Privacy Policy
Last updated: September 12, 2026
OKC Reef respects your privacy. This policy explains what information we collect through okcreef.com, why we collect it, how we use it, and how long certain information is retained.
Information You Provide to Us
When you submit a Reef Assessment, Reef Rehoming request, or another form on our website, we may collect information including:
- Your name
- Email address
- Phone number
- ZIP code
- Business or organization name, when applicable
- Your preferred method of contact
- Information about your aquarium, livestock, equipment, or planned reef system
- Photos you choose to upload
- Other information you include in your message or form submission
We collect this information so we can review your request, determine whether and how OKC Reef may be able to help, and communicate with you about your inquiry.
Photos and Aquarium Information
Photos submitted through our website are used to evaluate your aquarium, livestock, or service request.
Uploaded intake photos are retained by our website for up to 30 days and are then automatically deleted from our website’s intake storage.
A temporary safety copy of form submissions may be retained by our website for up to 90 days.
Information transferred to our customer relationship management system may be retained longer as part of our business records and ongoing relationship with you.
How We Use Your Information
We may use information you provide to:
- Respond to your inquiry
- Evaluate your aquarium or proposed project
- Schedule an assessment or service
- Provide information about services you requested
- Maintain records of our communications and customer relationships
- Improve our website, services, and customer experience
- Protect our website and prevent spam, fraud, or abuse
We do not sell your personal information.
Customer Relationship Management
OKC Reef uses HighLevel as our customer relationship management and communication platform.
Information submitted through our website may be transferred to HighLevel so we can manage inquiries, maintain customer records, communicate with prospective and existing customers, and operate our business.
This may include your contact information and information you provide about your aquarium or service request.
Photos submitted through our intake forms are not routinely transferred to HighLevel and are handled separately by the OKC Reef website.
Email and Text Communication
When you submit a form, you are asking OKC Reef to contact you regarding your aquarium or inquiry.
If you select text messaging as your preferred contact method, we may use the phone number you provide to communicate with you about that request.
Selecting text as a preferred contact method does not automatically enroll you in promotional or marketing text messages.
If OKC Reef offers optional marketing communications in the future, any additional consent required for those communications will be requested separately.
Website Analytics and Tracking
We may use website analytics and tracking technologies to understand how visitors use our website, including information such as pages viewed, referral sources, device or browser information, and interactions with website forms.
Our website currently uses HighLevel tracking technology to help us understand website activity and connect inquiries with our customer relationship management system.
These technologies may use cookies or similar browser-based identifiers.
Automatically Collected Technical Information
Like most websites, our hosting, security, analytics, and related systems may automatically process technical information such as:
- IP address
- Browser and device information
- Date and time of visits
- Pages viewed
- Referring website or source
- Information used to detect spam or malicious activity
This information may be processed for website operation, security, analytics, and troubleshooting.
Service Providers
We may use third-party service providers to operate our website and business, including providers for:
- Website hosting
- Customer relationship management
- Email and communications
- Website analytics
- Security and spam prevention
These providers may process information on our behalf as necessary to provide their services.
We do not authorize service providers to use your information for purposes unrelated to providing services to us except as permitted or required by law.
Information Sharing
We do not sell or rent your personal information.
We may share information when reasonably necessary to:
- Operate our business and provide requested services
- Work with service providers acting on our behalf
- Comply with legal obligations
- Protect the rights, safety, property, or security of OKC Reef, our customers, or others
- Complete a business transaction such as a merger, acquisition, or sale of business assets
Data Retention
We retain information only as long as reasonably necessary for the purposes for which it was collected, our ongoing customer relationships, legitimate business records, security, and legal obligations.
For website intake specifically:
- Uploaded intake photos: up to 30 days in WordPress intake storage
- Website safety copies of form submissions: up to 90 days
- CRM and business records: retained as reasonably necessary for customer relationship and business purposes
Your Choices
You may contact us if you would like to:
- Ask what personal information we have about you
- Correct inaccurate information
- Request deletion of information where appropriate
- Ask questions about how your information is used
- Opt out of optional marketing communications
Some information may need to be retained when required for legitimate business, contractual, security, or legal purposes.
Children’s Privacy
OKC Reef’s services are not directed to children under 13, and we do not knowingly collect personal information from children under 13 through this website.
Changes to This Policy
We may update this Privacy Policy as our website, services, or business practices change.
The current version will be posted on this page with its most recent update date.
Contact Us
Questions about this Privacy Policy or your information can be directed to:
OKC Reef
Oklahoma City, Oklahoma
Email: hello@okcreef.com
Phone: 405-406-8981