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Privacy Policy

Last updated: February 22, 2026

1. Introduction

Welcome to ReelRank ("we," "our," or "us"). We are committed to protecting your privacy and ensuring you have a positive experience on our website and in using our products and services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our fishing circuit management system.

This policy applies to all users of ReelRank, including registered account holders, organization administrators, and individuals who participate in events without creating an account (such as open event registrants).

2. Information We Collect

We collect information that you provide directly to us, including:

Account & Profile Information

  • Personal identification information (first name, last name, email address, phone number)
  • Account credentials (email, password — passwords are stored in hashed form only)
  • Mailing address (street, city, state, zip code, country)
  • Profile photo/avatar
  • Organization affiliation and role
  • User interface preferences (such as dark mode)

Vehicle & Boat Information

  • Boat trailer tag information, including registration state and license plate number

Team & Event Registration Information

  • Team membership details (team name, role such as captain, co-angler, or alternate)
  • Event registration details, including registration status and notes
  • Waiver and agreement acceptances for organization and event-specific requirements
  • Entry fee payment status and roster fee tracking

Tournament Scoring & Performance Data

  • Catch data (number of fish, total weight, big fish weight, dead fish penalties)
  • Tournament results (points, placement, boat number)
  • Season standings and rankings

Financial Information

  • Entry fee payment tracking (whether fees have been received)
  • Roster fee payment status

Note: ReelRank does not process credit card or bank account information directly. Payment collection is handled outside the platform by your organization.

Photos & Documents

  • Event photos uploaded to event galleries
  • Profile avatars and organization logos
  • Documents uploaded for registration requirements (waivers, rules, guidelines)

Communication Data

  • Contact form submissions (name, email, phone, message)
  • In-app notifications and their read status

Information About Others

When you invite someone to join your team or register a co-angler for an open event, we collect their name, email address, and optionally their phone number on your behalf. You represent that you have the right to provide this information and that the individual is aware you are sharing it with us.

Open Event Participants (Non-Account Holders)

If you register for an open event without creating an account, we collect your name, email, phone number, mailing address, and boat trailer tag information directly as part of your registration. This information is stored in connection with the event registration.

Automatically Collected Information

We also automatically collect certain information when you use our services, including IP address, browser type, device information, pages visited, and usage patterns. See Section 7 for details on cookies and analytics.

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our services
  • Create and manage your account
  • Process team and event registrations
  • Record and display tournament scores, standings, and rankings
  • Send transactional emails (registration confirmations, team invitations, score notifications, password resets)
  • Send administrative information, updates, and notifications
  • Facilitate team management, including invitations and roster changes
  • Enable organization administrators to manage their circuits, events, and members
  • Display event photo galleries
  • Respond to your comments, questions, and support requests
  • Monitor and analyze trends, usage, and activities to improve the platform
  • Detect, prevent, and address technical issues, fraud, and security threats
  • Maintain audit logs of administrative actions for accountability

4. Public Information

Certain information is visible to other users or the public as part of the platform's core functionality:

  • Tournament scores and standings — your name, team, catch data, and placement may be displayed on public scoreboards and standings pages.
  • Event photo galleries — photos uploaded to event galleries may be shared publicly via a gallery link.
  • Team rosters — your name and role within a team may be visible to other members of your organization.

5. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

  • With your consent or at your direction
  • With organization administrators — admins within your fishing circuit organization can view member profiles, registration details, contact information, and boat trailer tag information to manage their events and rosters
  • With team members — limited information (such as your name and role) is shared with other members of your team
  • To comply with legal obligations or respond to lawful requests
  • To protect our rights, privacy, safety, or property
  • In connection with a business transfer, merger, or acquisition

6. Third-Party Service Providers

We use the following third-party services to operate ReelRank. These providers may process your data as described below:

  • Amazon Web Services (AWS) — We use AWS to host our application infrastructure, including:
    • AWS S3 for storing uploaded files (photos, avatars, logos, documents). Uploaded files are stored in the US East (Virginia) region.
    • AWS SES (Simple Email Service) for sending transactional emails. Email content, including recipient names and addresses, is processed through Amazon's email infrastructure in the US East region.
    • AWS ECS for application hosting and AWS Secrets Manager for secure credential storage.
  • Google Analytics — We use Google Analytics 4 to understand how users interact with our platform. Google Analytics collects information such as pages visited, actions taken (e.g., logging in, registering for events, creating teams), and general usage patterns. This data is processed by Google on its servers. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.
  • Google reCAPTCHA — We use Google reCAPTCHA v3 on certain forms (such as the contact form) to prevent spam and abuse. reCAPTCHA may collect hardware and software information, such as device and application data, and send it to Google for analysis. Use of reCAPTCHA is subject to Google's Privacy Policy and Terms of Service.
  • MongoDB Atlas — Our database is hosted on MongoDB's cloud infrastructure, where your account data, registrations, scores, and other platform data are stored.

7. Cookies and Tracking Technologies

We use the following cookies and browser storage technologies:

  • Session cookie (__session) — An encrypted, HTTP-only cookie that maintains your login session. It contains your user ID, email, role, and organization ID, and expires after 7 days.
  • Local storage — We store your selected season preference and PWA install prompt dismissal in your browser's local storage.
  • Google Analytics cookies — Google Analytics sets cookies to distinguish users and track session information. See Section 6 for opt-out details.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you refuse cookies, you will not be able to use authenticated features of the platform.

8. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

  • Passwords are hashed using bcrypt and are never stored in plain text
  • Session cookies are encrypted and marked HTTP-only (not accessible via JavaScript)
  • Account lockout protection after multiple failed login attempts
  • Password reset tokens expire after 1 hour
  • Sensitive credentials are stored in AWS Secrets Manager in production

However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

9. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes described in this policy. Specific retention periods include:

  • Account data — Retained for as long as your account is active. Deactivated accounts are soft-deleted (marked inactive) and may be permanently deleted upon request.
  • Tournament scores and standings — Retained indefinitely as part of the historical record of fishing circuit seasons.
  • Event registrations — Retained for the duration of the associated season and beyond for historical records.
  • Invitations — Automatically deleted 30 days after creation.
  • Password reset tokens — Expire and are invalidated after 1 hour.
  • Login sessions — Expire after 7 days.
  • Audit logs — Retained indefinitely for accountability and compliance purposes.
  • Uploaded files — Retained as long as the associated entity (event, user profile, organization) exists.

10. Administrative Access

Organization administrators can view the personal information of members within their organization, including names, email addresses, phone numbers, mailing addresses, and boat trailer tag information, for the purpose of managing events, rosters, and registrations.

System administrators may access user accounts through an impersonation feature for troubleshooting and support purposes. All impersonation activity is logged and tracked.

Administrative actions (such as approving teams, modifying registrations, and entering scores) are recorded in audit logs that capture the administrator's identity, the action taken, and a timestamp.

11. Organization-Specific Waivers and Agreements

Individual fishing circuit organizations may require you to accept custom waivers, rules, or agreements as part of event or season registration. These agreements are defined by the organization, not by ReelRank. Your acceptance of these agreements is recorded in connection with your registration. Please review these agreements carefully, as they are set by the organization administering your circuit.

12. Your Rights and Choices

You have the right to:

  • Access and update your personal information through your account settings
  • Request deletion of your account and personal data by contacting us
  • Opt out of Google Analytics tracking (see Section 6)
  • Request a copy of your personal data

To exercise any of these rights, please contact us through our contact page. We will respond to your request within 30 days.

13. Data Location

Your information is stored and processed in the United States, primarily in the AWS US East (Virginia) region. If you are accessing ReelRank from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States.

14. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will take steps to delete that information promptly.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this page periodically for any changes.

16. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data rights, please contact us through our contact page.