Privacy Policy

Last updated: August 20, 2026

Scope

This Privacy Policy applies to the Cyber Odyssey USA website, mobile app, Event Access Applications, contact forms, event communications, Member Chat, organizer tools, and related event support services.

Information we collect

We may collect information you provide directly, including name, email address, phone number, event application responses, vehicle details, truck nickname, vehicle number, emergency or safety-related details you choose to share, contact messages, and purchase or store-related information submitted through third-party checkout providers.

For approved event participants, Member Chat may collect account authentication details, event access status, display name, optional truck nickname, optional vehicle number, text messages, emoji reactions, replies, uploaded photos, GPX files, PDFs, maps, schedules, packing lists, and other files participants or organizers upload for event coordination.

We may also collect limited technical information such as device type, browser or app environment, IP address, timestamps, error logs, and security-related records needed to operate, protect, and troubleshoot the website, mobile app, and Member Chat.

How we use information

We use information to review Event Access Applications, verify approved event access, operate private event communications, coordinate events, respond to inquiries, process purchases, support safety and emergency communication, maintain community standards, prevent misuse, troubleshoot technical issues, and improve Cyber Odyssey USA services.

Member Chat privacy

Member Chat is a private event communication tool, not a public social network. Participants must sign in with the email address used for event registration and may access only the specific event chat for which they are approved. Participants do not receive a public attendee directory and do not see other participants' email addresses, phone numbers, registration details, application responses, or private organizer notes.

Participant-facing identity is limited to first name or chosen display name, optional truck nickname, and optional vehicle number. Cyber Odyssey USA organizers may view fuller participant information in private backend tools when needed for event operations, safety, access control, support, or moderation.

Sharing

We do not sell personal information. We may share information with service providers that help operate the website, mobile app, authentication, secure hosting, form processing, event communication, file storage, analytics, email, SMS, payment, shipping, or customer support. These providers are permitted to use information only as needed to provide services to Cyber Odyssey USA.

We may disclose information if required by law, to protect participant safety, to enforce community standards or event rules, to prevent fraud or security incidents, or to protect the rights, property, and safety of Cyber Odyssey USA, participants, organizers, and the public.

Data retention and event access

We retain information for as long as needed for event operations, legal, safety, support, business, and recordkeeping purposes. Member Chat access may be removed immediately when a participant is removed from an event, and event chats may become read-only or archived after an event ends.

Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. Member Chat uses login-required access, server-side permission checks, event-specific authorization, HTTPS, private backend controls, and secure storage practices. No online service can guarantee absolute security.

Your choices and requests

You may contact Cyber Odyssey USA to request help with access, correction, deletion, privacy questions, or Member Chat concerns. Some information may need to be retained for event safety, legal, security, dispute, or recordkeeping reasons.

Children

Cyber Odyssey USA is intended for adults and event participants. It is not directed to children under 13, and we do not knowingly collect personal information from children under 13.

Third-party services

The website and app may link to third-party services, including payment, merchandise, maps, weather, social media, app store, and platform services. Their privacy practices are governed by their own policies.

Contact

For privacy questions, data requests, support issues, or Member Chat concerns, use the contact page.

Mobile app disclosures effective August 19, 2026

Odyssey Radio and audio

Microphone access begins only when a participant intentionally holds the Odyssey Radio control or runs the local microphone test. Released event transmissions are shared with approved participants in that private event room and stored in Radio History for up to 30 days. The local microphone test is not uploaded. Live and recorded communications depend on cellular or Wi-Fi service.

Notifications and device information

If a participant enables event notifications, Cyber Odyssey USA stores an Apple-issued device token and the participant's event-specific alert preferences. Tokens are used only to deliver the selected private event alerts and are removed when notifications are disabled, access is revoked, or the account is deleted, subject to normal backup and security-retention limits.

Photos, files, polls, and location

Member Chat may store participant-selected profile or vehicle photos, short videos, voice bursts, messages, reactions, replies, poll choices, and event files. Profile photos are resized and re-encoded before upload to remove embedded location metadata. The Member Map requests location only after an approved participant chooses Share My Location. It shares one current position with approved members of that event, replaces that point as the participant moves, and does not create a route history. Stop Sharing removes the saved point immediately. A point is hidden after five minutes without an update and expires no later than the configured event end. Location access is not used for advertising or sold.

Moderation, blocking, and reports

Cyber Odyssey USA uses automated high-confidence content checks, participant blocking, organizer moderation, and reporting tools to help protect private event rooms. Reports may include the event and message identifier so organizers can investigate. Blocking hides that participant's posts and radio history from the person who blocked them; organizer safety announcements remain visible.

Account deletion

Signed-in participants can initiate account deletion directly in App Settings. Cyber Odyssey USA targets completion within 30 days and deletes or anonymizes associated account data, except information that must be retained for event safety, legal obligations, fraud prevention, security, or dispute resolution. Participants receive an in-app confirmation when the request is accepted.