Privacy Policy

Outstanding Implementation And Verification

• Remove nonessential usage-event tracking and verify hosting-injected page-view tracking.
• Implement and verify automatic deletion review on closure, including retention reasons and safe handling of required history.
• Verify youth consent and privacy safeguards, provider-side collection and sharing, and applicable retention requirements.

1. Operator And Scope

The ArenaRecord LLC, a Wisconsin limited liability company, operates The ArenaRecord website.

This Privacy Policy describes information used for accounts, event entries, producer administration, rider and horse records, communications and support.

It does not cover independent websites or a producer's separately operated services.

The owner approved this policy effective October 23, 2026.

Implementation and verification items identified below remain outstanding; approval does not mean those changes are complete.

2. Information We Collect

Information you provide may include your name, birth date, contact email, phone number, home address, rider profiles, horse details, membership information, event entries, communications and support requests.

Optional uploads may include photos, videos, horse documents and private tax paperwork.

Designated W-9 forms can contain sensitive tax identifiers and signature information; do not put these details in public messages or general notes.

Payment-related records may include the charged items, amounts, processor references, refund status and payout information relevant to the service.

Payment credentials should be entered only through the designated payment-provider interface.

Necessary technical records may include request information, network addresses, session information, errors and security events; verification of precise provider-side collection remains outstanding.

3. How Information Is Used

We use information to provide account access, administer entries, display authorized draws and results, maintain requested records, deliver requested communications, handle payments and refunds, respond to support requests and protect the service.

We also retain appropriate records for disputes, legal obligations and evidence of permissions and transactions.

Providing a phone number does not itself authorize optional text messages.

We do not treat an event entry as permission to market unrelated or future events.

4. No Sale Or Targeted Advertising

Our policy prohibits selling personal information or sharing it for targeted advertising.

SMS opt-in information and consent must not be sold or shared with third parties or affiliates for marketing or promotional purposes.

Necessary service-provider processing to operate the service is distinct from advertising-data sharing.

Sponsor acknowledgments do not authorize using entrant information for targeted ads.

Verification of these commitments against actual integrations and provider arrangements remains outstanding.

5. Public Information And Private Records

Published event listings, draws, approved results and public announcements can be visible without an account.

Names and event participation information shown on those pages may be copied by others.

Rider photos are used in account and communication contexts, not as draw or result-row photos; producer logos may appear in public event information.

Race Chat is limited to the registered riders and authorized producer team for that event, rather than the general public.

Private horse records, videos, tax forms and other paperwork have separate access controls and are not made public by uploading them.

Producers can access shared private documents only under the applicable document-sharing and confirmed-entry permissions.

Removing a public item cannot recall copies already saved by other people.

6. Producers And Authorized Teams

Producers and their authorized assistants receive the information needed to administer relevant entries and events within their access permissions.

Shared entrant contact information may be used only for event operations and related obligations, such as schedule notices, paperwork, refunds, payouts, disputes and required reporting.

Producers may not use those shared details to promote future events or create promotional contact lists.

Producer access does not transfer ownership of a rider's private account.

Access revocation and organization transfers do not erase historical transaction or legal obligations.

Producers remain responsible for protecting information they lawfully receive and for complying with applicable law.

7. Service Providers And Other Disclosures

Service providers may process information needed for authentication, hosting, database and file storage, payment processing, address search and authorized communications.

Address-search text is sent to the mapping provider when you use the search feature; you may instead enter an address manually.

A messaging provider may process a phone number, message content and delivery or opt-out status when messaging is enabled.

Necessary provider processing does not authorize use of SMS consent for marketing.

Information may also be disclosed where legally required or reasonably necessary to investigate fraud, address security incidents, protect legal rights or respond to lawful requests, subject to applicable law.

Verification of provider identities, contracts and data handling remains outstanding; this policy does not promise a particular storage country or certify provider compliance.

8. Cookies, Storage And Analytics

The website and its sign-in services use cookies or browser storage for sessions, security and requested website functions.

Necessary payment, consent, security and operational records remain in use.

The owner has selected removal of nonessential usage analytics, not an advertising or optional analytics program.

Implementation notice: existing usage-event tracking has been identified and must be disabled, and any hosting-injected page-view tracking must be checked before the policy can state that nonessential analytics are off.

Blocking essential browser storage may prevent account or payment features from working.

9. SMS And Other Communication Choices

Optional race texts require explicit permission for the stated message types and phone number.

Email permission, SMS permission and sign-in verification are separate.

We record the consent wording, version, recipient and saved choice so that older, narrower permission is not silently expanded.

Changing a phone number requires new permission for that number.

When text delivery is enabled, reply STOP to unsubscribe or HELP for an automated response directing you to website support; live support by text is not provided.

You may also change text permission in Settings.

Opt-out records may remain necessary to honor your choice.

SMS delivery and automated STOP/HELP handling are not yet active and must be connected and tested before launch.

10. Youth Information And Authority

The selected product policy allows accounts at any age, subject to legally required parent or guardian consent and children's privacy protections.

Parents or authorized guardians may manage youth rider profiles.

Account access does not prove legal capacity, guardianship or authority to sign a release or authorize a payment.

Adults should provide youth information only when authorized and avoid unnecessary public details.

Appropriate age-related disclosures, verified consent procedures, parental access and deletion rights must be reviewed against the actual product, especially where children's privacy laws apply.

This policy does not assert that a checkbox or stored birth date meets those requirements or that all required safeguards have been implemented.

11. Retention, Account Closure And Deletion

The selected policy is for account closure to automatically start a deletion review without requiring a separate request.

A review must identify information no longer needed and delete or appropriately de-identify it, while retaining only records still needed for legitimate obligations.

Closing access is not a promise of immediate deletion of every record.

Payment and refund evidence, signed documents, consent and opt-out records, required reporting, unresolved disputes and legal holds may require continued retention.

Retention must be based on an actual purpose or obligation rather than an indefinite blanket exception.

Any retained records should have appropriate access restrictions and be reconsidered when the reason for retention ends.

Deletion must not improperly destroy another person's records or evidence.

Implementation notice: the automatic review workflow and category-specific retention rules still need implementation or verification; this policy does not claim they are operational or set an unverified deletion deadline.

12. Your Requests And Security

Use website Support Tickets to request access, correction, deletion or an explanation of how your information is handled.

If you cannot access your account, email info@thearenarecord.com.

We may need appropriate information to verify identity and authority before disclosing or changing private records.

Do not email passwords, sign-in codes, full payment-card details or tax identification numbers.

Requests remain subject to applicable rights, exemptions and response deadlines; closing an account is not required to submit a privacy request.

Access controls and other safeguards help protect information, but no online service can guarantee complete security.

Report suspected unauthorized access promptly through Support or the contact email.

13. Contact, Changes And Approval

The operator is The ArenaRecord LLC.

The public business mailing address is 6815 Old Highway 18, Stevens Point, WI 54482.

The public email for support, privacy and legal questions is info@thearenarecord.com.

Changes to this policy should identify an effective date and be communicated as required, with new consent where required for a new purpose.

The owner separately approved this Privacy Policy effective October 23, 2026.

Owner approval is not legal review, proof of publication or certification of actual practices, and cannot make an unimplemented safeguard operational.