FAN VOTE

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Privacy Policy

Effective date: October 5, 2026 · Version 1.1

1. Who is responsible

InstantBook LLC, Florida, United States operates Fan Vote. For privacy questions or requests, email brady.bishop@instant-book.net. This policy describes information handled through Fan Vote; other websites and payment services have their own policies.

2. Information we collect

3. How we use information

We use information to create and verify payments, attribute votes to schools, count unique PayPal supporters, process payment adjustments, show standings and activity, prevent abuse, troubleshoot errors, respond to requests, and maintain records needed for accounting, disputes, and legal obligations. We do not use a payment or an old update preference as permission to enroll you in a new marketing campaign. We use separately reviewed outreach records to send experiment invitations, handle replies, and honor opt-outs. Each invitation includes an unsubscribe link; experiment opt-outs apply across the experiment’s campaigns, separately from other product communications.

Where a legal basis is required, we process checkout and payment information to perform our agreement with you; security, diagnostics, and support information for our legitimate interests in operating a reliable service, subject to your rights; and records required for compliance with legal obligations. Where consent is required for optional processing, we will request it, and you may withdraw it without affecting prior lawful processing. We do not use your information for automated decisions producing legal or similarly significant effects; vote calculations determine entertainment standings only.

4. What is public

School standings and supporter totals are public. Recent activity exposes your chosen display name, selected school, remaining vote count, and contribution timestamp through the public board response. Vote counts can reveal the whole-dollar value of a contribution. Contributions below $5 display “Anonymous”; larger contributions can also be anonymous.

“Anonymous” hides your name from public standings; it does not make your payment anonymous to us or PayPal. The board does not expose your PayPal payer ID, email, order ID, or capture ID. Public information may be copied by others, and we cannot remove copies outside our control.

5. Providers and other disclosures

We use PayPal to process and verify payments, Supabase to store checkout and contribution records and serve the school catalog, and Vercel to host the site and API. Our site loads fonts from Google Fonts, which causes your browser to send Google technical request information, including your IP address. Our email provider processes support messages you send us. ReachInbox and the connected sending-mailbox provider process experiment campaign recipients, email content, delivery activity, and replies. Supabase also stores private experiment outreach and suppression records. Open and click tracking are disabled for the experiment campaign.

Providers process information under their applicable terms and privacy policies. See PayPal, Supabase, Vercel, and Google. We may disclose information as required by law or as reasonably necessary to address fraud, protect rights, and resolve disputes. A transfer of the service may involve its records, subject to applicable law and notice requirements.

We do not sell or rent personal information, share it for cross-context behavioral advertising, or use advertising pixels. We retain operational email delivery and reply information to manage experiment outreach. Share buttons send information to the service you choose when you activate them; those services apply their own policies.

6. Browser storage and tracking preferences

We use local storage to remember your light/dark theme and session storage to save the checkout reference, status token, school, and approval URL so you can return from PayPal in the same browser tab. These features do not require Fan Vote advertising cookies. Payment and hosting providers may use their own storage under their policies.

You can clear browser storage through your browser settings. Doing so can remove your theme preference and prevent checkout status recovery in that tab; it does not cancel or refund a payment or delete server records. The current application does not change its behavior in response to a browser Do Not Track signal.

7. Retention and security

Our current database does not automatically expire checkout records, payment events, contribution records, rate-limit keys, or experiment outreach records. We retain suppression records to avoid contacting addresses that have opted out; importing an address again does not clear its suppression. Do not assume that closing the page, refunding a payment, or choosing “Anonymous” deletes them. Browser preferences remain until cleared; checkout storage generally lasts for the browser tab’s session, subject to browser restoration behavior.

Retention depends on the record’s purpose: maintaining accurate standings, reconciling payments, applicable accounting and tax requirements, dispute periods, security investigations, and responding to support requests. We have not established fixed deletion periods or an automated cleanup schedule. Contact us to request deletion or information about a particular record. Provider logs and backups follow the applicable provider settings and retention cycles. We may need to retain certain records for applicable legal obligations, fraud prevention, or payment disputes even when other information is deleted.

Payment records are stored in private database tables, and the browser cannot directly read or modify those tables. Access is restricted through server credentials and database permissions. No storage or transmission method guarantees complete security.

8. Requests and choices

Email us to request access, correction, deletion, or removal of your public display name. Depending on where you live and the laws that apply, you may have additional rights, including portability, objection, restriction, or appeal. We will handle requests as required by applicable law and explain any lawful reason we cannot fulfill a request.

We may request enough information to verify your identity and locate the transaction. Please do not send your password, full card number, or bank credentials. You may provide a PayPal transaction reference privately. Requests do not automatically cancel payments or remove records we must retain. Where applicable, you may complain to your privacy regulator.

9. Children and international processing

Fan Vote is a general-audience college fan site and is not directed to children under 13. Payments must be made by an adult legally able to authorize them. Parents or guardians contributing for a minor should use their own information and avoid submitting a child’s name or other personal details. Children under 13 must not submit personal information directly. If we learn we have collected their personal information without a lawful basis, we will take steps to delete it as required by law. If you believe a child has provided information improperly, contact us so we can investigate and take appropriate action. Fan Vote is operated from the United States, and our providers may process information in the United States or other countries with different privacy laws. Where applicable law requires a transfer safeguard, we must use an appropriate legal mechanism; contact us for details of the arrangements applicable to your information.

10. Policy changes

We will publish updates here with a new effective date and provide appropriate notice of material changes. If a new use requires consent under applicable law, we will seek it before that use.