Privacy policy

1. Who we are

Bravados Equestrian Club is the controller of the personal data used to run its riding club: it decides why that data is needed and how it is used. DoozyX runs the Saddlebook platform as the club's processor, following the club's instructions. The club and DoozyX must agree their data processing agreement before launch.

Sign-in is provided by the shared DoozyX account service at auth.doozyx.com. Your account can be used with other clubs and apps. Leaving this club does not by itself delete that shared account. The account service has its own privacy information for account and sign-in processing.

2. What we collect

The club receives information from you, your guardians and its staff. This includes names, email and phone numbers, emergency contacts, riders' dates of birth and riding levels, guardian links, bookings and requests, lesson attendance, packages and payment records. It also keeps chat messages and photos you send, reports about messages, notification preferences and device registrations, and waiver and photo-consent answers with their text version, date and the person who answered.

Medical notes you choose to provide are health data. Do not send them through chat or support email. Account identifiers, sessions and security and audit records support access control and operation of the app. If you connect an AI assistant (section 5), the platform also keeps a record of that connection and records the changes made through it as made by the assistant. Provide accurate details and tell the club when they change.

3. Children’s data

The app supports minors and guardians. A guardian manages their child's rider record and bookings. A new guardian link must be approved by the club before that guardian can see the child's information. A guardian can invite a child to use their own login at any age; this does not remove the guardians' access to their bookings and chats.

The club must review the lawful handling of children's information and any required guardian permission before launch. An app login eligibility rule is not a legal consent age.

4. Why we use it

The club uses data to organise lessons, answer requests, manage riding levels and packages, record attendance and payments, communicate with riders and guardians, send reminders, and keep the information staff need for safe lessons. DoozyX processes the data to deliver, secure and support these functions for the club.

Each purpose needs an applicable lawful basis. Health data needs an additional condition under the applicable data-protection rules; simply giving the club a medical note does not establish that condition. Before launch, the club must confirm these bases and conditions in its legal review. This draft does not select them on the club's behalf.

You can change photo consent and ask the club to stop a consent-based use. Where processing relies on consent, withdrawing it does not affect processing that was lawful before withdrawal. Only information needed for each purpose should be collected.

5. Who can see it

Club data is separated from other clubs. Riders and guardians see the records and conversations they are entitled to access. Trainers and administrators see the club information their roles require. Medical notes are staff-only health data: they are never included in exports, reports, notifications or answers to a connected AI assistant.

DoozyX and service providers that deliver hosting, storage, email and notifications process information needed to operate the platform under the relevant agreements and access controls. Ask support for the approved subprocessor list, processing locations and any required transfer safeguards; these must be confirmed in the club's launch review.

Anthropic is the translation subprocessor for staff-written club texts: announcements, club information, horse texts and lesson-type names. Those texts, language instructions, the club glossary and horse names are sent directly to Anthropic’s Claude Haiku 4.5. Chat and medical notes are never sent. Staff can edit machine translations; waiver and photo consent translations require admin approval before riders see them. This configuration does not establish contractual zero retention. The processor, processing locations, transfer safeguards and relevant data processing agreement must be confirmed in the club’s launch review before staff invitations.

Adult members and staff may choose to connect an AI assistant, such as ChatGPT or Claude, to their own Saddlebook account. This is optional and is not part of how the club runs its service. The assistant signs in as you and can see and change only what you can in the app. What it reads from Saddlebook is sent to the assistant provider you chose and is handled under that provider's own terms and privacy information, not under DoozyX's or the club's. The assistant provider is not a DoozyX subprocessor, and DoozyX cannot see or control what the provider keeps.

The club decides, as controller, whether its trainers and administrators may use an assistant with club data. Before inviting anyone to connect one, the club must confirm in its launch review the lawful basis, the assistant providers' terms and any international transfer safeguards. Until then, staff should not connect an assistant to a club account.

Product analytics

When configured, Saddlebook records allowlisted page views and successful booking creation, booking cancellation and club or horse photo uploads to help improve the service. Events use a pseudonymous identifier derived from your shared DoozyX Auth account. The identifier is not your account ID, but it links your product usage across DoozyX apps and is still personal data. Events contain only the event, a route pattern where applicable, the app, platform, feature and release version. They contain no names, emails, raw account or rider IDs, club identifiers, horse names, messages, notes, health data, payment amounts or photo contents. Tokens and query strings are removed from routes.

The same limited events apply when children use their own accounts and when guardians act for riders. A child's event uses the child's shared account preference; a guardian's event uses the guardian's preference. Analytics never includes the child–guardian relationship or identifies the rider being managed. Guardians can help a child manage their own account preference.

You can turn off product analytics on the DoozyX account page. The cookie banner also links to that account setting. Optional browser analytics stays off until you accept; rejecting turns it off in this browser. Either choice is remembered. You can reopen the banner from Cookie settings in your profile or staff account menu. The shared account choice applies across DoozyX apps and can take up to 60 seconds to reach Saddlebook. Collection stops when the preference is disabled or cannot be checked. Analytics is off when its configuration is absent; signed-out activity and the separate Saddlebook product website are excluded. Analytics retention, the lawful basis and any safeguards for children must be confirmed in the club's legal review before launch.

6. How long we keep it

Personal data is kept only while needed for its stated purpose and any applicable legal obligations. Club membership records support active lessons and communication; the club must confirm purpose-specific retention periods before launch. Do not read this draft as a promise of an unspecified permanent archive.

Removing a name alone does not automatically make a record anonymous under data-protection law. Any remaining information that can identify someone still needs protection and a justified retention period. The club and DoozyX must review the retained records and backup handling before launch.

7. Your rights

Under applicable law you can ask to access and correct your information, request deletion or restriction, object to certain processing and request a portable copy where the relevant conditions apply. These rights have conditions and exceptions; they do not all apply to every processing purpose. You may withdraw consent for a use that relies on it.

Where GDPR applies, the controller normally responds to a rights request within one month. It may extend that period for a complex request, telling you within the first month. It may need proportionate information to verify your identity or your authority as a guardian. You can complain to the competent data-protection authority, including the Personal Data Protection Agency of North Macedonia or, where applicable, the authority where you live or work in the EEA.

8. Deleting your account

You have two choices: leave the club, keeping your shared account for other clubs and apps, or delete your account completely, removing your club data and your account sign-in. Use the app's deletion settings or the account-deletion page. A public request requires the confirmation link emailed to you; nothing is deleted just by submitting the request.

Leaving is refused if you are the only active club administrator or a trainer with future lessons: arrange another administrator or reassignment with the club first. Complete account deletion through the shared account service is not refused for those club blockers. Talk to the club about unused lessons and payments before leaving; the app does not automatically refund them.

9. Contact

Contact Bravados Equestrian Club about its use of rider data. The support page also lists the club's available contact details.

For help with Saddlebook or a privacy request that needs routing to the club, email [email protected]. Tell us the club and the request, without passwords or medical notes. Material changes to this policy must be communicated as required by applicable law; the version and update date above identify this draft.