What we hold, and what we will not do with it.

Your account

Your email address, the name you choose to show, a phone number if you give one for your door cards, and your password, stored only as a scrypt hash with a separate secret mixed in. We never hold your password and we cannot read it. We also keep your choice of units, time zone and language, and a note of when you accepted the terms and this notice, with a scrambled form of the internet address you did it from.

The records you make

Horses and their identity details, health entries, medicines, worming, jabs, farrier visits, weights and condition scores, papers, costs, rides, feed charts, turnout, care notes, the people you ring, such as your vet and farrier, your yard with its fields and stables, and your kit, the horsebox and trailer among it. Anything you type into a note.

Identifiers belonging to a horse

Microchip numbers, passport numbers and freeze marks, where you enter them. These are held as restricted: shown only to you, on your own pages and your own prints, and never printed on a door card. They identify an animal and, through it, often you.

Where a horse is kept

Your yard's name, town, county, postcode, phone number and position, and the plan of its fields and stables you draw. This is location data about a valuable animal, so it is treated as sensitive even though the law does not class it that way.

Routes of tracked rides

When the app tracks a ride, the route is kept on your record, private to you. It is deleted with the ride or the horse, or when you take it off the ride, and copies inside backups are gone within 30 days of that.

The map a route is drawn on is made of pictures from the OpenStreetMap Foundation. Our server fetches them, so the Foundation sees our server and the area the map shows, never you.

Photographs

A photograph of each horse, sent from the app. Location and camera data embedded in the file is stripped before the image is stored, and so is the date it was taken. Only which way up it goes is kept. A photograph of a horse standing in a field would otherwise carry the position of that field.

The free tools

What you type into a free tool is sent to our server to work out the answer. It is kept only if you choose Keep this on his record: then it goes on your record, as a weight, a line on a feed chart or a farrier cycle, with the question it came from. Otherwise it is in the page's address, which the server logs like any other request, and nowhere else.

Technical records

Requests to our server, from the website or the app, are written to its log: the time, the address asked for, the internet address the request came from, and the name of the browser or app that asked. No email address is written to it. The one-time codes in email links are hidden in it. The log is used to find faults and to keep the service safe, and it is not given to anybody. Nothing in it is kept for more than 14 days.

Each try at signing in is noted against the email address used and a scrambled form of the internet address it came from, so somebody guessing passwords can be stopped. Those notes are deleted within three days.

Each signed in session keeps the name of the browser or phone it is on and a scrambled form of its internet address, so the Settings page can show where you are signed in. It is deleted within 30 days of the session ending.

A note of who added or changed each entry, when, and a scrambled form of the internet address it came from, is kept with the record.

None of it is used to build a profile of you. We do not collect the contacts on your phone, advertising identifiers, browsing history, or anything for tracking you across other sites or apps.

• Running your account and keeping your records, to perform our contract with you.
• Syncing between the website and the app, so the app works with no signal, to perform our contract with you.
• Tracking a ride and keeping its route, when you start one, to perform our contract with you.
• Reminders you turn on in the app, to perform our contract with you. Your phone works them out from the record and shows them itself.
• Account emails, such as confirming your address, a password reset, or telling you your password changed, to perform our contract with you.
• A weather forecast for your yard, once you give the yard a postcode or a position, to perform our contract with you.
• Keeping the service secure and preventing abuse, our legitimate interests.
• Answering your support requests, our legitimate interests.

There is no line on that list for advertising, for profiling, or for analytics, because we do none of them.

Two cookies. sid keeps you signed in, and ev_csrf protects the forms while you are not signed in. Both are strictly necessary for the service to work, so they need no consent, and that is why you are not asked to dismiss a banner before reading anything.

There is no analytics, no advertising and no third-party script on any page. The cookies page sets out the detail.

Hostinger runs our server, in Manchester, England, and nobody else holds your records. It holds the database, the photographs, the backups and the server's log, and it sends our account emails, from smtp.hostinger.com. It works for us under contract.

Our server also asks four free public services for something. They are not under contract with us, and because our server does the asking, none of them sees your internet address. They are never sent your name or your email address. Each is sent only what is said here:

• Open-Meteo, for the weather at your yard. It is sent the yard's position, rounded to about a kilometre.
• postcodes.io, to find where a postcode is. When you save a new postcode for your yard without a position, the postcode is sent, once.
• The OpenStreetMap Foundation, for the map under a tracked ride's route. It is asked for the map pictures, so it sees the area the map shows, which can be close enough to tell where a ride started, and our server's address.
• Pwned Passwords, to check a new password has not been in a known data breach. It is sent the first five characters of a scrambled form of the password, never the password itself.

We do not sell your data, we do not rent it, and we do not share it for anybody else's marketing.

Only you. Every page, every print and every sync answers to a horse's owner and nobody else, so nobody else can open your horses' records: not a sharer, not your yard, and not your vet or farrier. A livery client at a yard is never shown anything about another client's horse.

If you tell somebody from the app that you are out riding, the message goes from your own phone, through the app you choose to send it with, and not through us.

There is no screen that lets us open your account as you. The people who run Equivena can reach the database on the server, as anyone running a service can.

We look at a record only to put right a fault you have told us about, or to keep the service safe, and never to browse.

Your records are held on a server in the UK, run by Hostinger in Manchester, England. Everything between you and our server is encrypted on the way. Passwords are hashed with scrypt and a separate secret, and a horse's photograph has its location data stripped when it arrives.

We keep your records while your account is open. When you delete your account it goes at once: your sign in, your horses and every entry on them, whoever made it, with the photographs and the routes of rides. Nobody else can see your horses. If other people are members of your yard, we tell each of them their access has ended. Copies in our nightly backups are gone within 30 days, as the old backups are deleted.

One note of the deletion is kept: when it was, how many records went, and a scrambled form of each sign in that was open, under the account's own number. There is no name, email address or internet address on it. It lets us tell a phone that is still signed in that the account has gone, and delete it again if we ever have to put a backup back.

Before it goes, you are offered a download of the whole record to keep. Delete your account says how, and what goes.

Under the UK GDPR you can ask to see your data, correct it, erase it, take it elsewhere, restrict what we do with it, or object. You can withdraw consent for anything you gave it for.

You can see and correct your records yourself, on the website or in the app. To erase everything, delete your account. For a copy of everything, choose Download my record in Settings. For anything else, write to hello@equivena.com.

If we get it wrong you can complain to the Information Commissioner's Office at ico.org.uk. We would rather you told us first, but it is your right either way.

Accounts are for people aged 13 and over. That is the age UK data protection law sets for a young person to agree to an online service on their own (the Data Protection Act 2018, section 9).

If you are younger and you look after a horse, an adult needs to hold the account.

The maps are © OpenStreetMap contributors. The map data is available under the Open Database Licence.

Read the licence on openstreetmap.org

We may update this notice. The date at the top will change, and anything material will be told to you in the product. We will not quietly widen what we collect and hope you do not notice.