CYA Card Grading – Privacy Policy Draft

Draft privacy policy for cyacardgrading.com and the CYA Card Grading app, for lawyer review. It covers what the site and app collect today plus planned features (card photos and CYA Pro), so it won't need rewriting at launch.

Privacy Policy

Cover Your Assets Holding LLC, doing business as CYA Card Grading ("CYA," "we," "us"), runs cyacardgrading.com, the CYA Card Grading app and our card grading services. This policy explains what information we collect, how we use it, and the choices you have. Questions? Email support@cyacardgrading.com.

Information we collect

Information you give us

Account information: your email address and password when you create an account. Your password is handled by our website platform, Wix; we never see it.
Order information: when you submit cards for grading, your name, shipping address, email address, phone number, the cards you submit, their declared values and your service level. Payment card details are processed by our checkout provider; we don't store them.
Your collection: cards you add to your collection in the app, such as player, year, set, condition, grade, purchase price, purchase date and notes.
Card photos: photos of your cards you take or upload in the app, used to identify and evaluate them. Photos from an app scan are used for that scan only; we store them only if you save the card to your collection. Cards you send us for grading are photographed (front, back and corners), and those photos are stored with the card's grading record.
Messages: anything you send us, such as support emails.

Information created when you use our services

Grading records: each card's CYA number, tracking code, status, grade, scores and DigiGrade Report.
Scan records: the date and result of each scan, linked to your account, so we can apply monthly scan limits and fix problems.
Value lookups and Should I Grade? checks: the card details you look up, the values returned, and which cards you've checked, so we can keep values current and let you re-view a check free for 30 days.
Purchases and subscription status: whether you have CYA Pro and which in-app purchases you've made. Apple or Google handles the payment and tells us only what you bought and whether your subscription is active, never your payment details.
Technical information: basic device and usage information, such as app version, device type, browser type, IP address and pages visited, collected by our website platform and the app stores to keep the service running and secure.

How we use your information

To grade your cards, track them and return them to you
To send you order emails, such as your card registration with your CYA number and tracking code, and updates when your card's status changes
To show your cards, grades and collection in the app and on the website
To estimate card values (CYA Pro) and give grading recommendations (Should I Grade?, a paid per-card check)
To provide customer support
To keep our services secure, prevent fraud and fix problems
To meet legal and accounting obligations

We don't sell your personal information, and we don't use it for third-party advertising.

Cookies

Our website uses cookies and similar technologies, provided by Wix, to keep you signed in, run checkout, remember your settings and understand how the site is used. You can control cookies in your browser settings, but parts of the site, like signing in and checkout, may not work without them. The app doesn't use advertising trackers.

Who we share it with

We share information only with service providers that help us run CYA, and only what they need:

Wix hosts our website, member accounts, database, card photos, checkout and order emails.
Our checkout payment processor (Wix Payments) handles card payments for grading orders.
Apple and Google process CYA Pro subscriptions and in-app purchases through their app stores.
Google Workspace handles our support email at support@cyacardgrading.com.
Shipping carriers receive your name and address to deliver your cards back to you.
AI service providers: receive card photos to identify cards and estimate condition in the app (Anthropic's Claude) and to assist our graders in evaluating cards you send us for grading. They receive the card photos and card details only, never your name, email or address, and we use settings or business terms under which they don't train their models on your photos. A human grader reviews and approves every grade.
Card price data provider (SportsCardsPro): receives card details, like player, year and set, to look up values. It never receives your personal information.

We may also share information if required by law, to protect our rights or the safety of others, or as part of a sale or merger of our business.

Public grade reports

Every card we grade gets a DigiGrade Report that anyone can view by entering its CYA number, so buyers can verify a grade. Reports show card and grade details and our photos of the graded card: never your name, email, order details or tracking code.

How long we keep information

Grading records and DigiGrade Reports: kept as long as the graded card may be resold, so its grade can always be verified.
Account, collection and saved card photos: kept while your account is open. When you delete your account, we delete them within 30 days.
Order and payment records: kept for 7 years for tax, accounting and legal purposes.
Scan records and value lookups: kept for 24 months, then deleted or made anonymous.
Support emails: kept for 3 years after the conversation ends.

We may keep information longer if the law requires it or to resolve a dispute.

Your choices

View and update: see and edit your collection in the app at any time, and delete individual cards and their photos.
Delete your account: see Deleting your account below. We'll permanently delete your account, collection and saved card photos, and remove your email from your scan history. Grading order records and public reports for cards you've submitted are kept as business records and so grades stay verifiable; you can still track an order with its CYA number and tracking code. Deleting your account doesn't cancel a CYA Pro subscription; cancel it in your App Store or Google Play settings.
Camera and photos: the app asks before using your camera or photo library, and you can change this in your device settings at any time.
Emails: order and service emails are part of the service. If we send marketing emails, each will include a way to unsubscribe.

Deleting your account

You can delete your CYA Card Grading account, from Cover Your Assets Holding LLC, at any time:

In the app: open the CYA Card Grading app, go to Profile, tap Delete my account, and type DELETE to confirm.
By email: email support@cyacardgrading.com from the address on your account and ask us to delete it. We'll confirm within 30 days.

What we delete: your login, your collection, your saved card photos, and your email address from your scan history, within 30 days.

What we keep: grading order records and payment records (kept 7 years for tax and legal reasons), and public DigiGrade Reports for cards you've had graded, so their grades stay verifiable. These don't show your name or contact details.

Deleting your account doesn't cancel a CYA Pro subscription; cancel it in your App Store or Google Play settings first.

Your privacy rights

Depending on where you live, including California, Texas and other U.S. states with privacy laws, you may have the right to:

know what personal information we have about you and get a copy of it;
correct information that's wrong;
delete your information;
opt out of the sale of your information, targeted advertising and certain profiling. We don't sell your information, share it for targeted advertising, or use it for profiling that has legal or similar effects; and
not be treated differently for using these rights.

To make a request, email support@cyacardgrading.com from the address on your account. We'll verify your identity and respond within 45 days. You can use an authorized agent if they have your written permission. If we deny your request, you can appeal by replying to our response with "Appeal" in the subject line, and we'll answer within 60 days. If you're not satisfied, you can contact your state attorney general.

We don't knowingly collect sensitive personal information, such as government ID numbers or precise location. Please don't include it in card photos or notes.

Where we process information

CYA is based in the United States, and our service providers store and process information in the United States. If you use the Services from outside the U.S., your information will be transferred to and handled in the U.S.

Security

We protect your information with access controls, encrypted connections and private tracking codes. No system is perfectly secure, so please keep your password and tracking codes private.

Children

Our services aren't directed to children under 13, and we don't knowingly collect their information. If you believe a child has given us information, contact us and we'll delete it.

Changes to this policy

If we make important changes, we'll update the effective date and let you know through the app or by email.

Contact us

Cover Your Assets Holding LLC, dba CYA Card Grading · support@cyacardgrading.com