Privacy Policy

We collect information from a few different kinds of people:

• Organization administrators — the person(s) who create an account to set up and run their club or team's event;
• Event-day volunteers — people the administrator gives a shared PIN to for running intake or checkout stations, without creating an individual account for them; and
• Sellers and buyers — people who register to sell at an event (through a public registration form or entered by a volunteer), or whose information is entered as a buyer at checkout.

Account information. When an Organization signs up, we collect the administrator's email address and a password (handled by our authentication provider, Supabase — we never see or store your password in plain text), plus the Organization's name, chosen web address, and optional logo.

Member information. Organizations collect and store information about their sellers and buyers in the app — typically full name, phone number, email address, and (for clubs that use one) a membership number. This comes from a public registration form sellers fill out themselves, from a volunteer entering a walk-in's details, or from a roster an administrator imports.

Event and item information. Event details (name, date, location), and per-item details entered at intake (tag number, category, size, condition, price, and occasionally a photo).

Transaction and payout records. Which items sold, to whom, for how much, and whether each seller's cut has been marked as paid out by the Organization — see our Terms of Service for why this is a record-keeping entry, not an actual payment we process.

Payment information for your Organization's own fee. If your Organization pays Gear Swap App's own one-time fee to use the service, that payment is handled entirely by Stripe. We don't receive or store your full card number — only limited transaction details (such as a payment confirmation and an internal reference ID) needed to mark your account as paid.

Technical information. We log the IP address of signup form submissions, solely to prevent automated abuse of that form (for example, someone using it to spam third-party email addresses). We also use cookies to keep administrators signed in and to maintain an active volunteer station session — see Section 6.

We use the information above to:

• Operate the features an Organization uses — registration, intake, checkout, reporting, and payout tracking;
• Authenticate administrators and maintain volunteer station sessions;
• Send account-related emails, such as confirming a new administrator's email address;
• Prevent abuse of the public signup and registration forms; and
• Maintain and improve the service.

We don't use this information for advertising, and we don't sell it to anyone.

An Organization's administrators and volunteers can see the member, item, and sale data entered for their own events — that's how the service works. We don't share one Organization's data with another.

We use a small number of service providers ("sub-processors") to run Gear Swap App, each of which processes data on our behalf under their own security practices:

• Supabase — database hosting, administrator authentication, and file storage (e.g. org logos);
• Vercel — application hosting;
• Stripe — payment processing for an Organization's own fee to use the service; and
• Resend — delivery of account-related emails (such as signup confirmation).

We may also disclose information if required by law, or to protect the rights, safety, or property of Gear Swap App, our users, or others.

We retain event, item, and sale records for as long as an Organization's account is active, since clubs often reference past events for accounting or year-over-year comparison. An Organization's administrator can delete individual members or items that haven't sold through the app directly, or use the "Clear all test data" tool in Org Settings to remove all members, registrations, items, and sales for their Organization at once. If an Organization closes its account, contact us at the email below to request deletion of its data.

We use cookies to keep an administrator signed in between visits, and to maintain an active session for a volunteer station once a PIN has been entered. These are functional cookies required for the service to work — we don't use third-party advertising or cross-site tracking cookies.

If you registered as a seller or were entered as a buyer at an event and want your information corrected or removed, the Organization that ran that event controls that data — please contact them directly. If you're not sure how to reach them, or you'd like help identifying which Organization holds your information, contact us and we'll do our best to assist.

Gear Swap App is intended for use by adults (event administrators, volunteers, and sellers/buyers) and isn't directed at children. We don't knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, contact us and we'll remove it.

We use reasonable technical and organizational measures to protect the information in our care, including access controls scoped so one Organization can't see another's data. No method of storing or transmitting data is completely secure, though, and we can't guarantee absolute security.

We may update this Privacy Policy from time to time. If we make material changes, we'll update the "Last updated" date above. Continued use of the service after a change takes effect means you accept the updated policy.

Questions about this policy, or a request related to your personal information? Reach us at support@gearswapapp.com.