Privacy Policy

1. Who we are

This Privacy Policy describes how Cactus Equity Group, LLC ("TrailConvoy," "we," "us," or "our") collects, uses, shares, and protects information when you use the TrailConvoy website and application (the "Service").

2. Information we collect

We collect information you provide directly, such as your name, email address, phone number (if you choose to provide it), username or handle, profile details, and any content you post (including photos, images, comments, and convoy details).

Vehicle and fleet information. If you register a vehicle in the fleet registry, we collect details you provide such as vehicle make, model, year, modifications, tire size, recovery gear, and radio equipment.

Payment and billing information. If your club uses TrailConvoy to collect dues or fees, we process payment information through third party payment processors. TrailConvoy does not store full credit card numbers on its servers. We do store transaction records, billing history, and dues status for club administration purposes.

Digital waiver signatures. When you sign a digital waiver through the Service, we collect your name, signature, the date and time of signing, and the content of the waiver. Waiver records are stored and made available to club administrators for compliance purposes.

Location data. If you use the live convoy tracker, the Service collects real time GPS location data from your device during active convoy tracking sessions. Location tracking is only active when you explicitly join a live convoy session and can be stopped at any time by leaving the session. We may also derive approximate location from your IP address during normal use.

We also collect information that is typically logged automatically when you use a website or app, such as Internet Protocol (IP) address, browser type, device information, pages viewed, referring pages, and timestamps. We use this data to operate the Service, prevent abuse, and improve performance.

If you communicate with us (for example by email), we may keep a record of that communication and any information you provide.

3. How we use information

We use information to operate the Service, create and manage accounts, enable club management features (including convoy planning, member management, dues collection, digital waivers, fleet registry, trail library, calendar, badges, and volunteer tracking), provide customer support, send important service communications, and enforce our rules and policies.

We use GPS location data to power the live convoy tracker, showing vehicle positions to other convoy participants and club administrators during active tracking sessions.

We use payment and billing data to process dues, send payment reminders, and provide financial reporting to club administrators.

We may use artificial intelligence to generate trip reports and other content based on convoy data, photos, and member contributions. AI generated content may be reviewed and edited by members before publication.

We use technical data and logs to secure the Service, detect fraud and abuse, troubleshoot problems, and understand usage patterns so we can improve reliability and user experience.

We may use content you submit, including images, for marketing purposes as described in the Terms of Service.

4. How we share information

We do not sell or provide personal data for profit to unrelated third parties.

We may share information in the following situations:

When you ask us to connect you with a sponsor. If you take an action that clearly requests contact or more information from a sponsor (for example, "Tell Me More," request a quote, request a demo, or similar), you instruct us to share limited personal information that may include your name, email, phone number, and relevant profile details needed to complete that request.

Club administrators. If you are a member of a club on TrailConvoy, designated club administrators may access member information relevant to club operations, including your profile, dues status, waiver status, vehicle information, RSVP history, convoy participation, and volunteer hours. Club administrators are responsible for how they use member data within their club.

Payment processors. We use third party payment processors to handle dues and fee collection. These processors receive payment information necessary to complete transactions and are subject to their own privacy policies.

Service providers. We may use third party vendors to help operate the Service (for example hosting, email delivery, analytics, mapping, and security tools). These providers are permitted to process information only to perform services for us.

Legal and safety reasons. We may disclose information if we believe it is reasonably necessary to comply with law, protect users, prevent harm, investigate abuse, or protect the rights, property, or safety of TrailConvoy, our users, or the public.

Business changes. If TrailConvoy is involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction.

5. Public content and visibility

Some profile details and content you post may be visible to other club members, club administrators, or to the public depending on how the Service and your club are configured. If you post content in public areas, other people can view, share, or copy it. Please do not post anything you do not want to be public.

During active convoy tracking, your real time GPS location is visible to other participants in your convoy and to club administrators. Location data from completed convoys may be retained for trip reports and trail library contributions.

You are responsible for what you choose to publish, including photos and location related information. Use care when sharing travel plans or real time locations.

6. Cookies and similar technologies

We may use cookies and similar technologies to keep you signed in, maintain preferences, protect the Service, and understand usage. Cookies are small files stored by your browser.

You can usually control cookies through your browser settings. If you disable cookies, some features may not work properly.

7. Data retention

We keep information for as long as reasonably necessary to operate the Service, comply with legal obligations, resolve disputes, enforce agreements, and maintain security and integrity. Retention periods vary depending on the type of information and why it is collected.

8. Security

We use reasonable administrative, technical, and physical safeguards designed to protect information. However, no system is perfectly secure and we cannot guarantee absolute security.

9. Your choices

You may update certain profile information through your account settings. You may also choose not to provide optional fields.

You may request access to, correction of, or deletion of your personal information by contacting support. We may need to retain certain information for legal, security, or operational reasons.

10. Children

The Service is not intended for children. If you believe a child has provided personal information to TrailConvoy, contact us and we will take appropriate steps.

11. International users

If you access the Service from outside the United States, you understand that information may be processed and stored in the United States or other locations where our service providers operate. Laws in those locations may differ from the laws where you live.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we may provide notice through the Service or by other reasonable means. The effective date at the top indicates when this Policy was last updated.

13. Contact

Questions about this page or how TrailConvoy works? Get in touch.