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Privacy Policy

ClaySquad Privacy Policy

Last Updated: July 2026

ClaySquad is a website owned and operated by un9 ltd., a Colorado limited liability company. un9 ltd. owns the ClaySquad website, application code, and related services. This policy outlines how un9 ltd. handles data for ClaySquad users. ClaySquad is built to connect shooters while limiting what other members can see about you.

1. Information We Collect & Account Integrity Data

  • Profile Registration Data: When you create an account, we collect your email address, username, country, skill level, and gender (Male, Female, or Prefer not to say). You may change your gender later in Profile settings.
  • Social OAuth Providers: If you sign in via a social provider (Google, Apple, or Facebook), we receive only the baseline identifiers permitted by that provider, typically your name and email address. That account name is used for email personalisation and administration only. It is not shown to other members.
  • Optional Display Names: You may optionally choose a display name and a visibility level in Profile settings: Hidden (default), Connections, or Signed-in members. ClaySquad publishes a display name only after you give explicit in-app consent for the selected level. When shown, it appears with your username across signed-in member surfaces. Display names are not used in email or in-app notifications and are not searchable. Other members who can see a display name may remember or copy it outside the Service; ClaySquad does not sell display names.
  • System Design Tokens: We utilize ULID (Universally Unique Lexicographically Sortable Identifier) primary keys across all application database tables instead of sequential integers. This protects your account records and squad postings from public enumeration and harvesting. Member avatars and squad identification badges are generated automatically from unique random seeds, so the member profile does not require a personal photo.
  • Optional Public Instructor Listings: An instructor listing stores a professional or full public name, optional business name, person photo, description, teaching focus, optional rates and availability, website and/or public phone, optional NSCA number and designation, selected teaching clubs, review records, publication state, URL history, and the time of public-data consent.

2. How We Use Your Data, My Notes, and Squad Check-Ins

We use your data to operate the core ClaySquad service (managing squad requests, replies, the clubs and requests you follow, and browsing preferences).

  • Public Instructor Publication: Approved instructor names, photos, descriptions, teaching details, contact details, self-reported NSCA details, and teaching clubs are published on searchable pages and may be indexed, copied, or cached by search engines and other third parties. Removing or changing a listing does not control copies already held by third parties.
  • Private Review Material: A proposed instructor revision and replacement photo remain private to the instructor and administrators until approval. Rejected, withdrawn, and replaced pending photos are deleted from live storage.
  • Approval Limits: Listing review checks completeness and appropriate content. It does not verify identity, credentials, teaching quality, safety, prices, or club affiliation. Appearing on a listing does not mean a teaching club endorses it.
  • Reports: Instructor listing reports remain pending without hiding the listing. Upholding a report makes the listing non-public and applies the existing write-suspension process; dismissal leaves it public. The reporter and instructor receive the decision.
  • Private Arrival Check-Ins: On a squad's club-local shoot date, the organiser and accepted members may submit a self-reported arrival check-in with an optional location note. We store the member, squad, schedule version, check-in time, current note, undo time, and an append-only history of meaningful changes.
  • Roster Access and Notifications: Current check-in status and activity are visible only to the organiser and accepted members of that squad. Every meaningful change sends email and in-app notifications to the other current roster members.
  • Following: You can follow clubs and squad requests. ClaySquad stores those choices and the last time you opened each followed item so it can show new activity and send Following notifications. You can stop following at any time. Organisers automatically follow their active squad requests.
  • Notification Preferences: Optional community email is grouped into squad conversations, squad participation and changes, Following, and connections, relationships, and invitations. Turning off email does not turn off in-app notifications. Authentication, security, and moderation email remains mandatory.
  • No Device Location Collection: Arrival check-ins do not request or store browser coordinates, IP-derived location, or independent proof of attendance. Security audit logging described below remains separate from the check-in feature.
  • History Retention: Undone check-ins and activity from earlier schedule versions remain stored as private history but are excluded from the squad's current check-in status and feeds.
  • My Notes: You may store private notes about people (an author-only known name and note text), clubs, and your own shoot logs (club, date, and free-text details such as conditions, guns, ammunition, and score, optionally linked to a squad you were on), plus personal join reminders about another member. Only the author can access their own notes. The subject of a person note, other members, administrators, support staff, and impersonated sessions cannot access them. Known names are never copied from another member's chosen display name.
  • Encryption Boundaries: Every note is encrypted with the application's encryption key. If you add a personal lock, ClaySquad also encrypts it with a key derived from your passphrase. We store lock metadata, note ownership, and timestamps, but never the passphrase or derived key.
  • Lost Passphrases: ClaySquad cannot recover a personally locked note if its passphrase is lost. You may still permanently delete the note without unlocking it.
  • Limited Metadata Use: Squad and club pages may show an icon linking to your own note without revealing its contents or lock status. Roster notifications may indicate only that you have a note or asked to be reminded. They never include note text. My Notes contents are excluded from activity logs, security audit logs, analytics, Discord alerts, and notifications.
  • No Selling of Data: We never sell, rent, or trade your personal data to third parties.

3. Security Audit Logs & Account Deletion Policy

To detect platform abuse, maintain safety, and log security-relevant events, our system maintains a security audit log. Within the ClaySquad application the log is read-only. The underlying database is not a separately protected append-only store.

  • Data Logged: These entries record events such as logins, registrations, referral trail mappings, report filings, and moderation actions, alongside IP addresses, raw user agents, and MaxMind GeoIP2 location markers.
  • Anonymization Upon Deletion: You may request deletion of your account at any time by contacting us. Account removal deletes instructor listings, revisions, teaching-club links, live photos, and URL history. To keep a usable abuse history, security audit log entries are retained indefinitely. On account deletion the system removes the link to your account (user_id becomes null). Remaining network and location details may still relate to a person.
  • My Notes Deletion and Backups: Account deletion permanently removes live person notes, club notes, and shoot logs authored by the account, live person notes authored by others about the account, and join reminders in either direction. Deleted data remains only in encrypted backups until those backups expire under the normal backup retention schedule.

4. Analytics

We use Matomo in two separate properties to understand how ClaySquad is used and to detect abuse and technical problems.

  • Server analytics: For page views and confirmed user actions, Matomo receives the normalized page class, request IP address, browser language and user agent, referrer where supplied, and the account's retained internal User ID when signed in. For completed registration, it also receives the registration country and authentication method. We record confirmed account, squad, following, connection, and check-in outcomes here.
  • Browser analytics: Matomo receives browser and device information, referrer, page views, navigation and CTA choices, search and filter interactions, onboarding/page views, and client-side errors. It does not receive confirmed product outcomes from the browser.
  • Location: The server property may derive country, region, city, and approximate latitude and longitude from the request IP using MaxMind GeoIP data. ClaySquad does not collect browser GPS coordinates for analytics.
  • Retention: Matomo retains this analytics data according to the retention settings configured by ClaySquad in Matomo administration.

5. Children's Privacy (COPPA)

The Service is strictly restricted to individuals aged 18 and older. We do not knowingly collect or solicit personal information from anyone under the age of 13 or 18. If we discover that a minor has bypassed registration and created an account, we will terminate it and delete all associated data immediately.