Privacy Policy

Who this policy covers

Trailgrazer is a livestock show management program used by four kinds of people: exhibitors (youth competitors and the adult who manages their account), organizers who build and run shows, and buyers and packers who take part in the sale. This policy covers everyone who uses the program.

What we collect

Everything below is information you or your show organizer enters into the program. There is no hidden collection and no data bought from anyone else.

Account information

• Your name, username, and email address.
• Your mailing address (street, city, county, state, ZIP), which every account provides when it is created.
• Your password, stored only as a one-way hash — we never store or see the password itself.
• For an exhibitor account manager, your date of birth, used to confirm you are 18 or older.
• A record of each time you agreed to our Terms of Service: your username and account type, the version of the Terms (and a fingerprint of their exact text), and the date and time. We don't record your IP address for this.

Exhibitor profile

• Club or association, county, and state.
• Date of birth and graduating class year — used to check age and grade eligibility for events. Organizers see the exhibitor's age, never the date of birth itself.
• An email address, only if the account manager chooses to add one (it is optional, and can simply be the account manager's own).
• Consent records: that the account manager agreed to our Terms on the exhibitor's behalf, certified they are the parent or legal guardian of an exhibitor under 18, and agreed to share the exhibitor with each show they entered — each with the Terms version and the date and time (usernames only).

Buyer and packer profile

• For buyers, a phone number — needed, along with your mailing address, to settle the sale and arrange delivery. When you create a buyer account you agree that your name, email, phone, and mailing address may be shared with the organizers of shows where you register as a bidder, buy, or are enrolled as a floor buyer. Packers agree the same for their contact details with shows that send animals to them.

People without accounts

• An organizer can record a walk-in buyer who has no account by typing a name and email onto a sale. That information is stored with the sale record, not as a user account.
• When an organizer invites a co-organizer, we store the email address the invitation was sent to.
• When an organizer invites someone to be a show's floor buyer, we store the email address the invitation was sent to, along with the species, prices, and weight ranges the organizer offered, until the invitation is accepted or withdrawn.

Animal records

• Animal name, species, gender, and birth date.
• Identification tags: scrapies, county, state, and registration numbers.
• Weigh-in weights and pass/fail vet check results.
• Documents you or the show staff upload for an animal — a brand inspection, scrapies or health certificate, registration papers, or anything else a show asks for. The image or PDF file itself is stored, along with the description you give it, its file name, and when it was uploaded. Each document is kept per show, visible to that show's organizers, and deleted when the show or the animal is deleted. You can remove any document you can see at any time from the Animal Documents page.

Show and sale activity

• Which shows, events, and classes you enter, and whether you're a primary entry or an alternate.
• Placings, championship (final drive) results, and time in the ring.
• Auction information: lot numbers, bidder numbers, sale amounts, buyers, and where the animal goes after the sale.
• A per-show activity history recording who made which change, so organizers can see how their show was built and run.

Messages you send us

• The contents of the "Send feedback" form, along with your username and the page you sent it from.

Technical information

• Your IP address, used to limit repeated login and registration attempts. It is held in memory for that purpose and written to our server logs when a limit is tripped — it is not stored in the database or tied to your account.
• Standard web server logs of requests to the site.

How we use it

We use your information to operate the program: to create and secure your account, verify your email address and reset your password, check which events your animals are eligible for, record weigh-ins and results, print show materials, and settle the sale.

Show records and legal requirements

We do not use your information for advertising, we do not sell or rent it, and we do not share it with anyone except as described in this policy.

Who can see your information

• You, and — if you're a sub-exhibitor — the account manager who holds your account.
• Organizers of the shows you enter, along with any co-organizers they've invited. Each organizer sees only their own shows, and only the parts their assigned permissions allow (editing, weigh-in, running the show, the auction, or full administration). Organizers can also build and download reports about their own show that include entrant contact details — name, email, age, graduating year, club, county, address, and animal tag numbers — for the recordkeeping purposes described above. Exhibitors' dates of birth are never shown to organizers; reports show their age on the show's first day. Before an exhibitor is registered for a show, their account manager is asked to agree to share that exhibitor's information with that show; we record that agreement for each exhibitor and show, with the time it was given. Organizers can look up and enter only exhibitors who have been shared with their show.
• Buyers, packers, and show attendees, through the sale records and printed materials described above. An organizer's auction reports include buyer names, emails, phone numbers, and mailing addresses so the sale can be settled and animals delivered.
• Organizers setting up floor buyers. An organizer with auction permission can search buyer accounts by name, username, email, or phone number to add one as their show's floor buyer. A search shows at most ten matching accounts, with each one's name, username, email, and phone number, and only buyer accounts are searchable. A buyer added this way is told by a notification on their account.
• Service providers we use to run the program, listed below.

Service providers

These are the only outside services that receive any information, and each receives only what it needs:

• Email delivery. Verification codes, password reset links, co-organizer and floor-buyer invitations, and feedback messages are sent through an email provider, which receives the recipient's address and the contents of the message.
• Stripe (payments). When a show uses online auction payments, we ask Stripe to create a payment page for a given amount, with a description of the lot and reference numbers for the show and the charge. The buyer enters their own payment and contact details on Stripe's page — card numbers never pass through us, and we neither see nor store them.
• Cloudflare Turnstile (spam protection). The account sign-up pages include a Cloudflare Turnstile check to stop automated fake registrations. On those pages only, your browser loads the check from Cloudflare, which receives your IP address and technical signals about your browser and device to decide whether you're a person. We send Cloudflare the resulting one-time token and your IP address to confirm it. Cloudflare doesn't receive anything you type into the form, and Turnstile sets no advertising or tracking cookies.
• OpenStreetMap (venue map). When a show organizer uses “Select on map” while creating a show, their browser loads map images from OpenStreetMap's tile servers and, if they search for a place, sends that search text to OpenStreetMap's Nominatim service. OpenStreetMap receives the organizer's IP address and what they search for — nothing else about them or the show. No one else loads the map.
• Anthropic (report assistant). On a show's Reports page, an organizer can describe a report in plain English instead of building it by hand. That question is sent to Anthropic's Claude service along with the list of report columns (their names and descriptions), and Claude replies with the report's settings. No show data is sent — no names, contact details, animals, entries, or sale records. The report itself runs on our servers. If an organizer types a person's name into the question, that name is part of the question Anthropic receives.
• Our hosting provider, which runs the servers and database the program lives on.

No third-party tracking

There is no analytics, advertising, or tracking software anywhere in Trailgrazer — no ad networks, no analytics tags, no session recorders, no social media pixels. Pages load their scripts, styles, images, and fonts from our own servers, and we send every page a Content Security Policy instructing your browser to refuse content from anywhere else — the only exceptions are the Cloudflare Turnstile check on the sign-up pages, used only to tell people from bots, and the OpenStreetMap venue map organizers can open while creating a show, both described above.

Cookies

We use two cookies, both strictly necessary to run the program. We use no analytics, advertising, or third-party tracking cookies of any kind.

• session_token — keeps you logged in. It expires after an hour of inactivity in a web browser, or a month in our mobile apps, and is deleted when you log out.
• active_exhibitor — remembers which exhibitor you're currently acting on behalf of when one account manages several.

Children's privacy

Exhibitors at youth livestock shows are often minors. In Trailgrazer, a competing exhibitor does not have their own login — an adult account manager creates and manages the account and enters the exhibitor's information, and for an exhibitor under 18 that account manager must be their parent or legal guardian (see our Terms of Service). Their internal username is a randomly generated identifier rather than anything derived from their name. We collect a child's information only for the show purposes described above, and we never use it for advertising or share it beyond what this policy describes. An exhibitor's information reaches a show only after the account manager agrees, for that exhibitor and that show. An account manager can stop sharing an exhibitor with a show, or delete the exhibitor — even one who has already competed — from the Exhibitors page; see section 4 of the Terms of Service for exactly what is deleted and what a show keeps. You can also email us.

How we protect your information

• Passwords are hashed with bcrypt; the original password is never stored.
• Login sessions are stored as one-way hashes, so a copy of the database yields no usable logins.
• Session cookies are HttpOnly, Secure, and SameSite-restricted, and all state-changing requests carry cross-site request protections.
• Repeated login and registration attempts are rate limited.
• Traffic to the site is encrypted with HTTPS.

No system is perfectly secure, but we take reasonable measures to protect the information you trust us with.

Your choices

• See and correct your information from your account settings at any time.
• Stop sharing or delete an exhibitor from the Exhibitors page. Deleting an exhibitor removes their profile, documents, notifications, sharing agreements, and any animals no show's records still refer to, and withdraws them from shows whose registration is still open.
• Delete your account. Account settings has a delete option that removes your account, your login sessions, notifications, and Terms agreement records, and deletes every exhibitor you manage as described above. Deleting an organizer account also deletes that organizer's shows.
• Buyer and packer accounts don't have self-service settings pages yet. Contact us and we'll correct or delete your information for you.
• Keep in mind: entries, results, and sale records that are already part of a show's official record are kept with that show under an anonymous “Former exhibitor” label, with the name, contact details, and date of birth removed, for the recordkeeping reasons described above.

How long we keep it

We keep your account information for as long as your account is open. Show, results, and sale records are kept as part of the show's record for as long as the organizer needs them to meet their reporting and recordkeeping obligations.

Changes to this policy

If we change this policy we'll update the date at the top of this page. A significant change that comes with updated Terms of Service will ask you to agree again the next time you sign in.