Privacy Policy

1. Who we are and what this policy covers

HSD Conglomerate, LLC, a Florida limited liability company, operates Archery Manager and ArcheryManager.com. This policy explains our handling of information on the marketing website, club requests, support communications and, where applicable, the club management system and Members app.

Clubs also determine how their membership and activity information is used. A club’s own privacy notice applies to its independent operations. This policy does not replace that notice or a required data processing agreement.

2. Our role and the club’s role

We are responsible for the purposes and handling of our website enquiries, business contacts, account administration, billing relationship, service security and legal compliance. For member information a club places in its workspace, we generally provide the software and process information on the club’s instructions; the club determines its membership, activities, communications and access policies.

The exact legal roles depend on the information and applicable law. Where a controller–processor agreement, international-transfer safeguard or other contractual arrangement is required, it must be in place before the relevant processing begins. A member should normally ask their club first about club records; we assist the club and handle matters for which we are responsible.

3. Information collected

• Website and club requests: club name, city, country, website or public reference, verification explanation, requester name, club role, contact email, optional activities and access-control interest.
• Request administration: request reference, status, submission time, duplicate indicators, a hashed network identifier for abuse controls and the terms version and acceptance time when submitted.
• Support: the contact details, message, attachments and account information you choose to provide. Do not send passwords or unnecessary member lists.
• Service information, where enabled: member and family records; registrations; agreements; bookings and attendance; coaching and progress; competition entries, scores and results; communications; orders and payment status; tasks, maintenance reports, photos and access events.
• Technical information: session identifiers and technical/security logs generated by the website, hosting or service infrastructure. Payment providers may provide transaction references, status and billing details.

Not every category applies to every person. Collection depends on the club’s configuration, the features used and information actually provided. This marketing website does not accept member CSV uploads or subscription card payments.

4. Where information comes from

Information comes from you, your club and its authorized administrators, a parent or guardian where relevant, people arranging an activity, payment and service providers, technical interactions with the service, and public club references used for verification. Do not submit information about another person unless you have the authority and legal basis to do so.

5. Why information is used

• Assess club requests, verify the club and requester’s authority, communicate about the request and prevent duplicate or abusive submissions.
• Provide and administer the contracted services, maintain accounts, process the relevant transactions and provide support.
• Carry out the club’s configured membership, activity, communication, reporting, maintenance and access workflows.
• Protect accounts and infrastructure, investigate incidents and misuse, maintain business records, resolve disputes and comply with legal obligations.
• Send service messages and, where permitted and appropriately authorized, optional marketing communications.

Where applicable law requires a legal basis, we rely on steps requested before a contract and contractual performance; legitimate interests in operating, securing and supporting the service, subject to your rights; legal obligations; and consent where required. Club-controlled processing follows the club’s lawful instructions. You may request more information about the basis relevant to your information.

6. Disclosure and service providers

Information is made available to authorized club administrators and other participants only as the relevant feature and permissions require. For example, an event may publish entries, rankings or results under the club’s settings. Clubs are responsible for deciding which information to publish and obtaining required permissions.

We use or may use providers for hosting, storage, email delivery, payment processing, security, support and enabled AI services. They receive information relevant to their function and are subject to applicable contractual and legal safeguards. Providers may have independent responsibilities for functions such as payment processing.

We may disclose information when required by law or a valid legal process, to protect rights or safety, investigate fraud or security incidents, or in connection with a business reorganization, financing or transfer subject to applicable safeguards. We do not sell marketing-website club request information or use it for cross-context behavioral advertising. Contact us for the providers and processing locations applicable to a proposed club installation.

7. AI and automated processing

Enabled AI features can process an enquiry and relevant authorized club information to generate or send a response, route work or assist a workflow. That may involve an external AI provider. The club must authorize the feature and the information it uses and ensure any required notices, lawful basis and safeguards are in place.

Club verification may use automated checks and public information. An automated result is not a guarantee that information is correct. Contact us to question a club request outcome. For a club’s membership, eligibility or access decision, contact the club; it controls the applicable rules and review process. Rights concerning significant solely automated decisions apply where required by law.

This policy does not assert that an AI provider has a particular training, storage or retention arrangement. The provider terms and data handling must be established for the feature before personal information is sent. Do not enter unnecessary health, identity-document, financial or other sensitive information into an AI feature.

8. Families and children

The marketing website and club request form are intended for adult club representatives, not children. A child should not submit a club request or enter personal information here.

Clubs using family, junior or coaching features must identify the adult responsible for the account and establish the notices, permissions and parental consent required by applicable law. A parent or guardian generally acts for a child where the relevant club workflow provides for it. The availability of family features alone does not establish compliance with children’s privacy laws.

Direct online collection from children below the applicable age must not be enabled without the required compliant notice, consent and safeguards. Contact the club or us if you believe a child’s information has been collected improperly; we will investigate and take the action required by law.

9. Cookies and external links

The marketing website uses a session cookie for form protection and request receipts. The current marketing website does not include third-party advertising or analytics scripts. Hosting and security infrastructure may produce technical logs. If optional nonessential tracking is introduced, the relevant disclosures and consent controls will be provided where required.

Product images and links may lead to a club or third-party service with its own notice. Browser controls can restrict cookies, but blocking essential cookies can prevent forms or sign-in from working.

10. Retention, deletion and account closure

Information is retained for as long as reasonably necessary for the purpose for which it was collected, the active service relationship, support and verification work, security, accounting and other legal obligations, and the establishment or defense of claims. Relevant criteria include request status, account activity, the type of record, a club’s lawful instructions and applicable retention requirements.

Closing an account does not necessarily delete all records immediately. Records subject to legal retention, a dispute or a security investigation may be retained with appropriate restrictions. Backup copies, where maintained, may remain until the applicable backup cycle expires and are not used for ordinary live operations.

Club members should ask their club about its retention and deletion instructions. Clubs should request export and closure arrangements before service termination. No particular export format, backup schedule or deletion deadline is promised by this policy unless separately agreed or required by law.

11. Security and international processing

The marketing website uses HTTPS, session-based form protection and access restrictions around request storage. Security is not absolute; no internet service can guarantee that unauthorized access, interruption or loss will never occur. Protect credentials, restrict administrator permissions and tell us promptly about suspected misuse.

HSD Conglomerate, LLC is based in Florida, United States. Hosting and service providers may process information in the United States or other countries depending on the service. Before using the service where international-transfer restrictions apply, the required provider information, agreements and transfer safeguards must be established. This policy is not itself a certification or international-transfer mechanism.

12. Your choices and privacy rights

Depending on your location, the applicable law and our role, you may have rights to access, correct, delete or obtain a portable copy of information, restrict or object to processing, withdraw consent, appeal a decision or complain to a regulator. These rights have legal conditions and exceptions. Withdrawing consent does not invalidate earlier lawful processing.

Email info@archerymanager.com with your request, the relevant club and enough information to locate the records. We may verify identity or representative authority and will respond within the period required by applicable law. Do not send identity documents unless a secure and appropriate verification route has been arranged. We will not retaliate for exercising rights protected by law.

Use an unsubscribe option in optional marketing messages, where provided, or contact us. Necessary account, transaction, security and service messages may continue. For club marketing and club-controlled records, contact the club as well.

13. Changes and contact

This policy was last updated October 18, 2026. Material changes will be brought to your attention where required by law; a different use requiring consent will not be authorized merely by updating this page.

The telephone number is a business contact number; the included support service is email support.