Privacy Policy

Last updated: August 11, 2026

Who We Are

Rock Documented LLC (“Rock Documented,” “we,” “us,” or “our”) operates the website located at https://rockdocumented.com, its contributor and administrative tools, and the RockBot Insights application used to manage Rock Documented’s business-owned Facebook and Instagram accounts.

This Privacy Policy explains what information we collect, how we use and share it, and the choices available to you.

Information You Provide to Us

We may collect information that you voluntarily provide when you:

Leave a comment on the website.
Submit a contact form or communicate with us by email.
Apply to become or participate as a Rock Documented contributor.
Create or maintain an authorized contributor or administrative account.
Submit articles, photographs, assignments, coverage requests, publication links, or other materials.
Participate in a contest or giveaway.
Request access to, correction of, or deletion of your information.

Depending on the interaction, this information may include your name, email address, social media username, account information, message content, contributor profile details, submitted photographs, assignment information, and other information you choose to provide.

Please do not submit sensitive personal information unless it is necessary for your request.

Website Comments

If comments are enabled and you leave a comment, we collect the information shown in the comment form along with your IP address and browser user-agent string to assist with moderation, security, and spam detection.

An anonymized string created from your email address, sometimes called a hash, may be provided to the Gravatar service to determine whether you use that service. Gravatar’s privacy policy is available at https://automattic.com/privacy/. After a comment is approved, any associated Gravatar profile image may be publicly visible alongside the comment.

Comments and associated metadata may be retained indefinitely so that we can maintain the discussion record, recognize follow-up comments, and moderate future activity.

Contact Forms and Communications

When you contact us, we collect the information you provide, such as your name, email address, organization, social media account, and message. We use this information to respond to your request, manage editorial and business relationships, process coverage or promotional inquiries, and maintain appropriate business records.

We retain communications for as long as reasonably necessary to address the request, maintain business records, resolve disputes, enforce agreements, or meet legal obligations.

Contributor and Administrative Accounts

Authorized contributors and administrators may have accounts used to submit content, manage assignments, upload photographs, or access internal tools.

We store the profile and operational information necessary to provide these accounts. Account holders may generally view or update their personal information, although usernames and certain administrative records may not be directly editable.

Website administrators can access and update account information when necessary to operate and secure the service.

Media and Uploaded Content

Authorized contributors and administrators may upload photographs and other media. Uploaded images can contain embedded metadata, including camera information and location data.

Contributors should remove embedded GPS location data when it is not necessary. Visitors may be able to download publicly displayed images and extract metadata that remains embedded in those files.

Content submitted for publication may remain publicly available as part of Rock Documented’s editorial archive.

RockBot Insights and Meta Platform Data

RockBot Insights is an internal application used solely for Rock Documented’s business operations. It connects to Rock Documented’s Facebook Page and Instagram professional account through Meta’s authorized APIs.

Depending on the feature being used and the information Meta makes available, RockBot may process:

Facebook Page and Instagram professional account identifiers.
Post and media identifiers, URLs, captions, and timestamps.
Public names or usernames associated with comments.
Comment text, timestamps, mentions, and tagged-account information.
Public reaction or like information when Meta makes individual reaction data available.
Aggregate audience, follower, reach, engagement, and performance metrics.
Access tokens and technical identifiers required to authenticate Rock Documented’s business accounts.

RockBot uses this information to monitor account performance, manage Rock Documented content, review comments, administer giveaways, remove duplicate entries, verify stated eligibility requirements where possible, and randomly select a provisional winner.

RockBot is not offered as a public consumer login service. Giveaway entrants are not asked to provide their Facebook or Instagram password or authorize RockBot directly. RockBot does not use private messages for giveaway selection.

Comment and entrant information retrieved for the Giveaway Picker is processed on demand through an authenticated internal dashboard. It is not intentionally written to RockBot’s permanent entrant database. The information ordinarily remains available only for the active dashboard session. Facebook and Instagram post URLs may be saved locally in the administrator’s browser for convenience.

Rock Documented may separately retain a winner-selection record, screenshot, screen recording, or published winner announcement when reasonably necessary to document and administer a giveaway.

Aggregate social-media insights may be retained to measure performance and maintain historical business reports.

Cookies and Similar Technologies

We use cookies and similar technologies for website operation, security, preferences, analytics, embedded content, and, where enabled, advertising.

These may include:

Essential cookies required for security, account login, consent preferences, and core website operation.
Preference cookies that remember settings and choices.
Analytics cookies that help us understand traffic and website usage.
Marketing cookies used by advertising or embedded-media providers where enabled.

If you leave a comment, you may choose to save your name, email address, and website in cookies for convenience. These cookies may remain for approximately one year.

A temporary cookie may be created when you visit a login page to determine whether your browser accepts cookies. Login and administrative cookies may remember authentication status and display preferences for periods ranging from a session to approximately one year. Selecting “Remember Me” may extend a login session.

When an authorized user edits or publishes content, WordPress may create a cookie containing the relevant post identifier. This cookie does not contain personal information and normally expires after one day.

Our consent-management tool allows visitors to accept, deny, or manage nonessential cookie categories. You can also block or delete cookies through your browser settings, although doing so may affect website functionality.

Analytics, Hosting, and Service Providers

We use service providers to host, secure, maintain, analyze, and operate the website and related tools. These providers may process limited technical information on our behalf.

Services currently used or available on the website include:

Kinsta for website hosting, infrastructure, content delivery, and security.
WordPress and Automattic services, including services associated with Jetpack and Gravatar.
Google services available through Site Kit, such as Search Console, Analytics, and advertising services where enabled.
Meta services associated with Facebook, Instagram, embedded content, and RockBot’s authorized API access.
Complianz for cookie-consent controls.
Spam-detection, security, email, backup, and website-performance services.
Third-party platforms whose videos, music, posts, images, or other content are embedded in our articles.

These providers maintain their own privacy policies and may process information in accordance with their terms.

Embedded Content

Articles may include embedded videos, photographs, social-media posts, music players, articles, or other content from third-party websites.

Embedded content generally behaves as though you visited the originating website directly. Those providers may collect technical information, place cookies, monitor your interaction with the embedded content, or associate that interaction with an account you maintain with them.

Your interaction with embedded content is governed by the privacy policy of the provider supplying it.

How We Use Information

We use information to:

Operate, maintain, secure, and improve Rock Documented’s website and internal tools.
Publish and manage editorial content.
Administer contributor accounts and assignments.
Respond to inquiries and maintain professional relationships.
Moderate comments and detect spam, fraud, abuse, or security threats.
Measure website and social-media performance.
Administer contests and giveaways.
Comply with legal obligations and enforce our rights.
Protect Rock Documented, our contributors, our readers, and the public.

Where applicable, we process information based on consent, performance of an agreement, compliance with legal obligations, or our legitimate interests in operating and securing our publication and business.

How We Share Information

We may share information:

With service providers that operate services on our behalf.
With Meta when communicating with Facebook and Instagram through Meta’s APIs.
With embedded-content, analytics, advertising, or social-media providers based on your cookie choices and interactions.
When required by law, legal process, regulation, or a valid governmental request.
When necessary to protect rights, safety, property, or security.
In connection with a merger, sale, reorganization, or transfer of business assets.
When you direct us or provide consent.

We do not sell personal information for money. Certain analytics or advertising technologies may be considered “sharing” or targeted advertising under some privacy laws. Visitors can manage applicable technologies through our cookie-consent controls.

Data Retention

We retain information only for as long as reasonably necessary for the purpose for which it was collected, including:

Comments and published editorial content may be retained indefinitely as part of the publication record.
Contributor and administrative account information may be retained while the account is active and afterward when needed for editorial, operational, legal, or security purposes.
Communications are retained as needed to manage the request or business relationship.
Giveaway entrant information loaded by RockBot is ordinarily temporary, although winner and contest-administration records may be retained.
Aggregate analytics and performance records may be retained for historical reporting.
Security logs and backups are retained according to operational and provider-controlled schedules.

Deleted information may remain temporarily in restricted backups until those backups are overwritten through their normal retention cycle.

Your Privacy Rights

Depending on where you live, you may have the right to:

Request access to personal information we maintain about you.
Request correction of inaccurate information.
Request deletion of information.
Request a portable copy of information you provided.
Object to or restrict certain processing.
Withdraw consent where processing is based on consent.
Manage nonessential cookies and marketing technologies.
Appeal the denial of a privacy request where applicable.

We will not discriminate against you for exercising an applicable privacy right. We may need to verify your identity before completing a request.

Some information may be retained when required for legal, security, administrative, fraud-prevention, contest-administration, or recordkeeping purposes.

Meta and Social-Media Data Deletion Requests

To request deletion of information obtained or maintained through RockBot Insights or Rock Documented’s Meta integrations, email cody@rockdocumented.com with the subject line “Meta Data Deletion Request.”

Include:

Your name.
The Facebook or Instagram username associated with the request.
The applicable platform.
A link to the relevant post or comment, if available.
A description of the information you want deleted.

We may request additional information to verify that you control the affected account.

After verification, we will delete eligible information from active Rock Documented systems within a reasonable period unless retention is required for security, legal compliance, fraud prevention, dispute resolution, or documented contest administration.

Because Facebook and Instagram independently maintain content on their platforms, deleting information from Rock Documented’s systems does not delete the original post, comment, account, or other content maintained by Meta. Requests concerning content stored by Meta must also be submitted through the applicable Facebook or Instagram privacy controls.

Authorized business users can remove RockBot’s Meta access through their Facebook Business Integration or Meta Business Settings. Removing access prevents future API retrieval but may not automatically remove legally retained business records.

International Data Processing

Rock Documented is based in the United States. Information may be processed in the United States or other countries where our service providers operate.

Privacy protections and legal requirements may differ between jurisdictions. Where required, we rely on appropriate legal mechanisms and provider commitments for international processing.

Children’s Privacy

Rock Documented is a general-audience publication and is not directed to children under 13. We do not knowingly collect personal information from children under 13 without appropriate authorization.

If you believe a child has submitted personal information, contact us so that we can review and delete it where appropriate.

Security

We use reasonable administrative, technical, and organizational safeguards intended to protect information against unauthorized access, disclosure, alteration, or loss.

No website, network, transmission, or storage system can be guaranteed to be completely secure.

Changes to This Policy

We may update this Privacy Policy when our practices, services, technology, or legal obligations change.

The “Last updated” date at the top of the policy indicates when the latest revision became effective. Material changes may also be communicated through the website or other appropriate channels.

Contact Us

For privacy questions or requests, contact:

Rock Documented LLC
Email: cody@rockdocumented.com
Website: https://rockdocumented.com

Who we are

Our website address is: https://rockdocumented.com.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

If you request a password reset, your IP address will be included in the reset email.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where your data is sent

Visitor comments may be checked through an automated spam detection service.