Sway limits its use of customer content to purposes connected with delivering and supporting the Service. Customer content is not treated as Sway-owned material merely because it is stored, displayed, processed, or transmitted through the Service.

4. Customer Ownership and Sway License

As between Sway and the customer, the customer retains all ownership rights in customer content submitted to the Service. Sway retains all ownership rights in the Service, including its software, interfaces, designs, workflows, templates, documentation, trademarks, and pre-existing technology.

The customer grants Sway a limited, non-exclusive right to host, copy, transmit, display, modify, and otherwise process customer content only as necessary to operate, secure, maintain, and support the Service; comply with the customer's instructions; and meet legal obligations. This limited right ends when the content is deleted from Sway's active systems, subject to ordinary backup rotation, legal retention duties, and any signed agreement.

5. When Information May Be Disclosed

Sway may disclose information to authorized users within the applicable account or workspace; to service providers that support hosting, databases, storage, authentication, communications, analytics, customer support, payments, monitoring, and security; when directed or authorized by the customer; to protect the rights, safety, and security of Sway, its users, or others; in connection with a merger, financing, acquisition, reorganization, or sale of assets; or when required by law, legal process, or a valid government request.

Service providers receive access only for the functions they perform for Sway and are expected to protect information in accordance with applicable agreements and law. Sway does not authorize service providers to use customer content for their own unrelated marketing or advertising purposes.

6. Payment Processing

Sway uses Stripe for eligible website card payments and Apple's In-App Purchase system for subscriptions purchased in the iOS or iPadOS app. Payment-card information is entered into systems operated by Stripe or Apple and is handled under the applicable provider's terms and privacy practices. Sway does not store complete credit card numbers, debit card numbers, card security codes, or Apple Account payment credentials.

For App Store subscriptions, the app and Sway server verify Apple-signed transaction information, associate the purchase with the selected Sway team through an app account token, and receive App Store Server Notifications about renewal, expiration, billing status, refund, or revocation events. Sway stores limited transaction and subscription metadata needed to provide access, prevent duplicate grants and fraud, support customers, reconcile renewals and refunds, and maintain required financial and audit records.

7. Security Program and Safeguards

Sway accepts responsibility for maintaining reasonable safeguards for information within systems under its control. The safeguards used by Sway are designed to protect the confidentiality, integrity, and availability of information and to reduce the risk of unauthorized access, disclosure, alteration, loss, or destruction.

Authentication and passwords. Sway does not store user passwords in readable plain text. Passwords are hashed using bcrypt. Authentication credentials and tokens are restricted to the systems and personnel that require them. Users are responsible for maintaining the confidentiality of their login information and for promptly reporting suspected unauthorized access.

Encryption in transit. Production web and application traffic is protected in transit using HTTPS/TLS. Sway uses reputable infrastructure providers that support encryption and security controls for hosted systems and stored data.

Access controls. Access to production systems and customer information is limited according to role and operational need. Application authorization checks are used to restrict workspace and team information to authorized users.

Media protection. Customer media stored in Sway-managed object storage is configured as private and is accessed through time-limited signed links or other controlled access mechanisms rather than unrestricted public links.

Application and API safeguards. Sway uses controls such as request validation, rate limiting, restricted cross-origin access, security headers, request-size limits, and input sanitization to reduce common application and API risks.

Logging and secrets. Production logging is configured to redact or avoid sensitive values such as passwords, access tokens, authorization headers, cookies, secrets, and private keys. Credentials and production secrets are not intended to be stored in application source code or exposed through ordinary user interfaces.

Service providers. Sway selects infrastructure and payment providers that maintain security programs appropriate to the services they provide. Sway evaluates and configures those services in light of the nature of the information processed and the needs of the Service.

8. Security Incidents

Sway investigates suspected unauthorized access, disclosure, alteration, loss, or destruction of customer information. When Sway confirms a security incident affecting customer information, Sway will take reasonable steps to contain and remediate the incident, preserve relevant evidence, restore affected services where appropriate, and notify affected customers as required by applicable law or a signed agreement.

Customers and users must promptly notify Sway if they suspect unauthorized account access, credential compromise, misuse of a team code or shared link, or another security problem involving the Service.

9. No Absolute Security Guarantee

Sway's commitments in this Policy are commitments to use reasonable safeguards and to respond responsibly to security events. No internet service, storage system, authentication method, or transmission method can be guaranteed to be completely secure or error-free. Accordingly, Sway does not promise that unauthorized access or a security incident can never occur. Sway does promise to maintain the practices stated in this Policy and not to make materially misleading claims about its privacy or security practices.

10. Data Retention and Deletion

Sway retains information for as long as reasonably necessary to provide the Service, maintain account and transaction records, resolve disputes, enforce agreements, protect the Service, comply with legal obligations, and support legitimate business operations. Retention periods may vary depending on the type of information and the reason it is maintained. App Store and Stripe transaction, subscription, fraud-prevention, and audit records may be retained after account deletion when needed for legal, tax, accounting, security, refund, or dispute obligations; Sway limits or unlinks account references when reasonably possible.

Users or authorized account administrators may request deletion of account information or customer content by contacting Sway. Sway will process verified requests within a reasonable period, subject to contractual requirements, technical limitations, legal holds, fraud prevention, financial recordkeeping, and ordinary backup rotation. Deleted information may remain temporarily in backups until those backups are overwritten or expire in the normal course.

11. Cookies, Local Storage, and Similar Technologies

Sway may use cookies, browser storage, mobile application storage, and similar technologies to keep users signed in, remember preferences, maintain sessions, protect accounts, understand Service performance, and support essential features. Users may control certain browser storage through browser settings, but disabling required storage may prevent portions of the Service from functioning correctly.

12. User Choices and Account Controls

Users may update certain profile and account information through the Service. Authorized administrators may manage team membership, workspace access, and content according to available account controls. Users may contact Sway to request access, correction, export, or deletion of personal information, subject to identity verification, account authority, applicable law, and contractual requirements.

13. Changes to This Policy

Sway may update this Policy to reflect changes to the Service, security practices, service providers, legal requirements, or business operations. An updated Policy will show a revised effective date. Sway will provide notice of material reductions to stated commitments when required.

14. Contact

Questions, privacy requests, data requests, urgent content or safety concerns, or security reports may be sent to hello@swayformations.com. Additional information about Sway is available at https://swayformations.com.

Supplemental iOS App Disclosures

Camera, microphone, and ARKit. The iOS app requests camera and microphone access only when you enter a feature that needs them and take an action to continue. When you intentionally use capture and motion features, Sway may also process camera video and synchronized microphone audio; camera intrinsics, timing, device motion, stage-calibration points, and capture-quality signals; ARKit floor planes, depth, scene geometry, environment scans, and person-segmentation data when supported by your device and selected workflow; and body movement, pose, mesh, and subject-confirmation information produced by Sway's computer-vision pipeline. You can deny access, or later change camera, microphone, and notification permissions in iOS Settings. Some capture features will not work without the required permissions.

AI formation processing. Before the first conversational formation-assistant suggestion or ranked AI option, Sway asks for an account-level privacy choice. If you allow it, Sway sends the formation request, stage dimensions, current and recent performer positions, internal performer identifiers for the included positions, selections, spacing constraints, and generation settings to Together AI for conversational suggestions and to Amazon Web Services (AWS Lambda) for Sway's ranked-candidate engine. The purpose is to generate formation options that you can preview before applying. Sway uses the related team and segment identifiers on its own server for authorization but does not include them in these provider requests. If you choose Not now, Sway sends no AI request and manual formation editing remains available. A material change to the disclosed providers, data, or purpose requires a new versioned choice.

Body4D cloud processing. An ordinary recording uploads to Sway private storage when you choose Upload whether or not you allow Body4D. Before a Body4D or motion-reconstruction job begins, Sway asks for a separate account-level privacy choice and requires the uploader to confirm permission to process every depicted person, including any permission required for minors. If allowed, the requested workflow prepares the uploaded video and audio; ARKit and camera timing, intrinsics, motion, depth, scene geometry, calibration, and quality data; body, pose, mesh, selected-subject, and identity-confirmation data; bound roster names and heights; and related account, team, video, job, and capture metadata in Amazon Web Services (Amazon S3) private storage for processing by RunPod or Google Cloud GPU compute. Sway selects the available compute provider for a run. The purpose is to reconstruct body movement and return 3D or reusable motion results. If you choose Not now, no Body4D cloud job begins; the ordinary recording can still upload to your Sway library and the rest of the app remains available.

Consent records. Sway stores each accepted, declined, or revoked choice on the authenticated account with the disclosure version. The server rechecks the current accepted version before the formation-AI and Body4D provider requests described above and does not infer permission from a subscription, team membership, upload, or device setting. You can review and revoke an accepted choice in Profile → Privacy & safety. Revocation stops future provider requests and jobs but cannot recall data already sent or stop processing already underway.

Notifications. The iOS app may register a device token to deliver notifications you enable.

Tracking. The iOS app's privacy manifest declares that collected data is not used to track you across apps or websites owned by other companies.

Account deletion. You can request permanent account deletion from Profile → Delete Account in the app. Account deletion removes your Sway account and team access and cannot be undone. Deleting a Sway account does not cancel an App Store subscription; Apple billing continues until you cancel through the App Store subscription-management controls. The deletion screen provides access to those controls and also allows you to proceed after acknowledging continuing billing.