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
| From | What |
|---|---|
| Races | The runner list: name, bib, distance, sex, age on race day, email, phone, street address, city, state, ZIP, emergency contact name and phone, guardian email for runners under 18, team or club, and notes. Course files, stations, cutoffs and start times. |
| Runners | Account details, check ins with their phone location at that moment, comments, issue reports, watch miles if entered, goal and estimate if entered, and whether they agreed to race day texts. For a runner under 18, a record of their parent’s or guardian’s agreement: who agreed, when and which version of the terms. |
| Race chat | Posts in a race’s chat, the account that wrote each one and when, and a record of the account’s one time agreement before its first post: when and which version of the terms. Reports, hidden posts and mutes. |
| Volunteers | Station taps with times, notes, DNF entries and the device used. |
| Race directors and sponsors | Name, business, email, phone, billing records and signed agreements. Card and bank details are handled by Stripe and never stored by us. |
| Visitors | Basic technical logs such as IP address, browser and pages visited, used to keep the site running and secure. |
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.