AR3NA Fitness Racing — Privacy Policy

Version: privacy-2026-11-07 (rev 4.1) · Effective Date: November 7, 2026
Legal Operator: REDWAVE Infrared Studio LLC
Websites: https://ar3na.app and https://ar3nafitnessracing.com
Terms of Use: https://ar3na.app/terms
Privacy Contact: support@ar3na.app

1. Introduction

AR3NA Fitness Racing ("AR3NA," "we," "us," or "our") is a fitness racing and performance tracking platform operated by REDWAVE Infrared Studio LLC.

AR3NA enables athletes to participate in interactive fitness races, record and compare their performance, compete against previous results, and participate in gym-specific and public leaderboards.

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when individuals visit our websites (including ar3na.app and ar3nafitnessracing.com), register for an athlete account, use our applications, or participate in AR3NA-enabled activities (collectively, the "Services").

We recognize that fitness performance information can be personal. AR3NA uses gamer tags to help athletes compete without routinely revealing their real names and provides separate choices for participation in broader public rankings.

2. Age Requirements

AR3NA athlete accounts and competitions are currently intended exclusively for individuals 18 years of age or older.

We ask for an athlete's date of birth to verify that the athlete meets the minimum age requirement and to place the athlete in an age group on leaderboards. This applies to every new account, whichever sign-in method the athlete uses.

Date of birth and birth year are not displayed on race boards, athlete profiles, leaderboards, or public competition results, and are not used for advertising purposes. Leaderboards may show the age group an athlete's result falls into (for example, 40–49), calculated from the birth year.

Once eligibility is checked, we keep a verification status and the athlete's birth year, not the full date of birth. The birth year is used only to place the athlete in an age group. Full date-of-birth information is retained only as long as necessary for its stated verification purpose or applicable legal requirements.

We do not knowingly permit minors to register. If we discover that an account belongs to someone under 18, we may suspend the account and delete associated personal information as appropriate.

3. Information We Collect

A. Account and Athlete Information

When an athlete registers for AR3NA, we may collect:

• Mobile phone number, used to sign in and to deliver one-time verification codes. Where Google or Apple sign-in is available, an athlete who uses it may choose not to provide a phone number.
• If the athlete signs in with Google or Apple: the name of that provider and the account identifier it gives us for the athlete. We do not keep the email address, name, or photo the provider shares with us.
• Gamer tag or chosen athlete display name
• Date of birth, used to verify that the athlete is at least 18 years old; afterwards we keep only the birth year, used to place the athlete in an age group
• Email address, only if voluntarily provided or collected for a separately disclosed purpose
• Affiliated gym or fitness facility
• Leaderboard division (men's or women's), only if the athlete chooses one; an athlete may choose not to be listed in a division
• ZIP code, only if the athlete chooses to provide it, used to suggest nearby races and gyms and for the area counts described in Section 8
• Time zone of the device used for a home race
• If the athlete joined through another athlete's personal invite link, which athlete invited them
• Profile image or avatar, if provided
• Account preferences and privacy settings
• Account identifiers, authentication status, and security information
• Whether we have shown the athlete the one-time prompt to add a backup sign-in method

An athlete's phone number, date of birth, birth year, ZIP code, email address, sign-in provider details, and authentication details are not included in standard public race displays or leaderboards.

B. Sign-In and Authentication

1. Text-message codes

AR3NA uses mobile phone verification to authenticate athlete accounts.

When an athlete requests a sign-in code, AR3NA may send a one-time text message to the phone number associated with the account.

We use phone numbers for authentication, account security, recovery where supported, and necessary service communications.

We may share phone numbers with authorized SMS delivery and authentication service providers for these purposes.

Requesting a sign-in code does not constitute consent to receive promotional text messages. Any marketing text-message program will require separately applicable authorization.

Standard carrier messaging and data charges may apply.

2. Google and Apple sign-in

Where available, athletes may choose to sign in with a Google or Apple account. When they do, the provider confirms the athlete's identity to us. We keep only the provider's name and the account identifier it gives us. We do not keep the email address, name, or photo the provider shares.

A Google or Apple account is never joined to an existing AR3NA account automatically. To link one to an existing account, the athlete must sign in to that account the usual way and complete the Google or Apple sign-in in the same step.

Google and Apple handle the sign-in under their own privacy policies.

3. Backup sign-in method

An athlete who signs in without a phone number may, after their first finished race, see a one-time prompt to add a backup sign-in method: a verified phone number or the other provider. The prompt can be skipped.

4. Recovery limits

To protect accounts from being taken over, AR3NA support cannot restore access to an account without a second verified sign-in method. An athlete who loses access to their only sign-in provider must recover that account with the provider.

5. Security check

When an athlete signs up or requests a sign-in code, a security check provided by Cloudflare (Turnstile) helps confirm that the request comes from a person and not an automated program. To do this, the check may process the device's IP address, browser and device characteristics, and signals about how the page is used. We use the result only to protect sign-up and sign-in.

C. Race and Performance Information

When an athlete participates in an AR3NA-enabled activity, we may record:

• Race and workout identifiers
• Event dates and participating facilities
• Start times, finish times, lap times, and split times
• Completed rounds, repetitions, laps, and stations
• Exercise weights or resistance levels
• Scores and rankings
• Competition divisions and team participation
• Personal records, achievements, and milestones
• Historical performances used in Ghost racing features
• Score corrections, verification records, and competition decisions
• Experience points, ranks, badges, and invite credits calculated from race history
• Results of home races, which athletes record themselves on their own device, and reports other athletes make about home results

This information may be recorded by AR3NA software, submitted by athletes, or entered by authorized gym personnel. Home race results are labeled self-reported and are shown only on home leaderboards, separately from results verified at a gym.

D. Technical and Website Information

When accessing our Services, we may collect:

• IP address
• Device, browser, and operating system information
• Application version and technical configuration
• Login attempts and security events
• Results of the sign-up and sign-in security check described in Section 3.B.5
• Session and diagnostic information
• Website interaction and usage information
• Error reports and service performance information

E. Website Forms and Inquiries

Our websites offer the following forms. We collect only the information each form asks for:

• Update sign-up ("Get notified"): email address and, optionally, ZIP code.
• Race request ("No AR3NA races near you yet"): email address, zip code and, optionally, the name of a gym.
• Gym demo request: name, email address, gym name, city, state, approximate membership size, and whether the gym has a TV in its training area.
• Other contact, gym partnership, demonstration, or event inquiries: the information provided, which may include name, email address, phone number, gym affiliation, and message contents.

We use this information to respond to inquiries, to manage the requested business communications, and to send the AR3NA updates a person has asked for, such as notice that leaderboards have opened or that AR3NA races are available at a gym near them.

Each update email includes a way to unsubscribe, and anyone may also ask us to stop sending updates or to delete their form submissions by contacting support@ar3na.app.

F. Wearable Devices and Health Measurements

AR3NA does not currently collect heart-rate measurements or other wearable-device health data.

If wearable integrations or additional health-related features are introduced, we will provide updated disclosures and obtain any legally required permissions before collecting such information.

4. How We Use Information

We use information to:

1. Register and authenticate athletes.
2. Verify that participants meet our minimum age requirement.
3. Operate workouts, races, competitions, and challenges.
4. Calculate and display scores, progress, and rankings.
5. Maintain personal race histories and achievements.
6. Enable Ghost racing and historical performance comparisons.
7. Provide authorized gyms with relevant competition information.
8. Maintain fair competition and investigate inaccurate or manipulated results.
9. Improve software functionality and evaluate performance trends.
10. Provide support and communicate important service information.
11. Protect accounts and maintain platform security.
12. Comply with applicable legal obligations.
13. Place athletes in age groups and divisions on leaderboards and show where a result ranks within them.
14. Credit athletes for friends they invited who complete an official race.
15. Show gyms and prospective gyms counts of AR3NA athletes by area.
16. Create a spoken announcement of an athlete's gamer tag for race displays.
17. Protect sign-up and sign-in from automated programs and abuse.
18. Where available, let athletes sign in with Google or Apple, link or unlink those accounts, and add a backup sign-in method.

Where applicable privacy laws require a legal basis for processing, we rely on an appropriate basis, such as providing requested services, fulfilling legal obligations, legitimate interests, or consent.

5. Gamer Tags and Athlete Privacy

AR3NA uses gamer tags as the standard athlete-facing identity.

Gamer tags may appear on live displays, race results, achievements, gym leaderboards, and public rankings in accordance with applicable visibility settings.

Using a gamer tag allows an athlete to compete without routinely displaying their legal name.

However, gamer tags do not guarantee complete anonymity. Other participants may recognize an athlete, and AR3NA or authorized gym personnel may have access to information connecting a gamer tag with a registered account.

Athletes should avoid including sensitive personal information in their gamer tags.

6. Leaderboards and Competition Visibility

A. Live Gym Races

During a race, the athlete's gamer tag and relevant competition information may be displayed on shared screens.

This may include race progress, lane assignment, elapsed time, scores, equipment category, and current ranking.

Live displays may be visible to gym personnel, other athletes, and spectators.

B. Gym-Specific Leaderboards

Participating gyms may maintain and display results for races conducted at their facilities.

Authorized personnel may access information reasonably necessary to manage events, verify scores, and provide related training services.

A gym does not automatically receive access to unrelated personal records maintained by an athlete at other facilities.

C. Public and Cross-Gym Rankings

AR3NA may provide regional, national, international, or other public rankings.

Participation in optional broader public rankings requires a separate participation or visibility choice.

Public rankings may include:

• Gamer tag
• Affiliated gym or team
• Event and competition division
• Race time and score
• Placement and ranking
• Relevant competition achievements
• Age group (for example, 40–49) and division, where the athlete has chosen one

Phone numbers, email addresses, full dates of birth, account credentials, and other private account information are not displayed.

Certain official competitions may require public results as a disclosed condition of entry.

D. Home Leaderboards

Home races are recorded by athletes on their own devices. Home leaderboards show self-reported results, labeled as such, with the athlete's gamer tag, result, age group, division where chosen, and where the result ranks (for example, a percentile). They are separate from results verified at a gym.

Other athletes may report a home result that appears inaccurate. Reported or implausible results may be hidden while they are reviewed.

E. Managing Visibility

Athletes may decline optional public leaderboard participation.

Withdrawing from public rankings may affect eligibility for associated placements, awards, or competitive features.

AR3NA will provide appropriate mechanisms to manage leaderboard visibility and respond to legally valid privacy requests.

Information previously displayed publicly may have been independently photographed, recorded, or published by others. AR3NA cannot guarantee removal from third-party publications or recordings outside its control.

7. Participating Gyms and Access to Information

AR3NA may provide Services through independent gyms, fitness studios, and event organizers ("Participating Gyms").

Authorized Participating Gyms may access information reasonably necessary to administer their own races, manage participants, verify scores, and respond to competition disputes.

Depending on the applicable service arrangement, AR3NA may process information on behalf of a Participating Gym or independently determine the purposes of certain account, competition, and network-wide data processing.

Participating Gyms may separately maintain information about their members under their own privacy policies.

AR3NA does not provide gyms with unrestricted access to the private records of every athlete using its platform.

8. Sharing Information

We may share information with:

Participating Gyms: To operate competitions, validate results, and provide authorized services.

Other athletes and spectators: Through race displays and leaderboards as described in this Policy.

SMS and authentication providers: To deliver sign-in codes and support account security.

Security check provider: Cloudflare, which runs the sign-up and sign-in security check described in Section 3.B.5.

Sign-in providers: Google or Apple, when an athlete chooses to sign in with that provider. The provider confirms the athlete's identity to us. When an account linked to Apple is deleted, we ask Apple to revoke AR3NA's access, as described in Section 9.

Technology service providers: To provide database hosting, infrastructure, security, communications, troubleshooting, and other necessary operational services.

Voice generation provider: An athlete's gamer tag is sent to our text-to-speech provider to create a spoken announcement played on race displays.

Gyms and prospective gyms (area counts only): Counts of AR3NA athletes by ZIP code area, which never include names, gamer tags, or contact details.

The athlete who invited you: If you joined through a personal invite link, the inviting athlete may be told that an invitation they sent was credited.

Event organizers and scoring partners: Where relevant to a competition an athlete has entered.

Legal authorities: When required by applicable law or a valid legal process.

Business successors: In connection with a merger, acquisition, restructuring, or business transfer, subject to applicable safeguards.

Service providers processing information on our behalf must use it for authorized purposes and apply appropriate protections.

9. Account Deletion

Athletes may request deletion of their accounts and gamer tags.

Deletion requests may be submitted through:

Account Deletion: https://ar3na.app/delete-account
Email: support@ar3na.app

Upon a valid deletion request, AR3NA will delete or appropriately de-identify associated personal information, subject to applicable legal exceptions.

To prevent a deleted athlete's gamer tag from being claimed immediately by someone else, AR3NA keeps a one-way coded record of that gamer tag, which does not identify the former athlete, for 90 days after deletion. The gamer tag then becomes available again.

Information subject to deletion includes:

• Mobile phone number associated with the account
• Linked Google or Apple account identifiers
• Gamer tag and public athlete profile
• Email address, if collected
• Date of birth and age-verification records no longer required
• Authentication and account credentials
• Personal profile information
• Identifying connections between the athlete and race history
• Account-specific achievements, saved preferences, and personal Ghost records
• Birth year, leaderboard division, and ZIP code
• Home race results and home leaderboard entries
• Invite links and invite credits
• Spoken gamer-tag announcements
• The record of whether the backup sign-in prompt was shown
• Identifiable leaderboard entries controlled by AR3NA, subject to lawful exceptions

Accounts linked to Apple. When an athlete deletes an account linked to Apple, we ask the athlete to sign in with Apple once more, and we use that sign-in to ask Apple to revoke AR3NA's access right away. Deleting the account on our side does not wait for Apple. If Apple cannot complete the revocation at that moment, we keep only the single sign-in token needed to try again, encrypted and used for nothing else, and delete it once revocation succeeds or within 24 hours, whichever comes first. Our records note only whether revocation succeeded or failed. If the athlete cannot sign in with Apple, we still delete the account and explain how to remove AR3NA's access in their Apple ID settings.

Deleting an account terminates access to the athlete's individual performance history and account-specific features.

Certain information may be retained temporarily when legally necessary to resolve disputes, investigate fraud, comply with legal requirements, or preserve information subject to a lawful hold.

10. Retention of De-Identified Performance Analytics

AR3NA may retain performance information after account deletion when it has been sufficiently anonymized or de-identified so that it cannot reasonably be associated with the former athlete.

This information may support:

• Analysis of race completion times
• Evaluation of workout formats
• Statistical performance comparisons
• Participation and competition trends
• Improvements to scoring and racing technology
• Aggregated competition and demographic reporting

Retained information may include race times, scores, exercise metrics, and appropriately generalized competition categories.

Age groups, sex, or other demographic categories may be retained for analytics only when separately and lawfully collected for those purposes and sufficiently de-identified.

An athlete's full date of birth is not kept or used for analytics. Birth year, age group, and division may be used in de-identified, aggregated analytics as described in this section.

Removing a gamer tag alone does not necessarily make performance information anonymous. When individual records could still identify an athlete through unusual results, small competition groups, or combinations of attributes, AR3NA will apply appropriate safeguards.

These may include aggregation, removal of precise event details, generalization of categories, suppression of small groups, or deletion of records that cannot be adequately de-identified.

AR3NA will not intentionally attempt to re-identify former athletes from de-identified information except where permitted by law for compliance or testing de-identification safeguards.

Information that remains reasonably identifiable will continue to be treated as personal information.

11. Data Retention

This section describes our data-retention approach and is available at:

https://ar3na.app/privacy

Account information: Maintained while an account remains active, subject to deletion requests and lawful retention exceptions.

Mobile phone numbers and authentication information: Maintained as necessary to provide account access and security. Deleted or appropriately restricted following account deletion, subject to lawful exceptions.

Google or Apple account identifiers: Kept while the provider is linked to the account. Deleted when the athlete unlinks the provider or deletes the account.

Apple revocation retry token: Kept only if revoking Apple access at account deletion fails, encrypted and solely to retry, and deleted once revocation succeeds or within 24 hours, whichever comes first.

Backup sign-in prompt record: Kept while the account is active and deleted with the account.

Security check results: Used at the moment of sign-up or sign-in and kept only as part of security records (see below).

Date of birth: Used for age eligibility verification. After the check, AR3NA keeps the verification status and the birth year (for age groups), not the full date of birth, subject to applicable legal requirements.

Birth year, division, and ZIP code: Kept while the account is active and deleted with the account. An athlete may remove a division or ZIP code at any time.

Spoken gamer-tag announcements: Kept while the gamer tag is in use, replaced when the gamer tag changes, and deleted with the account.

Invite records: Kept while both accounts are active and deleted when either account is deleted.

Personal race history: Maintained while needed to provide requested athlete tracking features, unless earlier deletion is required.

Public competition results: Maintained as needed for applicable competition purposes, subject to visibility settings, account deletion rights, and lawful exceptions.

Deleted gamer tags: A one-way coded record of a deleted athlete's gamer tag is kept for 90 days to prevent immediate reuse, then removed.

Website form submissions: Kept until the person unsubscribes or asks us to delete them, and no longer than 24 months after their last contact with us.

De-identified analytics: May be retained for continuing statistical and product-improvement purposes while the information remains genuinely de-identified.

Security and technical records: Retained for periods reasonably necessary for security, troubleshooting, fraud prevention, and legal compliance.

Backup records: Deleted or overwritten according to operational backup procedures, subject to applicable preservation requirements.

Applicable retention periods and account-deletion processing timeframes will comply with relevant laws. Specific operational periods for security, technical and backup records will be documented once verified against the production systems.

12. Cookies and Similar Technologies

AR3NA websites and applications may use cookies, local storage, or similar technologies to support authentication, security, session management, preferences, and essential functionality. This includes the sign-up and sign-in security check described in Section 3.B.5.

Where additional analytics, advertising, or other non-essential tracking technologies are used, we will provide appropriate information and any consent or opt-out mechanisms required by applicable law.

Our use of such technologies may vary between the public website and authenticated athlete applications.

We will update this section when material tracking technologies or third-party services change.

13. Sale of Information and Advertising

AR3NA does not sell athletes' personal information to data brokers.

We do not sell identifiable race histories or share personal performance information for cross-context behavioral advertising.

We may communicate regarding account security, service updates, support, and relevant competitions.

Promotional email or SMS communications will be subject to applicable consent and opt-out requirements.

14. Information Security

We use reasonable administrative, technical, and organizational measures designed to protect personal information against unauthorized access, alteration, disclosure, and loss.

Access to account information is restricted to authorized personnel and service providers according to their responsibilities.

No internet-based service can guarantee absolute security.

Users are responsible for maintaining appropriate account security and reporting suspected unauthorized access.

15. Privacy Rights

Depending on applicable law, athletes may have rights to:

• Access personal information
• Correct inaccurate information
• Request deletion of eligible personal information
• Obtain a copy of certain records
• Restrict or object to certain processing
• Withdraw consent where applicable
• Manage optional public leaderboard participation
• Exercise applicable rights relating to advertising or data sharing
• Appeal certain privacy decisions where required by law

Requests can be submitted to support@ar3na.app.

Account deletion requests may also be submitted at https://ar3na.app/delete-account.

We may verify an individual's identity before fulfilling requests and may rely on applicable legal exceptions.

We will respond within the timeframes required by applicable law and will not unlawfully discriminate against individuals for exercising privacy rights.

16. International Processing

Information may be processed by authorized service providers in the United States or other countries.

When applicable law requires specific safeguards for international transfers, we will use appropriate legal measures.

17. Changes to This Policy

We may update this Privacy Policy as our Services, technology, or legal obligations change.

Revised versions will be posted at https://ar3na.app/privacy with an updated effective date.

We will provide additional notice or obtain consent when required by applicable law.

18. Contact Us

AR3NA Fitness Racing
Operated by REDWAVE Infrared Studio LLC
Ohio, United States

Email: support@ar3na.app
Websites: https://ar3na.app and https://ar3nafitnessracing.com
Terms of Use: https://ar3na.app/terms
Account Deletion: https://ar3na.app/delete-account