Privacy Policy

1. Introduction

Horse Notebook ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and web services.

By using Horse Notebook, you agree to the collection and use of information in accordance with this policy.

2. Data Controller

The data controller responsible for your personal information is:

For any questions about data protection or to exercise your rights under GDPR, please contact us using the information above.

3. Information We Collect and Legal Basis

3.1 Account and Contact Information

Data collected: Name, email address, phone number
Legal basis: Contract performance (necessary to provide our service)
Retention period: Duration of your account plus 30 days after deletion

3.2 Payment Information

Data collected: Payment card details, billing address
Legal basis: Contract performance (necessary to process payments)
Retention period: As required for tax and accounting purposes (typically 7 years)

3.3 Horse and Care Information

Data collected: Horse name, breed, age, medical records, training data, veterinarian and trainer contact information
Legal basis: Contract performance (core service functionality)
Retention period: Duration of your account plus 30 days after deletion

3.4 Usage and Technical Data

Data collected: IP address, browser type, device information, usage patterns
Legal basis: Legitimate interest (service improvement and security)
Retention period: 12 months

3.5 Marketing Communications

Data collected: Email address, communication preferences
Legal basis: Consent (you may withdraw consent at any time)
Retention period: Until you unsubscribe or delete your account

3.6 Location Data

Data collected: Geographic location (if you enable location services)
Legal basis: Consent (you may disable location services at any time)
Retention period: Duration of your account

4. How We Use Your Information

We process your personal data for the following purposes:

• Service delivery: To provide, maintain, and improve our horse management platform (legal basis: contract performance)
• Payment processing: To process transactions and send related information (legal basis: contract performance)
• Communication: To send technical notices, updates, and customer support (legal basis: contract performance and legitimate interest)
• Service improvement: To analyze usage patterns and enhance user experience (legal basis: legitimate interest)
• Security: To detect, prevent, and address technical issues or fraudulent activity (legal basis: legitimate interest and legal obligation)
• Marketing: To send promotional communications (legal basis: consent, which you may withdraw at any time)

5. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• With your consent: When you authorize us to share information
• Team collaboration: With veterinarians, trainers, or team members you invite
• Service providers: With third-party vendors who assist in operating our service (see section 6 below)
• Legal requirements: When required by law or to protect our rights
• Business transfers: In connection with a merger, sale, or acquisition

6. Data Processors and Subprocessors

We work with carefully selected third-party service providers (data processors) who assist us in operating our service. All processors are contractually bound to GDPR requirements and process data only on our instructions.

6.1 Categories of Processors

6.2 Processor Selection Criteria

We select processors based on:

• GDPR compliance and appropriate technical and organizational security measures
• Data Processing Agreements (DPAs) that meet EU standards
• Industry-standard security certifications (ISO 27001, SOC 2, etc.)
• Reputation and reliability in their respective fields

Upon request, we can provide you with a current list of our active data processors. Please contact us at lilou@horsenotebook.com.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• End-to-end encryption for sensitive data
• Secure cloud storage with regular backups
• Access controls and authentication
• Regular security audits and updates

However, no method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

8. Your Rights Under GDPR

Under the General Data Protection Regulation (GDPR), you have the following rights:

• Right to access: Request copies of your personal data
• Right to rectification: Request correction of inaccurate data
• Right to erasure ("right to be forgotten"): Request deletion of your personal data
• Right to restrict processing: Request limitation of processing your data
• Right to data portability: Request transfer of your data in a structured, machine-readable format
• Right to object: Object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time
• Right to lodge a complaint: You have the right to lodge a complaint with a supervisory authority

8.1 How to Exercise Your Rights

To exercise any of these rights, please contact us at lilou@horsenotebook.com. We will respond to your request within one month. In complex cases, we may extend this period by two additional months and will inform you of the reason for the delay.

8.2 Right to Lodge a Complaint

If you believe we have not adequately addressed your concerns, you have the right to lodge a complaint with the Belgian Data Protection Authority:

9. Data Retention

Specific retention periods for each category of personal data are listed in Section 3 above. When you delete your account, we will delete or anonymize your personal data according to the retention periods specified, unless we are required to retain it for legal obligations (e.g., tax and accounting records).

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with GDPR requirements.

11. Children's Privacy

Our services are not intended for children under 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date. Continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy, please contact us: