Privacy policy
Effective September 11, 2026
KoiStage is software for running koi shows: registering entries, benching, judging, and publishing results. This page says what information it keeps, why, who can see it, and how to have it removed. It is written to be read, not skimmed past.
What we collect
- Account details. Your email address and display name. If you sign in with Google, we also receive your name and email from Google. We never see your Google password.
- Guest access. If you join a show with an invite code without creating an account, we store a session tied to that device so you can keep working. You can attach an email later to keep it.
- Show data you enter. Koi entries, declared and measured sizes, variety classes, tank numbers, owner, dealer and breeder names, entry fees and whether they were paid, and photos taken at benching or added by you.
- Judging records. Placements, awards, reclassifications, and who recorded them. Judges see entries only by entry number and tank number, never by owner, while a show is being judged.
- People's Choice votes. An anonymous device fingerprint used only to limit one vote per device per show. It is not linked to an account.
- Technical logs. Our hosting and email providers keep standard server and delivery logs (IP address, browser, timestamps) for a limited time to keep the service running and secure.
What we do with it
- Run the show you are part of: registration, benching, judging, results, certificates, and the banquet presentation.
- Send you emails you asked for: sign-in links, entry confirmations, and show updates. No marketing email.
- Publish results. When a show organizer publishes results, winners' names and koi photos appear on that show's public results page and archive, unless you turned photo consent off for an entry.
We do not sell personal information and we do not show advertising.
Who can see what
- You see your own entries, fees, and tank assignments.
- Show staff (organizer, secretary, benchers, head judge) see the entries and participants of their show.
- Judges see entry numbers, tank numbers, sizes, classes, and benching photos. They cannot see who owns a koi while judging.
- The public sees published results and any photos with consent, plus the list of upcoming shows.
Services we rely on
Your data is processed by these providers under their own privacy terms:
- Supabase (database and sign-in), hosted in the United States
- Vercel (web hosting)
- Cloudflare (domain, network, and photo storage)
- Resend (transactional email)
- Google (only if you choose to sign in with Google)
Cookies
We use one kind of cookie: the session that keeps you signed in. No tracking or advertising cookies. Your browser may also store small preferences on your device, such as a remembered tab.
How long we keep it
Show records stay as long as the show's public archive exists, because results are the historical record of the event. Account details stay while your account exists. Technical logs are kept by our providers for a limited period and then deleted.
Your choices
- Turn photo consent off for any entry to keep its photo out of the public archive.
- Ask us to delete your account. We remove your account details and unlink you from results; published placements stay, attributed to a withdrawn exhibitor.
- Ask us for a copy of the information we hold about you.
Email elitheasian@gmail.com for any of these. We answer within 30 days.
Children
KoiStage is not directed at children under 13, and we do not knowingly collect their information.
Changes
When this policy changes, the effective date at the top changes with it. Material changes are announced on the sign-in page.