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Privacy Policy

ReefToolkit Privacy Policy

Effective Date: November 01, 2025 Last Updated: November 12, 2025 Controller: Evolion, LLC (and its affiliate, Evolion Research Inc.) Contact: [email protected]

1. Data We Collect

  • Account information: We collect your username, display name, email address, country, region, state, and city during account creation. This information allows us to identify your account and provide personalized services.

  • User-provided data: Any data you enter into the App (such as tanks, inhabitants, logs, journals, or reminders) is securely synced with your account once you sign in.

  • Automatic sync: When you create an account or sign in, your data syncs to the cloud, enabling cross-device access and backups.

  • User-uploaded images: Any images or media you upload (for example, tank or livestock photos) are always stored in the cloud for accessibility and backup.

  • Voluntary sharing: If you export or share data (such as backups or reports to third-party services, it occurs only by your explicit action.

  • AI Insights (opt-in): When you enable Insights, your shared aquarium data (e.g., logs, livestock, or water parameters) is securely processed in the cloud to generate personalized analytics and recommendations.

2. Data Storage & Security

  • Encryption: All user data is encrypted during transfer (TLS) and at rest.

  • Cloud storage: ReefToolkit uses secure cloud infrastructure to store and protect your data, ensuring reliability and redundancy.

  • Data centers: Data is primarily stored and processed in the United States. Our service providers may distribute, cache, or load-balance data across global regions to enhance app performance.

  • Deletion: When you delete your account, your cloud data is cleared from production systems within one (1) day.

  • Backups: Deleted data may remain in encrypted backups for disaster recovery or regulatory purposes. These backups are isolated from production systems and are not processed or accessed.

  • Access control: Only authorized personnel under strict confidentiality policies have access to stored data.

3. Data Processors & Providers

We rely on trusted partners to deliver certain app features and services:

  • AWS, Cloudflare, Google Cloud, and Microsoft Azure: Provide infrastructure, storage, caching, and compute resources for app functionality, cloud synchronization, and AI processing.

  • Google and OpenAI: Used to process user data for optional AI-based Insights and compliance filtering (e.g., detection of abuse or violent content).

  • Stripe (United States): Securely handles payments and subscription processing. Stripe may collect limited billing details (such as name, email, and payment method) as required to complete transactions. Evolion does not store or have access to your complete payment information.

  • Resend (United States): Used for sending feedback messages and account-related emails.

All service providers comply with applicable data protection regulations (GDPR, CCPA, and similar frameworks) and process only the information necessary to deliver their respective services.

4. Data Use

  • Primary purpose: To provide synchronization, backups, Insights, and user-requested cloud features.

  • AI processing: If you opt in to Insights, your aquarium data may be processed using AI models hosted by one or more of the providers listed above.

  • Automated checks: Certain user-submitted content may be automatically reviewed for compliance and safety (e.g., violence or abuse).

  • Anonymous analytics: We may collect non-identifiable app usage data to improve features and performance. These analytics are not linked to any user account and are never sold or shared for advertising.

5. Your Rights

Depending on your location, you may have rights under GDPR, CCPA, and similar regulations:

  • Access: View or export your data directly from the App or web platform.

  • Correction: Edit or update your stored information within the App.

  • Deletion: Delete your account and all related cloud data at any time. Cloud data is removed within one day, and backups are purged according to retention policies.

  • Data requests: You can contact us to request a full export of your data, which will be provided within seven (7) days.

  • Portability: Data exports are provided only in JSON format.

  • Opt-out: We do not sell or monetize user data, so no opt-out is required.

6. Data Retention

  • Data used for Insights or synchronization is retained only long enough to provide the service.

  • Insights data is deleted or anonymized after 12 months of inactivity.

  • Backup archives follow standard retention lifecycles and are automatically purged when they expire.

7. Children's Privacy

ReefToolkit is not intended for children under 13 (or the minimum age required in your country). We do not knowingly collect or process any personal data from children.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in features, technologies, or regulations. Updates will be available in the App and on our website. Continued use of ReefToolkit after updates constitutes acceptance of the revised policy.

9. Contact

For any questions about these Terms or your use of ReefToolkit, please get in touch with us at [email protected].

10. Trademarks and Brand Notices

All product names, company names, logos, and trademarks mentioned in this App or its documentation are the property of their respective owners.

ReefToolkit and the Evolion name and logo are trademarks of Evolion, LLC and/or Evolion Research Inc.

References to third-party brands (including but not limited to Apple®, Google®, Microsoft®, Amazon®, Stripe®, OpenAI®, and Cloudflare®) are for identification purposes only and do not imply endorsement or affiliation.