RackUp Privacy Policy

Effective date: 2 October 2026 · Applies to the RackUp apps for Android and iPhone (com.rackup.app)

Στα Ελληνικά

RackUp is an app for billiards players in Greece who want to find an opponent for a real game at a real venue. You post when and where you want to play, and another player takes the table. This page explains, in plain language, what data the app handles, who can see it, and what your rights are.

Who is responsible for your data

RackUp, Ioannina, Greece, is the data controller for the personal data described on this page. You can reach us at rackupbilliard@gmail.com about anything on this page, including any request about your rights.

What we collect, and why

Your account

To sign in you use an email address and a password, or Google (Android), or Sign in with Apple (iPhone). Passwords are handled and stored by Google Firebase Authentication and we never see them. If you sign in with Apple and choose to hide your address, we store the Apple private relay address exactly as Apple gives it to us.

Your profile record holds your display name, your email address, the skill category you choose for yourself (Pro down to E), your city, your usual hall and the games you play if you gave them, a link to your profile photo if you have one, your notification preferences, whether you appear in player search, your language, which version of the app you last used and on which platform, and a pointer to your most recent venue check-in. Only you can read your own profile record. We use it to run your account, to show your name and category on the matches you post or join, and to build your player card, described below. The app version also tells us how many players have updated.

Your profile photo

You can set a profile photo on Android and, from version 2.2.0, on iPhone. You pick it with your phone's own photo picker, which gives the app only the photo you choose and no access to the rest of your library. The app scales it on your phone to at most 512 pixels on its longest side, saves it as a JPEG and uploads it to Firebase Cloud Storage as avatars/<your user id>.jpg. A link to it goes on your profile and your player card. Any signed in player can view it, because it is shown next to your matches and on your player card. Removing the photo in the app deletes the file, from either app, and so does deleting your account. If a player's photo is offensive, you can report them from their player card.

Your player card and player search

Each player with an account has a player card, which our server has kept since 1 October 2026 and which other players with an account can open from version 2.2.0 of the apps. It is a separate record, playerCards/<your user id>, which only our server writes, copying from your profile: your display name, your skill category, your city, your usual hall, the link to your profile photo, the games you play, whether you appear in player search, and a yes or no for whether your app is new enough to receive direct challenges. That yes or no is worked out from the app version on your profile; the version itself is not copied. For search, the card also holds the beginnings of each word of your name, in Greek and in Greeklish, without accents. Your card never holds your email address, your language, your notification settings, your push tokens or your app version.

The card screen also shows a player's wins and losses this month, their win rate, reliability figure and verified badge, and the viewer's own record against them. The viewer's phone works these out from match records that every signed in player could already read; none of them is stored on the card.

Player search is only for players with an account. It finds a player when what you type matches the start of any word of their name, in Greek or Greeklish, ignoring accents. You type at least 2 letters and see at most 20 players. Email addresses and cities are not searchable. Before you type, it suggests players you played with recently, taken from your own matches, and regulars at your usual hall. Players you blocked never appear.

Being findable is on by default. To stop it, turn off Show me in player search in Settings. That takes your name out of search and you out of the regulars at your hall. Your card itself stays readable: players you have played with can still open it, for example from their Played with recently list or from a match's quick messages, and you still appear on your matches, challenges and leaderboards.

What you post and write

The app is a noticeboard, so a lot of what it stores is content you create on purpose:

• Match posts and open challenges: the venue, city, game type, date and time, and any free text note you write, together with your display name, skill category, photo and reliability figure copied onto the post. Every signed in player can read these. That is the point of the app.
• Direct challenges: when you challenge one player by name, we store both players' user ids, display names, categories, photo links and verified badges, the game type, the hall (its id, name, city and time zone), the date and time you propose, any note you write (up to 500 characters), whether the challenge is waiting, accepted, declined, called off or expired, when it was sent, answered and due to expire, and, once accepted, the match it became. Only the two of you can read it, note included. If it is accepted, an ordinary match is created, which every signed in player can read, but the note is not copied onto it: it stays on the challenge, visible only to the two of you, and is deleted with the challenge, 30 days after its 24 hour answer window ends.
• Join requests: when you ask to join someone's match, your name, category and photo go to that host. Only you and the host can read the request.
• Quick messages: once a match is confirmed, its two players can send each other messages from a fixed list of eleven, such as "On my way" or "I'm at table 4". Nobody can type their own text. For each message we store the sender's and the recipient's user ids, which of the eleven it is, the table number from 1 to 40 for "I'm at table", and when it was sent. When you open the messages, we store a read mark for you, so the sender sees "Read" under the messages you have seen. Messages can be sent until two days after the match's start time, and never on a cancelled match. Only the two players can read them.
• Results and disputes: the scores either player reports, whether the other player confirmed or contested them, no show reports, and whether a no show was contested. These sit on the match record and are readable by signed in players.
• Cancellations: the reason you pick and any note you add, on the match record.
• Post match ratings: a one to five star rating and fixed tags you give an opponent after a confirmed result. A rating is stored against the player it is about and only that player, and you, can read it.
• Venue check-ins: if you check in at a venue, we store your user id and the time. There is no coordinate and no location check, and since 27 August 2026 only you can read your own check-ins. Check-in records written by older Android versions may still contain your display name.
• Looking for a game: if you say you are looking for a game, we store a post with the game, the day, the part of the day and either a hall or just your city, together with your display name, skill category and photo. Every signed in player can read it. You can have one at a time. It is deleted when you withdraw it, and otherwise automatically, normally within two hours after that part of the day has ended.
• Players you follow: if you follow a player, we store whom you follow and when. Only you can read your list, and the player you follow is not told. When they post a new open match, you get an entry in your activity feed and a push.
• Saved searches, starred venues and your weekly schedule: private to you. Note that an enabled schedule slot posts a public match on your behalf at the time you set.

Free text you type into a name, a match note, a challenge note, a cancellation note or the feedback form is checked against a profanity list on your device before it is sent.

Safety: reports and blocks

If you report a player, from a match or from their player card for example, we store your user id, their user id, the match or post in question if there is one, and what you wrote. Reports go into a collection that no app can ever read back. Only we can read them, in the Firebase console, and we do so to act on abuse. If you block a player, we store their user id in a private list of yours. Blocking is invisible to the person blocked. It hides their posts from your feed and keeps them out of your player search, and it hides their quick messages and direct challenges, which also stop notifying you.

Feedback

The feedback form in Settings sends us your user id, the category you pick, your message, the app version and build, and which platform you are on. Like reports, no app can read this back.

Notifications

We store a Firebase Cloud Messaging token for each of your devices, Android or iPhone, along with your language, the platform, the app version and build, and the time it was last updated, so we can send you push notifications about join requests, match updates, direct challenges, quick messages, reminders, saved search alerts, new games from players you follow and, for halls you starred, new games and check-ins there. You control these with the switches in Settings and with your device's notification permission. The iPhone app asks for that permission once, after you sign in and finish the welcome tour, and stores a token only if you allow it; its notifications are delivered through Apple's Push Notification service. Signing out removes the token for that device, and deleting your account removes all of them.

A direct challenge adds an entry to the invited player's activity feed and sends them a push naming the sender, the hall and the time; the answer adds an entry and a push for the sender. A quick message comes only as a push, showing the sender's name and the message in your language, and adds nothing to your activity feed. The pushes for both follow the Match updates switch.

Crash diagnostics (both apps)

Both apps include Firebase Crashlytics. When the app crashes or hits a handled error, Crashlytics sends Google a report containing the crash, your device model, your operating system version and the app version. We use it to find and fix bugs. We never attach your account to a crash report. The app never calls Crashlytics' user id function, so reports carry only Crashlytics' own installation identifier, which we cannot match to a person.

App usage analytics (both apps)

Both apps include Firebase Analytics, and it is on by default. The old version of this policy said the app had no analytics profiles. That was wrong, and correcting it was the main reason for the version dated 4 September 2026.

We log 23 events about how the app is used, the same on both apps. Most of them record only that something happened. Here they all are, with any detail an event carries:

• Signing in and the first run: sign_up and login, each with the sign-in method (password, Google or Apple); email_verified; tutorial_complete, when you finish or skip the welcome tour; home_venue_set, when you pick a home hall at its end; and notification_permission_result, with whether you allowed notifications.
• Matches: match_posted, with the game type, whether it was a "play now" post and the id of the hall; join_requested; request_accepted; score_reported; score_confirmed; score_disputed; opponent_rated; h2h_opened and h2h_rematch, when you open the head to head screen and when you tap its rematch button; and reputation_opened, when you open your own reputation screen.
• Looking for a game: looking_for_game_posted, with the game type, the part of the day, whether any hall will do and whether it replaced an earlier post of yours; and looking_for_game_converted, when a match is posted from another player's looking-for-a-game post, with the game type and whether that post would take any hall.
• Everything else: venue_checked_in, with the id of the hall; player_followed; saved_search_created; and notifications_opened and notification_row_tapped, when you open your activity feed and when you tap one of its entries.

The only ids any event carries are hall ids, on match_posted and venue_checked_in. A hall id names a billiard hall in our directory, not a person. No name, no email, no user id, no match id and no free text is ever attached to an analytics event. Firebase Analytics also collects its own standard measurements, such as app opens and sessions, and it derives approximate geography from a masked IP address.

Analytics is not linked to your account. The app never calls Analytics' user id function, so Analytics keys on its own per installation identifier. One practical consequence, stated honestly: because these records are not tied to your account, we cannot pick out an individual person's analytics records, and there is no in-app switch to turn analytics off. Uninstalling the app stops collection.

Location

Both apps can ask for your approximate location, never your precise one, for one purpose: showing the halls and games near you first. The app asks only after you tap the card at the top of the Venues tab that offers to show the venues closest to you first, and it reads your location only while you are using it. The iPhone app asks from version 2.2.0; the Android app, through its coarse location permission, has asked since its first versions.

Your position is used only on your phone, against venue coordinates the app already has. From the hall nearest to you, the app works out your city. It orders every list of halls and games with your starred halls first, then your city, then everything else, nearest first, and it opens Discover on that city. Your position is never sent to us and never stored anywhere, and neither is the city worked out from it: it only orders what you see on screen and is never written to your profile or to any post. If you say no, nothing else changes: the lists put the city on your profile first instead, and the app works normally. Checking in at a venue is on the honour system and is not verified against your location.

What we do not do

• No advertising. There is no ad SDK of any kind in either app.
• No advertising identifier. The Android app strips the AD_ID permission that Firebase Analytics would otherwise pull in. The iPhone app links the version of Firebase Analytics built without advertising ID support, shows no App Tracking Transparency prompt, and does not read the IDFA.
• No tracking across other companies' apps or websites. There is no attribution SDK, no data broker and no third-party analytics product beyond Google Firebase.
• We do not sell your data, and we do not pass it to advertisers or data brokers.
• No contacts, no health data, no payments. The app is free, has no in-app purchases and reads nothing from your address book.
• No free text chat. Players cannot type messages to each other. The two players of a confirmed match can send only the fixed quick messages described above, and the only text you can write to a single player is the optional note on a direct challenge.
• No precise location on either platform.

Who can see what

• Private to you: your email address, your profile record, your blocked list, your saved searches, your starred venues, your weekly schedule, your activity feed, the ratings you have received, your venue check-ins and the list of players you follow. A player you follow is not told.
• Private to you and one other player: a direct challenge between the two of you, and the quick messages and read marks of a confirmed match between the two of you.
• Visible to every player with an account: your player card, described above, with your display name, skill category, city, usual hall, profile photo and the games you play. Unless you turn off Show me in player search, they can also find you by name, and players with the same usual hall see you among its regulars.
• Visible to every signed in player: your display name, your skill category, your profile photo, your reliability figure and verified badge, everything on the matches and open challenges you post or join, including your notes, scores, dispute status and cancellation notes, and your looking-for-a-game post.
• Visible only to us: abuse reports and feedback messages.
• Nobody without a sign-in, with one exception. There is no public web profile, and the apps have no guest mode, so you cannot look around in either app without an account. With no sign-in at all, our database lets nothing be read except a settings record that tells each app the oldest version we still support, which holds no personal data. The exception is your profile photo: its link carries its own access key, so anyone who has the link can open the photo without signing in. That link is copied onto your posts, which every signed in player can read, and onto your player card.

For reading, our security rules check that a request is signed in, not that it comes from an account. Firebase also offers a guest sign-in, which it calls anonymous sign-in. The apps do not offer it, but a session signed in that way would be allowed to read what every signed in player can read, listed above, and nothing that is private to you or visible only to us.

One consequence worth knowing: because match records pair a user id with a display name and are readable by any signed in player, a user id that appears anywhere in the app can be resolved to a display name by another player. A player with an account can also read the player card behind it.

Where your data is stored, and who processes it

RackUp runs entirely on Google Firebase, on Google Cloud infrastructure. Google acts as our service provider and processes this data on our instructions. The services we use are:

• Firebase Authentication: your sign-in identity and password.
• Cloud Firestore: everything described above that is stored as a record.
• Cloud Storage for Firebase: profile photos, uploaded from either app.
• Cloud Functions: our server-side jobs, including notifications, saved search alerts, player cards and the account erasure job. These run in Google's europe-west1 region.
• Firebase Crashlytics: crash and diagnostic reports.
• Firebase Analytics: the app usage events described above.
• Firebase Cloud Messaging: push notifications on both apps. On iPhone, Firebase passes them to Apple's Push Notification service, which delivers them.

Our database, storage and server functions are configured to run in Google's European regions. Crashlytics and Analytics are global Google services, so the diagnostic and usage data they collect may be processed outside the European Economic Area under Google's own data processing terms. Google's documentation for all of this is at firebase.google.com/support/privacy.

Data is encrypted in transit. Access from the apps is controlled by Firebase security rules that enforce exactly the visibility described in the section above.

Our lawful basis (GDPR Article 6)

• Performance of a contract (Article 6(1)(b)): creating and running your account, publishing your match posts, handling join requests, recording results, and everything else you need for the app to do its job.
• Legitimate interests (Article 6(1)(f)): keeping RackUp safe and working. This covers abuse reports, blocking, no show and dispute records, the profanity filter, crash diagnostics, and the app usage analytics described above. Our interest is in running a service that is safe for players and does not crash; we have kept the data to the minimum that serves it, and none of the analytics or crash data is tied to your account. You can object to this processing at any time, at the address below.
• Consent (Article 6(1)(a)): push notifications on both apps, which depend on your device permission and on the switches in Settings, and the optional approximate location permission on both apps. You can withdraw either at any time in your device settings.

How long we keep it

• Your account and everything attached to it: for as long as your account exists. Delete your account and the erasure described below runs.
• Direct challenges: one that is not answered within 24 hours expires. Every direct challenge, answered or not, is deleted 30 days after its 24 hours ran out. An accepted one has already become a match, which is kept like any other, without the challenge's note.
• Quick messages: a daily job deletes each message once it is 14 days old, and each read mark at the same time as the newest message it marks.
• Abuse reports: reports about you are kept as a safety record even after you delete your account, because a moderation history that vanishes on request is not a moderation history.
• Crash and analytics records: held by Google under the Firebase project's own retention settings. They are not linked to your account, so they are not affected by account deletion and we cannot single out an individual's records.
• Erasure records: when an account is erased we keep one small record holding the user id, a status, timestamps and the names of the steps that ran. It holds no name, no email, no photo and no message text. It is our evidence that the erasure happened, and no app can read it.

Deleting your account

What deletion removes

Your sign-in account is deleted immediately. That automatically starts a server-side job which removes:

• your profile record, and with it your name, email, category, city, usual hall, games, photo link and player search setting;
• your player card;
• your profile photo file in Cloud Storage;
• your notification tokens, notification preferences, activity feed, saved searches, starred venues, weekly schedule and blocked list;
• your follows of other players, and other players' follows of you;
• the ratings other players gave you;
• every match you hosted and every open challenge you posted, along with the requests other players made to join them;
• every join request and challenge claim you made on someone else's post;
• your looking-for-a-game post, if you have one;
• every direct challenge you sent or received;
• every quick message you sent or received, in any match, and your read marks;
• the notifications in other players' activity feeds that name you, such as the one telling a host you asked to join their match;
• your venue check-ins;
• your feedback messages;
• the abuse reports you filed about other people.

The job normally finishes within moments. If a step fails, a scheduled task retries the remaining steps every six hours until they are done.

What survives deletion, and why

We would rather be exact here than reassuring, so please read this part.

• Matches you only joined stay on the host's record. The post belongs to the other player, so we do not destroy it. It keeps the display name, category and user id you had at the time. Your photo file is deleted, so the picture stops loading. If you want your name removed from those records too, email us and we will do it.
• Ratings you wrote about other players stay, because they are the other player's reputation and that player did not ask for anything. We sever the link to you: the author field is overwritten with the fixed value [erased], which is the same value for everyone, so your ratings cannot be picked out or grouped afterwards.
• Open challenges you claimed but did not host stay, with your name and id cleared, and the slot reopens.
• Abuse reports filed about you stay, as a safety record. No app can read them.
• The erasure record described under retention stays.
• Server logs may contain your user id for a bounded period.

We do not claim that deleting your account erases every trace of you everywhere. The list above is what remains.

Your rights (GDPR)

If you are in the EU or the EEA you have the following rights over your personal data, and we will honour them all:

• Access: ask us for a copy of the personal data we hold about you.
• Rectification: have inaccurate data corrected. You can edit your name, category, city, the games you play and your photo in the app yourself, and change or remove your usual hall in Settings, under Your home venue.
• Erasure: have your data deleted, as described above.
• Portability: receive your data in a structured, machine readable format, or have us send it to another controller where that is technically feasible.
• Objection: object to processing we carry out on the basis of legitimate interests, including the analytics and crash reporting described above.
• Restriction: ask us to stop processing your data while a dispute about it is resolved.
• Withdraw consent: turn off notifications or the location permission, on either app, at any time, without affecting anything we did before you did so.

To exercise any of these, email rackupbilliard@gmail.com from the address on your account. We reply within one month, as the GDPR requires. There is no charge.

If you are unhappy with how we have handled your data, you can complain to the Hellenic Data Protection Authority at dpa.gr, or to the supervisory authority in the EU country where you live.

Children

RackUp is not directed at children. The app arranges meetings between adults at billiard halls, and we do not knowingly collect data from children under 16. There is no age verification in the app. If you believe a child has created an account, email us and we will remove it.

Security

All traffic between the apps and Firebase is encrypted. What each account may read and write is enforced by Firebase security rules on the server, not by the app, so a modified app cannot reach data it is not entitled to. The Android app additionally verifies itself with Firebase App Check. We are a small team and we do not pretend to be immune to every risk, but if a breach affects your personal data we will notify the Hellenic Data Protection Authority and, where the law requires it, you.

Changes to this policy

If this policy changes, the new version is published at this address with a new effective date, and we say at the top what changed. This version, dated 2 October 2026, describes version 2.2.0 of the apps and replaces an earlier version of the same day that held only the corrections described at the top. Both supersede the version dated 1 October 2026, which superseded the version dated 29 September 2026. That one superseded the version dated 4 September 2026, which superseded the version dated 7 July 2026 in full.

RackUp · Ioannina, Greece · rackupbilliard@gmail.com
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