Privacy Policy

1. Who we are

TotalEquine (“the Service”) is operated by TotalEquine LLC(“we,” “us”). We are the controller of the personal data described here. Contact: tomjones@totalequine.app.

2. The short version

• Your records are private by default and stay that way. There are no public profiles, no social feeds, and no public sharing surfaces.
• Access is enforced at the database level (row-level security), not just hidden in the interface.
• We do not sell your data, use it for advertising, or use it to train AI models.
• Riders under 18 exist only as records inside a parent’s or guardian’s account — children have no logins and no direct relationship with us.

3. Data we collect

Account data: email address, password (hashed by our authentication provider — we never see it), optional two-factor authentication factors for staff roles, and hashed recovery codes.

Rider and household records you enter: rider names, dates of birth (required for riders under 18), rider type (adult / child), horse details, family/household links.

Competition and training records you enter or capture: photographs of your own scored test sheets, extracted per-movement scores and judge comments, placements, training journal entries and videos, goals, expense records, documents you store (e.g., Coggins certificates), and volunteer hours.

Photos: optional household photos (e.g., rider/horse portraits). Photos are processed on your device before upload: metadata (including location EXIF) is stripped and only resized variants are uploaded. Originals never leave your device.

Barn and scheduling data: barn enrollment, lesson requests, offers and bookings, calendars and events, RSVP responses, duty assignments (staff), and survey responses.

Operational data: per-extraction AI cost records (which sheet extraction ran, its token cost), audit records of administrative actions, and standard technical logs kept by our infrastructure providers (e.g., IP addresses in server logs).

We do not collect analytics or advertising trackers, and we do not run third-party ad or analytics scripts.

4. How we use data

• To operate the Service: store and display your records, run score-trend analytics on your own data, manage barn scheduling.
• To extract data from sheet photos you submit (see §6, AI processing).
• To secure the Service: authentication, two-factor enforcement for staff, audit trails of administrative actions.
• To communicate with you about your account (password resets, security notices, beta communications).
• We do not use your data for marketing, advertising, profiling, or sale. We will not send marketing email during beta.

5. Who can see what

Visibility is scoped and enforced by database row-level security:

• Your family:members of your linked household see the household’s records.
• Your barn’s staff(only if you enroll a rider at a barn): trainers and barn administrators can see that rider’s scheduling data (requests, bookings, events), enrollment details, survey responses, and records you explicitly share through barn features. Barn staff do not see your household’s private records (journals, expenses, documents, photos) unless a feature explicitly shares a specific item and says so.
• Survey responses linked to a minor riderare visible only to that rider’s own family and their barn’s staff.
• Platform administration: during beta, the operator (Tom Jones) holds a disclosed super-administrator capability for support and safety. Administrative actions are logged to an audit trail. This access is used only for support, debugging, and safety — never for curiosity or any commercial purpose.

6. AI processing (test-sheet and document extraction)

When you photograph a test sheet (or use document auto-read), the image is sent to Anthropic, our AI processing provider, to extract the scores or fields, and the structured result is returned to your account. Under Anthropic’s Commercial Terms of Service (Section B, effective June 17, 2025), API inputs and outputs are not used to train Anthropic’s models. We log the processing cost of each extraction (not the image) for cost management. Extraction accuracy is not guaranteed — you review and confirm every extraction, and your photographed sheet remains the authoritative record.

7. Service providers (subprocessors)

We use these providers to run the Service. Each processes data only to provide its service to us:

We do not share data with any other third party except as required by law.

8. Children’s privacy

The Service is for adults (18+). Children under 18 cannot create accounts. A parent or legal guardian may enter records abouttheir own minor rider inside the parent’s account; the child has no login, no email relationship with us, and no public presence. We treat all minor-rider records with the same private-always posture as everything else, with the additional rules in §5. If we learn that a child has created an account directly, we will delete it. Parents may review, correct, or request deletion of their child’s records at any time (§9).

9. Retention, deletion, and export

• Your records are retained while your account is active.
• Deletion requests: email tomjones@totalequine.app from your account email. We will delete your account and its records within 30 days, except records we are required to retain (e.g., minimal audit/security logs) — we will tell you what was retained and why. (An in-app self-service deletion and export tool is planned; until it ships, this manual channel is the mechanism.)
• Export: on request through the same channel, we will provide your records in a machine-readable format.
• If a rider leaves a barn, barn staff lose visibility into that rider’s future data through the enrollment; barn operational records they already legitimately hold (e.g., past bookings) remain in the barn’s history.

10. Security

Row-level security on every table; private storage buckets with short-lived signed URLs (no permanent public file URLs); two-factor authentication required for barn staff roles; passwords and recovery codes stored only as hashes; administrative actions audited. No system is perfectly secure — if a breach affecting your data occurs, we will notify affected account holders promptly and comply with applicable breach-notification laws.

11. Your rights

Depending on your state, you may have rights to access, correct, delete, or obtain a copy of your personal data. We honor the mechanisms in §9 for everyone regardless of state. We do not sell or share personal data as those terms are defined in state privacy laws, so there is nothing to opt out of. To exercise any right, email tomjones@totalequine.app.

12. Changes

We may update this policy. For material changes we will notify account holders (in-app or by email) before the change takes effect, and we will not retroactively weaken protections on already-collected data without consent.

13. Contact

TotalEquine LLC — tomjones@totalequine.app