HardTracks Privacy Policy

Last updated October 9, 2026

HardTracks is a service of HardWin Adventures LLC.

HardTracks (HardTracks, we) runs live race tracking, results and runner accounts at hardtracks.app. This policy explains what we collect, how we use it and the choices people have.

1. What We Collect

2. How We Use It

• To run live tracking, results, race emails, race day texts, runner accounts, race videos and reports.
• To help races run safely: Race Control sees issue reports, pickups and emergency contacts.
• To predict finish times (Race Radar) and improve estimates.
• To fill in a runner’s race history from screenshots or pasted text they choose to add: an AI service reads them to fill in the form, the screenshot is deleted as soon as it is read, and only the rows the runner confirms are kept.
• To bill races and sponsors, and to keep records the law requires.
• To keep the service secure and fix problems.
• To contact people about their race, their account, results, safety, and changes to HardTracks or these terms. We do this by email, and by text only on race day for runners who agreed.
• To send HardTracks news by email to people who made their own HardTracks account. Every news email has a one tap unsubscribe. We never send news by text, never send it to anyone under 18, and never use a race’s runner list to promote other races.

3. What Is Public

Name (or a trail name, or first name and last initial, for runners under 18; a code name for anyone who asks), bib, distance, city and state, station times, pace, splits, projections, standing in percent, results, Race Radar predictions, and check ins as a spot on the course with any comment. Posts in a race’s chat are public on that race’s page under the poster’s first name and last initial; they are kept with the race after it ends, can be searched, and can be hidden by the race director or HardTracks, after which they are no longer shown. Everything else stays private to the race and HardTracks.

4. Who We Share With

• The race the runner entered, for that race.
• Service providers who help us run HardTracks, such as hosting, email, Twilio for text messaging and Stripe for payments, only as needed to provide their service.
• Sponsors get totals only, such as views and taps. Never names or contact details.
• Contact details stay with HardTracks. We use them only for our own messages, sent through the services that deliver them, and we never sell, rent or give them to sponsors, other races or anyone else.
• Site usage. We use PostHog to measure how hardtracks.app is used, such as pages viewed and buttons pressed, so we can make it better. It does not keep IP addresses and it respects Do Not Track. We never send it runner names, emails, phone numbers or bibs. Visit recordings are made only on our information pages, sign up and the Race Director area, with everything typed hidden, and never on live race pages, runner links, station links or texts pages.
• Totals. We may share or sell reports made only of totals, such as how many people finished a race, how many states runners came from, or how many people watched the live page. Every number in a report comes from a group of at least 20 people, breakdowns never include anyone under 18, and reports never include names, contact details, exact locations or health information. Reports like these cannot identify anyone, so they are not personal information.
• Perks. If you turn on Perks, we will show and send you offers from HardTracks sponsors. We send them ourselves; sponsors never receive your name, email or phone. Perks are off until you turn them on, are never offered to anyone under 18, are never sent by text message, and every message has a one tap way to stop.
• The law. When required by law, or to protect someone’s safety.

We never sell personal information, and we do not share it for advertising.

5. Location

We read a runner’s phone location only when they tap Check in or send an issue report, and only if they allowed location. We do not track phones in the background. Only the matched course spot is public.

6. Texts

We send race day texts only to runners who agreed. Reply STOP to stop and HELP for help. We do not use race day texts for marketing. We never sell or share mobile phone numbers or text consent with anyone for their marketing. We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes.

7. Children

Runners under 18 appear by a trail name, or by first name and last initial when they and their parent or guardian choose. Never their full name, hometown or age. A public profile, and their photo on it, show only when they turn it on and their parent or guardian approves it, and the parent or guardian can turn it off at any time. A parent or guardian manages their account. A parent or guardian agrees for a runner under 18 when they confirm the runner’s account, covering the account, check in comments and race chat, and can withdraw that agreement at any time at race@hardtracks.app. We do not knowingly let a child under 13 create an account on their own.

8. How Long We Keep It

We keep account emails so runners can sign in and see their race history. Official results are kept as part of each race’s record. Exact GPS points from check ins are deleted 90 days after the race. Billing records are kept as the law requires.

9. Choices

• Runners control who sees their report and video, and whether their goal is public.
• Anyone can ask us to see, correct or delete their information at race@hardtracks.app. We may keep official results and records the law requires.
• A runner can ask the race to show them by code name.

10. Security

We use reasonable measures to protect information. If private information is accessed without permission, we will tell the affected races and people as the law requires.

11. Changes and Contact

We will post any change here with a new date. Questions: race@hardtracks.app.

HardTracks Race Day Texts

Last updated October 1, 2026

HardTracks is a service of HardWin Adventures LLC, which sends these texts.

Program. HardTracks race day texts are sent for races that use HardTracks for live tracking, only when something on course needs a runner's attention. Runners receive safety and emergency alerts from the race director such as storms, course hazards and course holds, the all clear, and direct replies from Race Control when they report an issue. No reminders and no promotions are sent.

How you join. You join only by checking the optional, unchecked box during race registration that says you agree to receive race day safety texts and messages from the race through HardTracks. Agreeing is not required to register.

How often. Message frequency varies. Texts are sent only on race day, and only when there is a need.

Cost. Message and data rates may apply.

Stop or get help. Reply STOP at any time to stop. Reply START to join again. Reply HELP for help or email race@hardtracks.app.

Carriers. Carriers are not liable for delayed or undelivered messages. Texts can be late or fail without signal, so never wait for a text before getting to safety. In an emergency, call 911.

Your number stays private. We never sell or share mobile phone numbers or text consent with anyone for their marketing. See the HardTracks Privacy Policy at hardtracks.app/privacy.

HardTracks Website Terms of Use

Last updated September 29, 2026

These terms apply to anyone using hardtracks.app, including people following a race. Runners, volunteers, races and sponsors also have their own terms, which apply alongside these.

1 Using the site. You may use the site to follow races, see results and use your own account. Do not try to break into accounts, station links or Race Control, copy the site’s data in bulk, or disrupt the service.

2 Estimates. Runner positions between aid stations, due times and projections are estimates and are labeled that way. Do not rely on them to find a runner.

3 Not an emergency service. If you think a runner is in danger, call 911 and contact the race. HardTracks is not an emergency service.

4 Accounts. Keep your sign in private. You are responsible for what happens in your account.

5 Comments. Comments must be respectful. We may screen or remove any comment.

6 Our content. The site, its software, maps, estimates, characters and designs belong to HardTracks or its licensors. Race names and logos belong to the races, and sponsor marks to the sponsors.

7 Links. Links to other sites, including sponsors, are not endorsements, and we are not responsible for those sites.

8 No warranty. The site is provided as is. We work hard to keep it running, but we do not promise it will always be available or error free.

9 Limit of liability. To the fullest extent the law allows, HardTracks is not liable for indirect or consequential damages from using the site.

10 Law. Tennessee law governs these terms, and any case will be brought in Davidson County, Tennessee.

11 Changes. We may update these terms and will post the date of the last change.

HardTracks Runner Terms, Consent and Release

Last updated October 5, 2026

These terms apply to every runner in a race that uses HardTracks. HardTracks (HardTracks) runs the live tracking, results and runner accounts for the race. The race itself is run by the race organizer (the Race), not by HardTracks.

A runner accepts these terms when they register for a race that uses HardTracks and agree to the race’s registration terms, or when they confirm their HardTracks account. For a runner under 18, a parent or guardian accepts for them.

1. What HardTracks Is

1.1 Tracking, results and accounts. HardTracks shows where runners have been and about where they are now, posts results, and keeps each runner’s race record, report and video in their account.

1.2 Not an emergency service. HardTracks is not an emergency, safety or rescue service. In an emergency, call 911 first. The Race is responsible for runner safety, medical care, sweeping the course and search and rescue.

2. Estimates

2.1 Dots between stations are estimates. Unless a runner carries a tracker, HardTracks only knows where a runner was at their last aid station tap or check in. Positions between stations are estimates from pace and are labeled as estimates. Nobody should rely on them to find a runner.

2.2 Projections. Projected finish times, due times and Race Radar predictions are estimates and can be wrong.

3. What Is Shown Publicly

3.1 Public. Name (for a runner under 18, a trail name, or first name and last initial when the runner and a parent or guardian choose; a code name for anyone who asks the Race), bib, distance, city and state, station times, pace, splits, projected finish, standing in percent, Race Radar prediction, results, and check ins as a spot on the course with any comment the runner writes. A runner’s own goal is shown only if they choose to share it.

3.2 Private. Email, phone, street address, ZIP code, emergency contact, guardian email, exact GPS points, DNF reasons, medical notes and any issue a runner reports stay private to the Race and HardTracks.

3.3 Out of the race. If a runner stops, the public page says Out of the race and never gives a reason.

4. Location

4.1 Only when the runner taps. HardTracks reads a runner’s phone location only when the runner taps Check in or sends an issue report, and only if the runner allowed location on their phone. HardTracks does not follow a runner’s phone in the background.

4.2 How it is used. The location is matched to the nearest point on the course. Only that course spot is shown publicly. The exact point is seen only by the Race and HardTracks.

4.3 Trackers. If a race later uses GPS trackers, runners who carry one will be asked to agree to that separately.

5. Race Day Texts and Messages

5.1 Consent. A runner who agrees during registration will receive race day texts and messages from the Race through HardTracks at the phone number on their entry. These include emergency alerts such as storms or hazards on the course, the all clear, and messages from Race Control. Message and data rates may apply. Texts are sent only on race day, and only when there is a need. Reply STOP to stop and HELP for help. Agreeing is not required to register.

5.2 Delivery is not guaranteed. Texts and messages can be delayed or can fail, especially without signal. A runner should never wait for a message before getting to safety.

6. Race Video, Report and Replay

6.1 The runner’s own. Each runner’s race video and report are kept in their HardTracks account, and the runner controls who can see them.

6.2 The race replay. The public replay of the whole race shows every runner’s dot with their bib and the same name as the live page: their name; for a runner under 18, a trail name, or first name and last initial when the runner and a parent or guardian choose; or a code name for anyone who asks the Race.

7. Assumption of Risk and Release

7.1 Trail running has risks. The runner understands that trail and ultra running carries real risks, including falls, weather, wildlife, getting lost, illness and injury, and that HardTracks does not control the course, the race, its staff or its volunteers.

7.2 Release. To the fullest extent the law allows, the runner (and for a minor, the parent or guardian) releases HardTracks and its owners, employees and contractors from claims arising from the use of, or reliance on, HardTracks, including wrong or late positions, estimates, check ins or issue reports that were not received, and texts or alerts that were delayed or not delivered. This release does not cover gross negligence or willful misconduct.

7.3 The Race’s waiver still applies. These terms are in addition to the Race’s own waiver and do not replace it.

8. Runner Accounts

8.1 Confirming the account. HardTracks creates an account for each runner on a race’s runner list. It stays locked until the runner confirms it from an email link.

8.2 Keeping it accurate. The runner keeps their sign in private and tells the Race or HardTracks about mistakes.

8.3 Email kept for sign in. HardTracks keeps each runner’s email so they can sign in and see their race history. A runner can ask to close their account at any time. Official results stay part of the race’s record.

8.4 Runners under 18. A parent or guardian agrees to these terms for a runner under 18 when they confirm the runner’s account, covering the account, check in comments and race chat, and can withdraw that agreement at any time at race@hardtracks.app.

9. General

9.1 Changes. HardTracks may update these terms. The current version is at hardtracks.app/legal with its date.

9.2 Law. Tennessee law governs these terms.

9.3 Contact. race@hardtracks.app

HardTracks Station Volunteer Terms and Release

Last updated September 29, 2026

These terms apply to every volunteer who opens a HardTracks station link, start phone or finish phone for a race. HardTracks (HardTracks) provides the station pages. The volunteer volunteers for the race organizer (the Race), not for HardTracks. A volunteer accepts these terms by tapping I agree when they first open their station link.

1. Your Station Link

1.1 The link is the key. Your station link opens your one station at one race. Anyone with it can enter taps, so do not post it, forward it or share it outside your station team.

1.2 It stops working. The link stops working when your station closes. The Race or HardTracks can turn it off at any time.

2. Runner Information

2.1 Keep it private. You may see runner names, bibs, notes, DNF reasons and messages from Race Control. Use them only to run your station. Do not screenshot, post or share them.

2.2 Runners under 18. Some runners are shown by code name. Do not share who they are.

3. Entering Taps

3.1 Only what you see. Tap a runner only when they come through your station. If you make a mistake, use Edit or Undo, or send a Note to Race Control.

3.2 Race decisions. Cutoffs, DNFs and timing rulings belong to the Race. Follow your station captain and Race Control.

4. Your Phone

4.1 Your own device. You use your own phone or tablet. HardTracks is not responsible for your device, its battery, your data charges, or loss or damage to it.

5. Safety

5.1 Call 911 in an emergency. HardTracks is not an emergency service. In an emergency, call 911 first, then tell your captain and Race Control.

5.2 Emergency alerts. If Race Control sends an emergency alert, it shows on your station phone. Tell runners as they come through, especially anyone without signal.

6. Release

6.1 Release. To the fullest extent the law allows, you release HardTracks and its owners, employees and contractors from claims arising from your use of the station pages, including taps or messages that were delayed or not saved. This does not cover gross negligence or willful misconduct. Your volunteering itself is covered by the Race’s own volunteer waiver.

7. General

7.1 Law. Tennessee law governs these terms.

HardTracks Terms and Release

Version 1, October 9, 2026

"We" means HardTracks, which is part of HardWin Adventures LLC, a Tennessee company owned by John Hardin. "Race" means any race, FKT or event shown on HardTracks.

1. What HardTracks is. HardTracks is an online service that shows live tracking, results, race pages and recaps for races and personal attempts such as FKTs. We provide software only.

2. We are not the race organizer. Each race is planned and run by its own organizer. The organizer alone decides and is responsible for the course, marking, aid stations, volunteers, medical care, cutoffs, weather calls, registration, refunds and every other part of the race. Volunteers who enter times for a race work for the race, not for us. Your agreement with the race organizer is separate from this one.

3. How tracking works, and why it is an estimate. Each race chooses how it is tracked. Depending on the race, your progress may come from station volunteers recording your bib, timing chips, your own CHECK IN from your phone, a GPS tracker, or, only if the race turns it on, your phone's location. Between those points, where you appear on the map is our estimate, worked out from your last recorded point, your pace and the course. It is not your exact live location and must not be relied on as one. How often the map updates, and how close the estimate is, differs from race to race. We also use these points to estimate arrival times and build results and recaps. Estimates may be wrong. Information may arrive late or not at all where signal is poor.

4. Not a safety or emergency service. Do not rely on HardTracks to keep you safe or to bring help. Emergency alerts, texts, CHECK INs and the I have an issue button are offered as a convenience and may be delayed, missed or fail. In an emergency, call 911 and follow the race organizer's safety plan.

5. What we show publicly. For each race you enter, we may publicly show your name, bib, distance, age group, hometown as listed by the race, station times, position, finish time, place and results. Results are part of the race's permanent record. Anyone under 18 is shown by trail name unless a parent or guardian agrees otherwise. You can hide parts of your own profile in your settings.

6. Photos, video and live cameras. You agree that you may be photographed, filmed or recorded at races, including by live cameras streamed on HardTracks. You allow us to use those images, along with your name and race information, on HardTracks, in race recaps and videos, in social media posts and in promoting HardTracks, in any medium, without payment to you. You give up any claim that this use violates your right of publicity or privacy. You can ask us at race@hardtracks.app to stop using a particular image in our promotion going forward. This section applies to adults; for anyone under 18, photos need a parent's choice.

7. Miles and automatic recaps. Some recaps, posts and commentary are written automatically by our announcer, Miles, using race facts. They are meant to be fun, are never about anyone's body, age or looks, and may contain mistakes. You can turn off Miles talking about you in your settings.

8. Emails and texts. We email you about your races, your account and safety. Race day texts are sent only if you sign up for them, as described in our Race Day Text Terms. Reply STOP to end texts. Message and data rates may apply.

9. What you post. You are responsible for your chat messages, comments, CHECK IN notes and photos. Do not post anything unlawful, hateful, harassing or private about someone else. We may remove posts and close accounts that break these rules. You let us show what you post on HardTracks and in race recaps.

10. Your privacy. Our Privacy Policy and Data Promise explain what we collect and how we use it, and are part of these Terms.

11. Assumption of risk. Running, rucking, cycling and other endurance events carry real risks, including injury, illness, getting lost, weather, wildlife, falls and death. You choose to take part and accept those risks. Nothing HardTracks shows reduces them.

12. Release of claims. To the fullest extent the law allows, you release HardTracks, HardWin Adventures LLC, John Hardin, and their owners, employees, contractors and volunteers from any claim arising from (a) any race or event, including its organization, course, conditions, staff or other participants, and (b) your use of or reliance on HardTracks, including tracking, estimates, results, alerts or messages that are late, wrong or missing. This release does not cover gross negligence or willful misconduct by us.

13. No promises about the service. HardTracks is provided as is and as available. We do not promise it will be accurate, on time, uninterrupted or free of errors.

14. Limit on our liability. To the fullest extent the law allows, we are not liable for indirect or consequential damages, and our total liability to you for any claim is limited to the greater of what you paid HardTracks in the 12 months before the claim or $100.

15. Your responsibility to us. You agree to cover our losses and reasonable legal costs if a claim is brought against us because of something you posted or because you broke these Terms.

16. Tennessee law. These Terms are governed by Tennessee law. Any dispute will be heard in the state or federal courts in Davidson County, Tennessee.

17. Changes and signing. We may update these Terms. If we do, we will ask you to agree again before you keep using HardTracks. Ticking the box and pressing Continue under your name is your electronic signature and has the same effect as signing on paper. You must be 18 or older to agree for yourself.