Privacy Policy

Who we are

This privacy policy describes how Secret Reef LLC (“Woody's Seahorse Aquarium & Supply,” “we,” “us”) handles personal information collected through seahorseaquariumsupply.com, the ReefNerds mobile app, and in our retail store at 106 NE Russet St., Portland, OR 97211.

What we collect

• Account info: name, email, password (stored hashed, never in plain text).
• Order info: shipping and billing addresses, phone, items purchased, order history.
• Payment info: card details are entered directly into Stripe and never touch our servers. We store only a token and the last four digits for reorder and auction use.
• Communication: messages you send through our contact and quote forms, and your email if you opt in to marketing.
• Device & usage info:IP address, browser and OS version, approximate location derived from IP, and pages viewed — for security, analytics, and fraud prevention.
• Photos:if you use the ReefNerds app's camera or photo library features, the photo is attached to the specific item you're referencing. We never scan or sell your photos.

How we use your info

• To process orders, ship livestock and supplies, and handle returns.
• To run live auctions, including placing a hold on your saved card once you are the winning bidder.
• To send order, shipping, auction, and account emails through Klaviyo.
• To send optional marketing emails (you can unsubscribe at any time).
• To improve the site and app and prevent fraud.

Who we share with

We do not sell your personal information. We share the minimum necessary with these service providers who process data on our behalf:

• Stripe— payment processing. Card details go directly to Stripe.
• Medusa (self-hosted on Railway)— our e-commerce backend storing orders, customers, and product data.
• Klaviyo— transactional and marketing email delivery.
• Shippo— shipping rate calculation and label generation.
• Bunny.net— image and file hosting.
• Google Maps— address autocomplete and the store-locator map.
• QuickBooks— accounting sync for completed orders (order totals and items, not card details).

We may also disclose information if required by law or to protect our rights, property, or safety.

Your choices

• Access or correct your info: sign in to your account and update it directly.
• Delete your account: email info@seahorseaquariumsupply.com with the subject line “Delete my account.” We will permanently remove your personal data within 30 days, retaining only records we are legally required to keep (e.g. tax-related order history).
• Unsubscribe from marketing: click the unsubscribe link at the bottom of any marketing email.
• Remove a saved card: visit /account/payment-methods when signed in.

Children's privacy

Our site and app are not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, email us and we will delete it.

Security

We use TLS for all data in transit, store passwords using salted one-way hashing, and restrict access to customer data to authorized staff only. No system is perfectly secure, so we also recommend you use a strong, unique password for your account.

Data retention

Account and order records are retained for as long as your account is active. If you request deletion, we remove identifying data within 30 days, except where retention is required by law (for example, tax and accounting records).

Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top will reflect the latest change. Material changes will be announced by email or a prominent notice on the site.

Contact

Questions about this policy or your data? Email us at info@seahorseaquariumsupply.com or call 503-283-4788.

Secret Reef LLC
106 NE Russet St.
Portland, OR 97211