Privacy Policy

Last updated: September 27, 2026

This Privacy Policy explains how Plainsmen Outdoors, LLC, d/b/a Trophy Scan (“Trophy Scan,” "we," or "us"), collects, uses, shares, and protects information about you. It covers our website, www.trophyscan.com (and its subdomains) (the “Website”), the Trophy Scan mobile app (the “App”), and the services offered under any of the foregoing, including our social features and scoring services (all together, the "Services"). By using the Services, including but not limited to by creating an account, downloading the App, or accessing the Website, you agree to this Privacy Policy and our Terms and Conditions.

Summary. This summary is provided for convenience only; the Policy below governs.

  • We collect information you provide (account and purchase information), information the App captures (scans, photographs, and, with your permission, device location at the time of a scan), and standard website data (cookies and device information).
  • Content posted to the public feed is public, and completed scans are posted to the feed by default. Automatic posting may be disabled in the App.
  • We currently do not sell your personal information for advertising purposes, disclose it to advertising networks, or track you across other companies' apps and websites. Our marketing currently consists of our own emails, and text messages only with your separate opt-in. You may unsubscribe at any time. We reserve the right to change these policies at any time and will notify you if we do so.
  • We do not collect your precise location without first requesting permission. Once permission is granted, the App records device location at the time of a scan in order to populate the harvest county on your trophy. You may edit or clear that location, and we do not publish your GPS coordinates.
  • You may delete your account in the App.
  • We may use a telephone number provided at sign-in to contact you upon your request or for matters related to your account or use of the Services.

1. Information We Collect

1.1 Information You Give Us

  • Account information: name, email, username, phone number, and profile details (avatar, bio, hunting interests, and, on the Website, your postal code and general location) when you create a Trophy Scan account or register on our Website. We sign you in with a one-time code sent to your email address or with your Google or Apple account. No password is used. If you sign in with Google or Apple, we receive your name and email from that provider. We may use a phone number provided for sign-in or account security to contact you upon your request or for matters related to your account or use of the Services (see Section 5).
  • Trophy details you enter: species, harvest date and location (such as county and state), outfitter or ranch names (with an option to publish or hide them), and gear details such as gun, bow, or broadhead brand.
  • Transfer details: if you transfer a trophy, the email address or phone number you enter for the recipient, and the transfer record (sender, recipient, trophy, and status).
  • Purchase information: shipping and billing address and payment details when you make a purchase. Payments are processed by third-party processors, including Apple and Google Play for in-app purchase and subscriptions. We do not store full card numbers. The processing and retention of your purchase information is subject to the terms, conditions, and policies of such third-party processors, which Trophy Scan is not responsible for and does not control.
  • Communications: any information provided to us via support messages, survey responses, and, if we offer SMS marketing and you opt in, your SMS preferences and communications (reply STOP at any time to opt out).

1.2 Information the Trophy Scan App Collects

  • Scans, photos, and video: camera images, 3D models, and measurement data generated when you scan a trophy, plus any photos or videos you attach or record in the App (such as harvest or tag photos). Recording a video in the App captures audio through your device's microphone as part of that video. The camera is also used to read a contest check-in QR code from the animal's tag. We also keep scan diagnostics (processing logs and annotated measurement images) that we use to improve scoring accuracy.
  • Scores: Field Scores and Certified Scores generated from your scans.
  • Precise location and timestamps: with your permission, the App records your device location (GPS coordinates, including latitude, longitude, and accuracy) and the time at which a scan is taken. We use that information to populate the harvest location on your trophy (converted to a county and state; you may clear the location before you submit a scan, and you may edit the county on the trophy afterwards, although the coordinates recorded at capture are not themselves changed), to enable you and others to filter and browse trophies by location, to verify contest entries, and to prevent fraud. Once you permit location access for scanning, the App captures location automatically on subsequent scans until you change your device settings. Precise location is sensitive data. We request your permission before collecting precise location data and we do not publish your GPS coordinates, only the county and state shown on your trophy (see Section 3). Location is not required for general use of the Services.
  • Device and sensor data used for scanning, such as camera and motion sensor readings, device model, and operating system.

1.3 Information Collected Automatically and Third-Party Providers

We automatically collect IP address, browser and device identifiers, pages viewed, clicks, and similar usage data through cookies and related technologies. The App uses PostHog product analytics, Firebase services (sign-in, crash reporting, and push notifications) and Branch, which handles the App's deep links and share links and receives device identifiers and link-click data. PostHog is hosted in the United States and records the screens you view and scan-flow milestones tied to your account ID, with no session recording and no name, email, or GPS coordinates in the analytics data. PostHog also derives an approximate location, such as country, region, and city, from the IP address that each event arrives with. We use this data to operate, secure, and improve the Services (Section 2). For further information, see Section 5 for your choices, and Section 4 for who receives information. Our Website uses cookies and similar technologies from three sources: Shopify, which runs our online store and whose cookies are needed for the cart, checkout, currency, and region settings to work and also support Shopify’s store analytics; Google Analytics, which measures how the Website is used; and Omnisend, which supports our marketing emails and sign-up forms and records store activity, such as cart contents, for those emails. The Website and App do not currently use the Meta Pixel or any other advertising pixel or advertising cookie (see Section 5). You may block or delete cookies in your browser settings, although blocking Shopify’s cookies may stop the store from working.

1.4 Information From Others

We may receive information from social media platforms when you interact with our accounts, from Google or Apple (your name and email) when you sign in with or link those accounts, from other Trophy Scan users if, e.g., they transfer a trophy to you, and from service providers, such as payment processing and fraud-prevention partners.

2. How We Use Information

We may use your information for the following purposes:

  • To operate the Services: create your account, generate scans and scores, store your trophies, run the social feed, and any other reasonably necessary or appropriate purpose.
  • To enable transfers of trophies between users, and to send transfer invitations and notices.
  • To process payments and fulfill orders.
  • To provide customer support and respond to your messages.
  • To send service and account communications necessary to provide the Services.
  • To market our products and services: marketing emails (you may opt out at any time; see Section 5) may be sent if you provide us with your email. Marketing SMS messages may be sent with your prior express written consent, and providing such consent is not a condition of using the Services. Marketing content may also consist of newsletters and offers we send directly or indirectly through Omnisend.
  • To analyze and improve the Services, monitor trends, and develop new features.
  • To keep the Services safe: enforce our Terms, detect fraud and abuse, and protect users.
  • To meet legal, accounting, and administrative obligations.

Trophy Scan is not intended for users outside of the U.S.A. and does not knowingly process or collect data from individuals residing outside of the U.S.A. If you reside outside of the U.S.A., you are not authorized to use the Services. Additionally, you must be at least 13 years of age to use Trophy Scan, and users under 18 may use it only with the consent of a parent or legal guardian. We do not knowingly collect data from children under 13 or from users who reside outside the U.S.A.

3. Public Content and Social Features

Content you post to the public feed (scans, scores, GIFs, photos, videos, captions, and comments) is public, along with your username and profile. By default, a completed scan of a trophy is posted to the public feed. You may disable automatic posting in the App (Privacy & Sharing settings, Auto-post finished scans) and delete any post. Your profile is discoverable through people search by default, and you may disable that in the App's Privacy & Sharing settings. Any person may view, share, or re-share public content, on or off the platform. Your trophy listing shows the harvest location you choose to enter, such as county and state. We do not publicly display the GPS coordinates captured when you scan. Exercise care in what you include in photographs and captions.

4. How We Share Information

We may share your information as follows:

  • Other users: your public content and profile are visible to other users (Section 3). If you transfer a trophy, the recipient sees your name and username/email address, and you see the recipient's name and username/email address once the transfer is accepted. If you invite a person who is not yet a user, we use the email address you enter only to deliver the invitation and related notices. A telephone number you enter for a person who is not yet a user delivers no invitation; we keep it only to connect that person to the transfer if they later create an account.
  • Service providers: your information may be shared with companies that host our data, process payments, send marketing and service email (Omnisend), run analytics and deep links (PostHog, Google Analytics on our store, Firebase, and Branch), fulfill orders, and provide support. You may read more about such companies’ privacy and data collection practices at their respective websites.
  • Advertising partners: We do not currently work with advertising partners, and the Website and App do not currently use the Meta Pixel or any other advertising pixel. If that changes, we will update this Policy first, and we may then share information about your activity on the App or Website with third parties for ad distribution and ad optimization. These third parties may use cookies, pixel tags (also called web beacons or clear gifs), and/or other technologies to collect information for such purposes. Pixel tags enable us and these third-party advertising companies to recognize a browser's cookie when a browser visits the site on which the pixel tag is located in order to learn which advertisement brings a user to a given site. In addition, we may receive information from advertisers and/or their service providers such as advertising identifiers, IP addresses, and post-conversion data. If you wish to opt out of third-party interest-based advertising, please visit http://www.networkadvertising.org and http://www.aboutads.info/choices for details on how to do so. Additionally, users of mobile devices can follow the below instructions:

Android Users:

Open your device Settings > Privacy > Ads (on some devices, Settings > Google > Ads) and select "Delete advertising ID."

iOS Users:

Go to Settings > Privacy & Security > Tracking and turn off "Allow Apps to Request to Track." To limit personalized ads from Apple, go to Settings > Privacy & Security > Apple Advertising and turn off "Personalized Ads."

  • Business transfers: if we are involved in a merger, acquisition, or sale of assets, your customer information is typically part of the transferred assets.
  • Legal and safety: we may disclose information to comply with law, respond to lawful requests, enforce our Terms, or protect the rights, property, or safety of any person, including reporting suspected illegal harvest activity to wildlife authorities or other suspected illegal activity.
  • Aggregated or de-identified data that cannot reasonably identify you.

We do not sell or share your personal information except as disclosed in this Privacy Policy.

5. Your Marketing and Cookie Choices

  • In-App marketing preferences: the “Marketing emails” toggle in the App's Notifications settings controls whether we send you marketing emails. It does not cover text messages.
  • Targeted advertising: Currently, we do not serve targeted advertising, and the Website and App do not use the Meta Pixel or any other third-party advertising pixel or cookie. If we begin to serve targeted advertising, use third-party advertising cookies or pixels, or sell or share your personal information for advertising, a "Do Not Sell or Share My Personal Information" link will be provided on the Website so that you may opt out. If our practices change, we will update this Policy.
  • Analytics: The Website uses Google Analytics to measure how the Website is used. You may opt out at tools.google.com/dlpage/gaoptout. The App uses PostHog for product analytics and Firebase Crashlytics for crash reporting.
  • Marketing emails generally include an unsubscribe link. In the alternative, you may email us at support@trophyscan.com to request to be manually unsubscribed from marketing emails. To stop marketing text messages, reply STOP to a text message. Push notifications are controlled in your device settings.
  • Phone numbers collected for sign-in or account security are not used for marketing calls or texts without your separate opt-in.
  • Service and account messages (receipts, security alerts, contest confirmations) are necessary to provide the Services and are sent regardless of marketing preferences (see Section 14 of the Terms and Conditions).

6. Your Privacy Rights

If you live in a state with a privacy law providing additional protection (such as California, Texas, Colorado, Connecticut, Virginia, and others), you may have the right to:

  • Know and access the personal information we have about you, and receive a portable copy.
  • Correct inaccurate information.
  • Delete your personal information.
  • Ask us to restrict or stop processing your personal information.
  • Withdraw your consent where we rely on it, without affecting processing already carried out.
  • Opt-out of targeted advertising, the "sale" or "sharing" of personal information, and certain profiling, if we engage in such activities.
  • Not be discriminated against for exercising these rights.

To exercise these rights, email us at support@trophyscan.com or use the in-app options. We will verify your request, ordinarily by confirming control of the account email address, and if your request is found valid, respond within the time the law requires. Authorized agents may submit requests on your behalf with proof of authorization. If we deny your request, you may appeal by replying to our decision, and if we deny the appeal, you may contact your state attorney general.

6.1 California Notice

California residents: Section 1 describes the categories of personal information we collect, Section 2 describes why, and Section 4 describes who we share it with. We currently do not "sell" or "share" personal information as defined by the California Consumer Privacy Act as amended by the California Privacy Rights Act (CCPA/CPRA), including for cross-context behavioral advertising. You have the rights listed above under the CCPA/CPRA, including the right to limit use of sensitive personal information. We use precise geolocation only for the purposes in Section 1.2 (your trophy's harvest location, location filters, contest verification, and fraud prevention), and only if you grant location permission. We never use it to profile you or for advertising. We do not sell or share the personal information of consumers under 16.

7. Account Deletion and Data Retention

You may delete your Trophy Scan account in the App (open your account menu and select Delete Account) or by emailing support@trophyscan.com. Your account is deactivated and signed out immediately. Your profile, scans, trophies, and media are deleted or de-identified within 30 days but content re-posted by others may remain. Posts you have made are removed from public view when you delete your account. Comments are retained to preserve the coherence of other users' threads and are shown as "Anonymous." We retain information required for legal, accounting, fraud-prevention, or dispute purposes, including contest records we are required to keep, and public content you have shared may persist where others have re-shared it.

We keep personal information only as long as reasonably necessary for the purposes described in this Policy. Scans and trophies stay in your account until you delete them or your account. We do not retain children's personal information indefinitely (see Section 8).

8. Children's Privacy

The Services are not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13. If you are under the age of 13, you may not create a Trophy Scan account. If we learn that we have collected personal information from a child under 13, we will delete it. A parent or guardian who believes a child under 13 has provided us with personal information may contact us at support@trophyscan.com to have it deleted. Users aged 13 to 17 may use the Services only with the consent of a parent or legal guardian, and a parent or guardian may contact us at support@trophyscan.com to review or delete their teen’s personal information or close the account.

9. Security

We use reasonable administrative, technical, and physical safeguards to protect your information. No system is perfectly secure, and we cannot guarantee the security of your information. We sign you in with a one-time email code or your Google or Apple account, and you are responsible for maintaining the security of those accounts. If a security incident affects your personal information, we will notify you and the relevant regulators as required by law.

10. International Users and Data Transfers

We are based in the U.S.A., and the Services are currently directed to U.S.A. users. If you access the Services from outside the U.S.A., your information will be transferred to and processed in the U.S.A., which may not provide the same level of data protection as your home country. We do not knowingly collect or process personally identifying information from residents outside of the U.S.A.

11. Changes to This Policy

We may update this Policy. We will post any update here and change the "Last Updated" date. For material changes, we will also notify you in the App and/or by email at least 14 days before they take effect. Continued use of the Services after the effective date constitutes acceptance of the updated Policy.

12. Contact Us

Questions, concerns, and privacy requests may be directed to support@trophyscan.com or Plainsmen Outdoors, LLC dba Trophy Scan, 15395 TX-29, Buchanan Dam, TX 78609.