Privacy Policy

What we collect

Information you give us:

• Account details when you sign in as a Spotter: your email address, display name, and any social media links you add to your profile.
• Ratings you submit: Plates and Zones scores, whether you would train there again, equipment answers, comments, and Jacked.
• Photos you upload of hotel gyms. Photos can carry hidden location and device data (EXIF). We remove this data from every photo before it is uploaded.
• Travel details you choose to tell us: the hotel loyalty programs you belong to and your status in them, whether an employer books your work travel, and your home airport.
• How you booked a stay you rate, if you choose to tell us.
• If you upload photos or information for a hotel: your name, email address, job title and the hotel you represent, and your acceptance of the Hotel Upload Agreement.
• Messages you send us.

Information collected automatically:

• Usage and device data: pages viewed, searches (including the dates you choose and the area you search), the hotels shown to you and the ones you open or book, links and buttons clicked, time on each page, browser and device type, approximate location (city and country) derived from your IP address, and the site or link that referred you.
• Cookies and similar tools needed to keep you signed in and to make the site work.
• Analytics cookies and session recordings, as described in “Analytics, cookies and session recordings” below. We do not use advertising cookies.

Information from others:

• Public hotel and place data from open sources such as Overture Maps, and hotel details, photos, rates and guest ratings from our booking partner.
• Photos and descriptions published on hotels’ own websites.
• From our booking partner, a record of each booking you start on RackRate that is made or cancelled: the hotel, the dates, the price and our commission. We do not store your payment details or the guest details you give at checkout.

How we use it

• To run search and show hotel gym information.
• To publish your ratings and photos, credit you as a Spotter (including First Spot, tier badges and leaderboards), and show your public profile.
• To analyze photos and ratings with automated tools, including artificial intelligence, to identify gym equipment and other facts about hotel gyms. Facts we derive may remain after the photo or rating is deleted.
• To send you account and activity emails, for example when you earn First Spot.
• To hand you off to our booking partner when you choose to book.
• To understand how travelers choose and book hotels: which hotels they compare, which they choose, and whether they book through RackRate or elsewhere.
• To ask you, after a trip, about the hotel gym and how you booked your stay. You can turn these emails off using the link in each one.
• To keep RackRate secure, prevent abuse, and improve the product, including understanding how visitors find and use search so that we can make it work better.
• To create aggregated or de-identified insights that do not identify you, for example which cities fitness travelers visit most or which gym equipment they value. We may share or sell these insights to partners, including advertisers and hotels.
• To meet legal obligations.

Analytics, cookies and session recordings

We use PostHog, an analytics service, to understand how people use RackRate. PostHog works on our behalf as a service provider and may use the information only to provide its service to us. It does not use it for advertising.

With analytics cookies on, we can tell when the same browser returns, which pages it visits, how long it stays, and where it leaves. If you sign in, we link that activity, including earlier activity in the same browser, to your Spotter account using an internal account number, never your email address.

Session recordings capture how pages are used, such as scrolling, clicks and page changes, so that we can find and fix problems in search and rating. Recordings do not capture what you type into forms or the photos you upload, and we do not record the sign-in and settings pages. Recordings are deleted after 30 days.

We remove your full IP address after using it to estimate your city and country, and do not store it with your account or analytics. Our hosting provider keeps IP addresses in short-term security logs so that we can block abuse, such as automated copying.

Your choices:

• If you are in the European Union, the European Economic Area, the United Kingdom or Switzerland, we ask before setting analytics cookies. If you decline, we count your visits anonymously, without cookies and without session recordings.
• Everywhere else, analytics cookies are on by default. You can turn them off below at any time. We do not record sessions outside the European Union, the European Economic Area, the United Kingdom and Switzerland, and there we record only if you accept.
• If your browser sends a Global Privacy Control signal, we treat it as a request to opt out: we do not set analytics cookies, link your activity to an account, or record your sessions in that browser.
• Your choice applies to the browser you are using. If you clear your cookies or switch browsers, you will need to choose again.

What is public

Your display name, profile, social links, ratings, comments and photos are public by design. Do not include anything in a rating or photo that you would not want others to see, including people’s faces.

Who we share it with

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We disclose it only to:

• Service providers who run the site for us: hosting (Vercel), database and photo storage (Supabase), email delivery (Resend), product analytics (PostHog), and place search (Geoapify, which receives the address, landmark or venue you type in the location box, without your account details). They may use it only to provide their service to us.
• Our booking partner (Nuitee / LiteAPI) when you choose to book. The booking is made with them, and their privacy policy governs what you give them at checkout.
• Affiliate partners, who may learn that a visit came from RackRate so that we can be paid a commission.
• People who send or answer a copyright notice. If you send a counter-notice, we send it, including your name and contact details, to the person who complained, as the law requires.
• Authorities or others when the law requires it, or to protect the rights and safety of RackRate, our users or the public.
• A buyer or successor if RackRate is sold, merged or reorganized, or if its assets are transferred. That party may use your information only as this policy describes, unless we tell you otherwise and give you any choice the law requires.

Aggregated or de-identified information that cannot reasonably identify you is not personal information. We may share or sell it, for example to advertisers or hotels. We commit to keep such information in aggregated or de-identified form and not to attempt to re-identify it, we take reasonable technical and organizational measures to prevent re-identification, and we contractually require anyone who receives it not to attempt re-identification.

How long we keep it

We keep account information while your account is open. Ratings and photos stay up as part of the shared record unless you delete them or close your account. When you delete a rating that held First Spot, First Spot passes to the next-oldest rating.

Travel details you give us are kept until you change or delete them, or close your account. Usage, search and booking records linked to your account or browser are kept for up to three years, and then deleted or kept only in de-identified form.

We keep some records longer when the law requires it.

Your choices and rights

• You can edit your profile and delete your ratings and photos at any time.
• You can change or delete your travel details at any time in Settings.
• You can ask us to access, correct, or delete your personal information, or close your account, by emailing privacy@rackrateit.com. We will respond within the time the law requires.
• Depending on where you live (for example California, Colorado, Virginia, or the EU and UK), you may have further rights. We honor those requests and will not treat you differently for using them.
• You can unsubscribe from non-essential emails using the link in each email.

California residents

This section applies to California residents and supplements the rest of this policy.

In the past 12 months we have collected these categories of personal information: identifiers (such as email address, account number and IP address); internet and other electronic network activity (such as pages viewed, searches and session recordings); approximate geolocation; commercial information (such as bookings you start on RackRate and how you booked stays you tell us about); travel details you choose to give us (such as hotel loyalty programs and status); photos and other content you submit; and inferences about which hotels, gyms and destinations interest you and how you prefer to book. The sources, purposes and recipients are described above.

We do not sell personal information or share it for cross-context behavioral advertising, and we have not done so in the past 12 months. We do not knowingly sell or share the personal information of anyone under 16. We do not use or disclose sensitive personal information for any purpose that would give you a right to limit it.

You have the right to know what personal information we collect, use and disclose; to request a copy of it; to request that we correct or delete it; to opt out of any sale or sharing; and not to be discriminated against for using these rights.

To make a request, email privacy@rackrateit.com. We will verify your request by confirming control of the email address on your account. You may use an authorized agent, and we may ask the agent for proof of your written permission.

We honor Global Privacy Control signals as described in “Analytics, cookies and session recordings” above.

Children

RackRate is not for anyone under 18. We do not knowingly collect information from children. If you believe a child has given us information, contact us and we will delete it.

Security

We use reasonable safeguards, but no service is perfectly secure.

Changes

We will post any changes here and update the effective date. If a change is significant, we will tell signed-in users by email.

Contact

RackRate LLC, 4539 N 22nd St, Ste N, Phoenix, AZ 85016, privacy@rackrateit.com.