Privacy Policy

Last updated: 11/30/2025

This Privacy Policy explains how Modern Reef USA LLC (“Modern Reef USA,” “we,” “us,” or “our”) collects, uses, and protects your personal information when you visit our website, use our online store, interact with our social media, or otherwise communicate with us.

By using our website or purchasing our products, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Who We Are

Modern Reef USA LLC
4625 N.W. 103 Avenue
Sunrise, FL 33351
United States (US)
Email: admin@modernreefusa.com
Phone / WhatsApp: +49 175 9627777

We operate an online store (built on WordPress and WooCommerce) where we sell reef aquarium supplements, reef-keeping methods, and related products.

2. Information We Collect

We collect information in three main ways:

  1. Information you provide directly
  2. Information collected automatically when you use our website
  3. Information we receive from third parties

2.1 Information You Provide Directly

You may provide us with:

  • Account & contact details

    • First and last name
    • Billing and shipping address
    • Email address
    • Phone number
    • Company name (for stores/wholesale accounts, if applicable)

  • Order information

    • Products purchased
    • Order date, time, and total amount
    • Order notes (e.g., delivery instructions)

  • Communication

    • Emails you send us
    • Messages via our contact form
    • Support requests or chat messages
    • Messages and comments via social media (e.g., Facebook, Instagram)

  • Marketing & newsletter

    • Your subscription/opt-in to our newsletter (e.g., via Mailchimp forms)
    • Your marketing preferences

  • Wholesale / store accounts (if applicable)

    • Business name
    • Tax/VAT information (if provided)
    • Store address and contact details

We do not store your full payment card numbers or bank credentials on our servers. Payments are handled by third parties (see section 4).

2.2 Information Collected Automatically

When you use our website, certain information is collected automatically, such as:

  • Device & log information

    • IP address
    • Browser type and version
    • Operating system
    • Referring URL (where you came from)
    • Pages you view and time spent on them
    • Date and time of your visit

  • Usage data

    • Products you view
    • Items you add to your cart or wishlist
    • Clicks and navigation on our site
    • Conversion information (e.g., whether you completed a purchase)

  • Cookies and similar technologies

    • Small files stored on your device to remember your preferences, keep your cart working, and help us understand how the site is used (see section 6).

2.3 Information from Third Parties

We may also receive information from:

  • Payment processors (e.g., PayPal, Stripe, bank transfer services):

    • Confirmation that a payment was made or declined
    • Limited payment details (e.g., transaction ID, last 4 digits of card, card type)

  • Email marketing / CRM (e.g., Mailchimp):

    • Newsletter subscription status
    • Email open and click rates, campaign performance

  • Analytics & advertising tools (e.g., Google Analytics, Facebook Pixel):

    • Website usage statistics (page views, conversions)
    • Information that helps us run and measure advertising campaigns

  • Social media platforms (e.g., Facebook, Instagram, YouTube):

    • Public profile information if you interact with our content (likes, comments, messages)
    • Aggregated insights and statistics about our followers and audience

The exact data shared depends on your settings and the policies of those third parties.

3. How We Use Your Information

We use the information described above for the following purposes:

3.1 To Process Orders and Provide Our Services

  • Process and fulfill your orders
  • Arrange and manage shipping and delivery
  • Provide order confirmations and updates
  • Handle returns, refunds, and customer service
  • Maintain your account and order history in WooCommerce

3.2 To Operate, Maintain, and Improve Our Website

  • Operate and secure our WordPress/WooCommerce site
  • Fix technical issues and improve performance
  • Understand how visitors use our website (which pages are popular, where visitors come from, etc.) using tools like Google Analytics
  • Optimize our content, products, and user experience

3.3 For Communication

  • Respond to your emails, messages, and support requests
  • Send important service or policy updates (e.g., Terms or Privacy Policy changes)
  • Notify you about order-related issues (e.g., backorders, shipping delays)

3.4 Marketing & Promotions (Where Permitted)

  • Send newsletters and promotional emails through Mailchimp if you have subscribed or otherwise given us permission
  • Show you relevant ads and products on platforms such as Facebook and Instagram, and measure the performance of these ads using tools like Facebook Pixel and Google Analytics
  • Run promotions, surveys, or contests (if applicable)

You can opt out of marketing emails at any time by clicking the “unsubscribe” link in our emails or contacting us.

3.5 Legal, Security & Compliance

  • Detect, prevent, and address fraud, security breaches, or misuse of our services
  • Comply with legal obligations (e.g., accounting, tax, record-keeping)
  • Enforce our Terms & Conditions and protect our rights, property, and safety, or that of our customers or others.

4. Payments & Payment Data

We use third-party payment services to process payments:

  • PayPal
  • Stripe
  • Bank transfers (via your bank and our bank)

When you make a purchase:

  • You may provide payment details (e.g., card number, bank account, PayPal login) directly to these providers.
  • We do not receive or store your full payment card or bank account information on our servers.

We may receive and store:

  • Payment status (paid, pending, failed, refunded)
  • Limited card information from Stripe (e.g., card type, last 4 digits, expiration month/year)
  • Transaction IDs and timestamps
  • Payment method used (card, PayPal, bank transfer)

For information on how these providers handle your data, please see their privacy policies:

  • PayPal: refer to the PayPal Privacy Policy on their website
  • Stripe: refer to the Stripe Privacy Policy on their website
  • Your bank: refer to your bank’s own privacy policy

5. How We Share Your Information

We do not sell your personal information.

We may share your information with:

5.1 Service Providers

We use trusted third-party partners to help us operate our business, including:

  • Website hosting & maintenance
  • Payment processing (PayPal, Stripe, bank services)
  • Shipping & logistics companies (to deliver your orders)
  • Email marketing (Mailchimp)
  • Analytics and performance tools (Google Analytics)
  • Advertising & social media (Facebook, Instagram, Facebook Pixel, YouTube)
  • Security and anti-fraud services

These providers only receive the information they need to perform their services and are expected to protect it and use it solely for those purposes.

5.2 Legal & Compliance

We may disclose information if we believe it is necessary to:

  • Comply with applicable law, regulation, or legal process
  • Respond to lawful requests from public authorities
  • Enforce our Terms & Conditions or other agreements
  • Protect our rights, property, or safety, and that of our customers or others

5.3 Business Transfers

If we are involved in a merger, acquisition, asset sale, restructuring, or similar transaction, your information may be transferred as part of that transaction, subject to confidentiality and this Privacy Policy or an equivalent policy.

6. Cookies & Tracking Technologies

Our WordPress/WooCommerce website uses cookies and similar technologies to improve your experience and help us understand how our site is used.

Cookies may be set by:

  • Our website directly (“first-party cookies”)
  • Third-party services we use, such as:
    • Google Analytics
    • Mailchimp (for signup forms and email-related tracking)
    • Facebook Pixel (for ads and retargeting)
    • Social media platforms (e.g., Facebook, Instagram, YouTube embeds)

6.1 Types of Cookies We May Use

  • Strictly necessary cookies

    • Required for essential functions (e.g., shopping cart, checkout, login)
    • Without these, the site may not work properly

  • Performance & analytics cookies (e.g., Google Analytics)

    • Help us understand how visitors use our site
    • Provide statistics on visits, traffic sources, conversions, etc.

  • Functional cookies

    • Remember choices you make, such as language, login status, or shipping country

  • Marketing & advertising cookies (e.g., Facebook Pixel)

    • Help us show you more relevant ads
    • Measure the effectiveness of our advertising campaigns on platforms like Facebook and Instagram

6.2 Managing Cookies

You can manage cookies in several ways:

  • Browser settings – most browsers let you block or delete cookies.
  • Cookie banners/consent tools – if we use a cookie notice, you can adjust your preferences there.
  • Opt-out mechanisms provided by some third parties (e.g., Google Analytics opt-out browser add-on).

Please note: If you disable certain cookies, some features of the website (especially the shopping cart and checkout) may not function properly.

7. Use of Specific Third-Party Services

7.1 Google Analytics

We use Google Analytics to help us understand how visitors use our website, including:

  • Which pages are visited
  • How long visitors stay
  • What links are clicked
  • General information about visitor locations and devices

Google Analytics uses cookies and collects data that may be transmitted to and stored on Google servers. Google may use this data to provide us with reports and insights but is not authorized to identify you personally for our purposes.

You can learn more about Google’s practices and your options at Google’s Privacy Policy and the Google Analytics opt-out page.

7.2 Mailchimp

We use Mailchimp to manage our email marketing and newsletters. If you subscribe to our mailing list:

  • Your email address and any optional information you provide (e.g., name) are stored and processed by Mailchimp.
  • Mailchimp may collect statistics on email opens, clicks, and unsubscribes to help us understand and improve our communications.

You can unsubscribe from our emails at any time using the link in the email footer or by contacting us.

7.3 Facebook, Instagram & Facebook Pixel

We maintain pages and run campaigns on Facebook and Instagram.

  • When you visit our website, Facebook Pixel may collect information about your actions (e.g., page views, items added to cart, purchases) to help us:
    • Measure the performance of our Facebook/Instagram ads
    • Show you more relevant ads (retargeting or similar audiences)

This data may be associated with your Facebook or Instagram account if you are logged in and subject to Facebook’s own policies.

You can learn more or change your ad preferences in your Facebook account settings and review Meta’s (Facebook/Instagram) Privacy Policy.

7.4 YouTube

We may embed videos from YouTube on our website or link to our YouTube channel.

  • When you view an embedded YouTube video, YouTube may set cookies and collect data about your viewing behavior, subject to Google/YouTube’s privacy practices.

Please refer to YouTube’s and Google’s privacy policies for more details.

8. Data Retention

We keep your personal information for as long as reasonably necessary to:

  • Provide our products and services
  • Fulfill your orders
  • Maintain your account (if you have one)
  • Comply with legal, tax, and accounting requirements
  • Resolve disputes and enforce our agreements

Examples:

  • Order and invoice data – often retained for several years as required by tax and accounting laws.
  • Account data – kept while your account is active; if you request deletion, we will delete or anonymize data where legally possible.
  • Marketing data (Mailchimp) – kept until you unsubscribe or ask us to delete your information, subject to legal retention needs.

9. How We Protect Your Information

We use reasonable technical and organizational measures to help protect your personal data, including:

  • Secure hosting and SSL/TLS encryption for data in transit
  • Restricted access to administrative systems and data
  • Regular updates and security maintenance of our WordPress/WooCommerce site and plugins

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Your Rights & Choices

Depending on your location and applicable law, you may have the following rights regarding your personal data:

  • Access – request a copy of the personal information we hold about you
  • Correction – ask us to correct inaccurate or incomplete information
  • Deletion – request that we delete certain personal information (subject to legal obligations)
  • Restriction – ask us to limit how we use your data in certain circumstances
  • Objection – object to specific types of processing, such as direct marketing
  • Data portability – request certain information in a structured, machine-readable format (where required by law)

To exercise these rights, please contact us at admin@modernreefusa.com. We may need to verify your identity before responding.

You can also:

  • Unsubscribe from marketing emails using the link in any email we send.
  • Adjust cookie settings in your browser or in any cookie consent tool we provide.
  • Change ad preferences on platforms like Facebook and Google in your user account settings there.

If you are in a region with specific privacy regulations (e.g., EU/EEA, UK, California), additional rights may apply. Please mention your location when contacting us.

11. Children’s Privacy

Our website and products are not intended for children under 13 years of age, and we do not knowingly collect personal information from children under 13.

If you believe that a child under 13 has provided us with personal information, please contact us so that we can take appropriate steps to remove that information.

12. International Visitors

Our business and servers are located in the United States.

If you access our website from outside the U.S.:

  • Your information may be transferred to, stored in, and processed in the U.S. or other countries with different data protection laws than your country.
  • By using our website and providing your information, you consent to this transfer and processing in accordance with this Privacy Policy.

13. Third-Party Websites & Services

Our website may contain links to or integrations with other websites and services, such as:

  • Facebook, Instagram, YouTube
  • Payment providers (PayPal, Stripe, banks)
  • Other external sites

We are not responsible for the privacy practices or content of those third parties. When you leave our website or interact with them, you should review their privacy policies.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, or legal requirements.

When we do:

  • We will update the “Last updated” date at the top of this page.
  • We may also notify you by email or by a notice on our website, where appropriate.

Your continued use of our website after any changes are posted means you accept the updated Privacy Policy.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal data, please contact us:

Modern Reef USA LLC
4625 N.W. 103 Avenue
Sunrise, FL 33351
United States (US)
Email: admin@modernreefusa.com
Phone / WhatsApp: +49 175 9627777