Privacy Policy

This policy describes how Archery Training Center, Inc. DBA Ace Archery (“we,” “us,” “the Organizer”) collects and uses information through our event website, the Field Crew web app, and our text-message (SMS) notifications, in connection with the 2026 Buckeye Classic archery tournament.

Effective date: June 29, 2026.

We organize and run the 2026 Buckeye Classic archery tournament. This policy explains how we handle participants’ personal information in connection with the event, and how our optional text-message (SMS) notifications work.

To run the competition, our staff and volunteers use an internal tool (the “Field Crew app”) that holds participant information such as names, divisions, and bale assignments. Participants do not use this internal app — it is for event staff and volunteers only — but because it processes information about you, this policy describes it. This policy does not cover third-party sites or services that have their own policies (for example, the registration platform or USA Archery).

From registration (provided by you or by USA Archery / the registration platform)

• Name, age class/division, and competition details (distance, bale assignment).
• Contact information, including mobile phone number and email, where provided.
• Add-ons and roles you registered for (e.g., practice, spectator seating, coach band, team).

Created during the event (by our event officials and field crew)

• Lost-arrow reports: bale number, distance, arrow details, the archer’s name, optional notes, optional photos, and optional voice-to-text transcriptions.
• Check-in status and the add-ons associated with a person.
• Equipment inspection results (e.g., draw weight and inspector notes).
• Event comments / feedback, which may be submitted anonymously by staff, officials, or volunteers.

From staff & volunteers

• Staff and volunteers who use the internal app may have their name and the entries they make (for example, an inspector’s name on an inspection record) recorded for event operations.

We do not knowingly collect more than is needed to run the event. We do not collect payment-card details in the app (registration payments are handled by the registration platform).

• To run the competition: sorting the roster, assigning bales, building the field, and scoring/logistics.
• To recover lost arrows and coordinate field crew and bale moves.
• To check athletes in and to perform equipment inspection.
• To send operational and safety notifications (for example, weather holds and arrow-verification texts).
• To review feedback and improve the event.

We process this information to operate the event you registered for and for our legitimate interest in running it safely and efficiently.

We operate a single event text-message program that you opt into with one sign-up. We obtain your mobile number from your event registration, but we only text you if you opt in (see “How you opt in”). One opt-in covers both message types below.

What you may receive (one program, two message types)

• Safety & weather alerts — weather holds, “clear the field,” “return to the line,” and major schedule changes. Sent only when needed.
• Customer service & lost-arrow verification — two-way messages that help you during the event, such as confirming whether arrows you reported lost are still missing, and answering event questions.

How you opt in (one time)

At event check-in you can opt in by texting a keyword (e.g., JOIN) to our number or by scanning a posted QR code that pre-fills the same text — a user-initiated message that serves as your consent. You may also opt in at the check-in table by telling our staff you would like event texts; we record your consent and send you a one-time confirmation text. Either way, the confirmation includes how to get help and how to opt out, and may include your bale assignment.

Terms

• Message frequency varies with event activity.
• Message and data rates may apply, depending on your mobile carrier and plan.
• Reply STOP at any time to opt out of all event texts; reply HELP for help. You can also contact us at the email below.
• Carriers are not liable for delayed or undelivered messages.
• We use a messaging provider (Twilio) to send and receive these texts. Your phone number is used only for these event messages.
• We do not sell or share your phone number or SMS opt-in data with third parties for their own marketing; consent is shared only with the provider that delivers the messages on our behalf.

• App data is stored using Google Firebase / Cloud Firestore; the app is hosted via Netlify; text messages are delivered via Twilio. These providers process data on our behalf.
• Phone numbers used for texting are stored in a restricted, write-only area that the app cannot read back; only our server-side function and authorized administrators can access them.
• Certain organizer features (such as event comments) are protected behind an access code.
• We use reasonable administrative and technical measures to protect information, but no method of transmission or storage is 100% secure

• Service providers (Google Firebase, Netlify, Twilio) who host or transmit data for us under their own terms.
• Event officials, volunteers, and the sanctioning body (e.g., USA Archery) as needed to run and sanction the competition.
• Legal/safety: when required by law or to protect the safety of participants.

We do not sell your personal information, and we do not share it with third parties for their own marketing.

We keep event information only as long as needed to run the event and to meet records, sanctioning, or legal requirements, after which we delete or de-identify it. You may ask us to delete information about you sooner, subject to those requirements.

Our events include youth athletes. Information about minors is provided through registration by a parent, guardian, or the registration platform, not collected directly from children in the app. We do not knowingly collect personal information directly from children under 13. If you believe a child’s information has been provided without appropriate consent, contact us and we will address it.

• Text messages: reply STOP to opt out at any time.
• Access / correction / deletion: contact us to request access to, correction of, or deletion of your information. Depending on where you live, you may have additional rights under applicable law.

We may update this policy from time to time. The “Effective date” above shows when it was last revised; material changes will be posted on this page.

Archery Training Center, Inc. DBA Ace Archery
Email: Info@buckeyeclassic.org
Website: https://www.buckeyeclassic.org