Terms Of Service

1. Parties, Scope And Acceptance

These Terms Of Service describe the relationship between The ArenaRecord LLC, a Wisconsin limited liability company (The ArenaRecord, we, us or our), and users of its website and related services (you).

The service supports event discovery, entries, producer administration, race communications and personal rider and horse records.

The ArenaRecord LLC adopted this policy effective October 23, 2026.

Adoption or publication alone does not establish a user's acceptance or retroactively change an existing agreement.

Our acceptance policy requires a separate, initially unchecked Terms Of Service checkbox for new accounts and for existing users when material updates require renewed acceptance.

The applicable version must be available for review before acceptance.

Optional SMS permission remains separate and is not required to accept these terms.

The acceptance process must be implemented and verified before relying on it as evidence that a user agreed.

2. Accounts And Authorized Use

Provide accurate account information and keep your contact details current.

Protect your sign-in credentials and promptly report suspected unauthorized access through website Support.

Do not impersonate another person or access an account, organization or private record without authorization.

Use a payment method only when authorized by its holder.

Authority to create an account is distinct from authority to enter a binding agreement, sign a release or authorize a payment.

3. Youth Riders And Legal Authority

Our account policy allows riders of any age to have an account; parents or guardians may instead manage youth rider profiles within their own account.

This policy remains subject to legally required guardian consent, children's privacy protections and payment-provider requirements.

Manage a youth rider or submit another person's information only when you have the necessary authority.

Any required parent or guardian consent, event release and payment authorization must come from a person legally entitled to provide it.

A youth profile, stored birth date or checkbox alone does not establish legal guardianship.

Account access and event age eligibility do not establish legal capacity to contract or independently authorize a payment.

The company must verify age-appropriate consent and privacy safeguards before relying on this policy; adoption of these terms does not certify that those safeguards are implemented.

4. Producers And Event Responsibilities

Independent producers are responsible for their event descriptions, eligibility rules, schedules, facilities, safety arrangements, document requirements, cancellation policies, result approvals and prize obligations.

Producers must have authority to operate the event and comply with applicable laws, association requirements and payment-provider rules.

Event listings are not a guarantee of venue safety, sanction approval, insurance coverage or producer performance.

Event rules govern participation in that event but cannot override applicable law or authorize access to another account.

Contact the producer about race-day decisions; contact website Support about platform problems.

5. Team Access And Organization Transfers

Producer assistants may act only within permissions granted by an authorized owning producer.

Do not share an owner's sign-in credentials as a substitute for granting team access.

Ownership transfers must use the supported transfer and recipient-acceptance process.

Organization history stays with the organization, and completion of the transfer removes the outgoing owner's organization access.

A transfer does not erase historical actions or automatically transfer a bank account, tax identity, payment-provider agreement or personal liability.

6. Entries, Fees And Payment Authorization

Review the event rules, selected riders and horses, entry limits, deadlines, document requirements and itemized charges before submitting an entry.

A saved entry plan, waitlist request or pending payment is not a confirmed entry.

You authorize only the charges disclosed and accepted in the applicable checkout or separate payment-authorization process.

Class entry fees, producer office fees, facility charges and platform fees are distinct and must be identified before payment.

A rider-paid processing charge may apply only where permitted by applicable law, payment-provider agreements and card-network rules, and its amount must be disclosed before payment.

Where charging the rider is prohibited, the producer absorbs the processing fee.

This policy does not authorize charges on every payment method or permit retroactive charges to existing entries.

Any processing-charge implementation must be verified before activation.

These terms do not create an undisclosed fee, recurring subscription or automatic charge for later fines.

Payment processing is subject to the payment provider's applicable rules and availability; availability of a payment feature does not establish approval for every event or prize arrangement.

7. Changes, Withdrawals, Cancellations And Refunds

Review the event-specific change, withdrawal and cancellation policy before entering.

For a rider withdrawal while the event proceeds, the producer sets the office-fee refund rule and must disclose it before entry.

The rule disclosed for the original entry governs that fee, subject to applicable law; a producer may not impose a new retention rule after payment.

Every rider scratch or vet-out refund request requires producer review.

Submitting a scratch, transfer or refund request is not itself approval or proof that money was returned.

When a producer cancels the event, class fees, facility charges and producer office fees are returned, with only the disclosed ArenaRecord platform fee retained, except where law requires otherwise.

These terms do not authorize deducting an additional unrecovered processor fee from a cancellation refund.

Other applicable event disclosures and law determine which rider-withdrawal charges are refundable.

Approved refunds return to the original payment method through the supported processor process; processing and bank-posting times can differ.

Keep transaction records and contact Support promptly about suspected duplicate or incorrect charges.

Nothing here removes statutory consumer rights or lawful payment-dispute rights.

8. Draws, Results, Awards And Payouts

Draws, schedules and provisional standings may change as the producer administers the event.

Producer-approved results are distinct from provisional calculations, estimated payouts and manually entered personal awards.

A displayed award or a rider's Payment Received note does not independently prove that a producer paid it.

Producers remain responsible for their posted prize commitments, lawful payout decisions and required reporting.

The ArenaRecord does not guarantee a placing, earnings amount, payment date or prize collection.

Report suspected scoring or payout errors to the producer and platform-record errors to Support.

9. Horse Documents, Tax Forms And Signatures

Submit accurate documents only for yourself or someone you are authorized to represent.

Use designated private fields and upload tools for sensitive records; never post taxpayer identification numbers in public messages, notes or chat.

A document marked on file means it was stored, not that The ArenaRecord certified its authenticity, legal validity or eligibility.

Producer access is limited by the supported sharing and confirmed-entry permissions.

Annual W-9 renewal is a platform requirement and is not a representation that the IRS requires a new W-9 every year.

An electronic signature records the action performed through the relevant form; legal capacity, guardian authority and the underlying document still require appropriate review.

10. Acceptable Use

Do not use the service for unlawful activity, threats, harassment, fraud, deceptive entries, unauthorized solicitation or infringement of another person's rights.

Do not upload malicious software, bypass access controls, scrape private records, interfere with service availability or manipulate results or payment evidence.

Do not publish another person's private contact, financial or identification information without authority.

Report suspected security issues privately through Support rather than testing against other users' accounts or exposing their records.

Producers may moderate event communications within their permissions, and the platform may remove content or restrict access to address abuse.

11. Your Content And Platform Rights

You retain ownership of content you submit, subject to the rights of other owners.

You grant The ArenaRecord a non-exclusive permission to host, copy, process and display that content only as reasonably needed to operate the requested service, provide support, maintain records and comply with legal obligations.

This permission does not make private paperwork public or authorize its use for unrelated advertising.

You are responsible for having the rights and permissions needed for uploaded photographs, logos, videos and documents.

Platform software, branding and original website materials remain the property of The ArenaRecord or their respective rights holders.

Report an alleged infringement through Support with the affected material, the claimed right and a way to contact you.

12. Privacy And Third-Party Services

The Privacy Policy explains how account information, communications, documents and usage information are handled.

Public event information and content may be viewed or copied by others, while designated private records remain subject to their access controls.

Authentication, hosting, payment, mapping and messaging services may process information needed for their functions under applicable service arrangements.

External sites and independently operated producer services may have separate terms and privacy practices.

These terms do not expand SMS consent or authorize selling or sharing SMS opt-in data for third-party marketing.

13. Optional Race SMS Program

The ArenaRecord's proposed SMS program provides non-promotional entry confirmations, race reminders, posted draw numbers, important schedule changes and producer-approved results for events you enter or explicitly follow for text notifications.

To enroll, provide a number you are authorized to use, select the optional SMS consent checkbox and save the form.

SMS consent is not a condition of purchase, account creation or race entry and is separate from email and sign-in permissions.

Message frequency varies with your entries and notification preferences.

Message and data rates may apply under your mobile plan.

Existing draw/results-only consent does not authorize additional message types without renewed consent.

14. SMS Opt-Out, HELP And Number Changes

When SMS delivery is enabled, reply STOP to unsubscribe from the program.

You may also turn off text permission in account Settings.

A non-promotional message may confirm your opt-out; no further program notifications should be sent unless you validly opt in again.

Reply HELP for an automated response directing you to website support; live support by text is not provided.

For support, use the website Support Center, not replies requesting event changes.

Keep your number current and revoke permission before giving up a number.

Changing your number requires new consent for that number.

A carrier-level START or UNSTOP response must not expand the scope of previously recorded consent.

15. SMS Delivery And Launch Status

Text messages may be delayed, blocked or undelivered because of network conditions, device settings, carrier restrictions or service interruptions.

The ArenaRecord and participating carriers are not responsible for delayed or undelivered messages to the extent permitted by law.

Text reminders are not emergency alerts or a guaranteed call to the gate; check the event page and the producer's race-day instructions.

No service is offered for requesting emergency assistance by text.

At adoption on October 23, 2026, automated race SMS delivery and STOP/HELP handling are not activated and must be connected and tested before launch.

Campaign registration or publication of these terms does not by itself activate messaging.

16. Availability, Safety And Warranties

The service may be interrupted for maintenance, technical problems or circumstances outside reasonable control.

Keep copies of records needed for race-day operations and follow producer instructions if online information is unavailable.

Equestrian activities involve risks, including serious injury or death; the website is not a substitute for safety procedures, insurance, veterinary advice or event-specific releases.

These platform terms are not an equine liability waiver and do not replace any separately accepted participation release.

Subject to rights that cannot lawfully be excluded, the service is provided as available without a promise of uninterrupted access, error-free information or fitness for a particular purpose.

No disclaimer excludes a warranty or remedy that applicable law requires.

17. Liability And Preserved Rights

Each party remains responsible for obligations and liabilities imposed by applicable law.

These terms do not impose a contractual dollar cap on the company's liability.

They do not impose an additional contractual indemnification or defense obligation on riders, other users or producers.

They do not independently exclude categories of damages otherwise available under applicable law.

Nothing in these terms excludes liability that cannot legally be limited, including applicable protections against fraud or willful misconduct.

Do not interpret a disclaimer about third-party events or network delays as a waiver of non-waivable consumer rights.

18. Suspension, Closure And Record Retention

The ArenaRecord may restrict or suspend access when reasonably necessary to address abuse, material violations, unauthorized activity, security risks or legal obligations.

Where practical and lawful, the affected user should receive an explanation and a way to contact Support about the restriction.

Users may request account closure through the supported account controls or Support.

Closing access does not automatically erase confirmed entries, signed paperwork, transaction records, consent history or other records that must be retained for a legitimate purpose or legal obligation.

Retention and deletion requests are subject to the Privacy Policy and applicable law.

Account closure does not itself cancel an event entry or approve a refund.

19. Disputes, Changes And General Terms

Begin platform complaints through website Support Tickets with enough information to investigate; contact the producer for event decisions.

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

The support-ticket process does not restrict lawful payment disputes, emergency legal relief or non-waivable legal rights, and does not shorten or suspend legal filing deadlines.

Wisconsin law governs interpretation of these terms, without displacing applicable federal law or mandatory protections that apply under other laws.

Except where applicable law requires otherwise, disputes concerning these terms must be brought in a state or federal court of competent jurisdiction in Wisconsin.

These terms do not require private arbitration or waive class-action rights.

Material updates must identify their effective date, be communicated to affected users and be presented for renewed acceptance through a separate, initially unchecked checkbox.

Optional SMS scope changes require their own appropriate consent.

New terms do not rewrite previously signed releases, payment records or consent evidence.

If a provision is unenforceable, the remaining provisions apply to the extent lawful.

Failure to enforce a provision on one occasion does not waive the right to enforce it later.

20. Contact And Document Status

The service operator is The ArenaRecord LLC, formed in Wisconsin.

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.

Use website Support Tickets for platform questions and the producer's event contact for race-specific questions.

These terms were approved for adoption by the owner on October 23, 2026.

Owner approval is not evidence of individual user acceptance, legal review or carrier approval.

The Privacy Policy is a separate document and its approval status is stated on that page.