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Privacy Policy

Last updated: [DATE] · Effective date: [DATE]

This Privacy Policy explains what information Courtesy Circle, operated by [COMPANY LEGAL NAME] (“Courtesy Circle,” “we,” or “us”), collects when you use our horse show platform, how we use it, who we share it with, and the choices you have. We have tried to keep it short and honest. If anything is unclear, email us at [CONTACT EMAIL].

1. Information we collect

  • Account information. Your name, email address, phone number, and password (stored in hashed form by our authentication provider). If you are a parent or guardian, we also collect the name and, where required by a show, the birth year or age division of the rider(s) you manage.
  • Horse information. The horse’s name, breed, color, age, and registration details, plus health documents such as Coggins certificates. Please note that a Coggins certificate may contain the owner’s name, address, and veterinarian details.
  • Show activity. The shows and classes you enter, back numbers, payment status (paid online, paid in person, or unpaid), and results such as placings, times, scores, and faults.
  • Payment information. When you pay online, Stripe collects your card details directly. We receive only a confirmation, the amount, and a reference ID. We never see or store your full card number.
  • Device and usage data. Standard technical information such as IP address, browser type, device type, pages viewed, and timestamps, used to keep the service secure and working well.
  • Offline data on judge devices. Judges and officials may score classes while offline. Scores, times, and the entry list for that show are stored temporarily on their device until they sync.

2. How we use your information

We use your information to:

  • create and secure your account and let you sign in;
  • let you register horses, enter shows, and pay entry fees, and let organizers manage those entries;
  • publish schedules, live leaderboards, and results for the shows you enter;
  • send transactional emails such as entry confirmations, payment receipts, results, and messages an organizer sends to entrants of their show;
  • troubleshoot problems, prevent fraud and abuse, and understand how the product is used so we can improve it;
  • comply with legal obligations.

We do not use your information for third-party advertising.

3. What is public

Horse shows are public events. At a physical show, back numbers are worn in the ring and results are pinned to a board for everyone to see. Courtesy Circle mirrors that: when you enter a show, the rider’s name, the horse’s name, the back number, and results (placings, times, scores, and faults) may appear on public leaderboards and results pages that anyone with the link can view. Your email, phone number, payment details, and health documents are never shown publicly.

4. Who we share information with

  • Show organizers and officials. The organizer of each show you enter, and the judges and officials they invite, can see your entry details, contact information, payment status, and the health documents you attach to that entry, so they can run the show.
  • Stripe processes online payments and receives the information needed to complete a transaction.
  • Infrastructure providers. Supabase hosts our database, authentication, and file storage, and Vercel may host the application. They store data on our behalf under their own security and privacy commitments.
  • Email delivery provider. We use a third-party email service to deliver notifications; it receives your email address and the content of the message.
  • Legal and safety. We may disclose information if required by law, subpoena, or court order, or to protect the rights, safety, or property of Courtesy Circle, our users, or the public.

We do not sell your personal information, and we do not share it with data brokers or advertisers.

5. Children’s privacy

Courtesy Circle accounts are not available to children under 13, and we do not knowingly collect personal information directly from them. Riders under 18 are entered by a parent or legal guardian, who manages the account and the minor’s entries. Because results are public at horse shows, a minor rider’s name, horse name, back number, and results may appear on public results pages once a parent or guardian enters them in a show. A parent or guardian may review, correct, or request deletion of a minor’s information at any time by emailing [CONTACT EMAIL]. If we learn that we have collected information from a child under 13 without parental involvement, we will delete it promptly.

6. Health documents

Coggins certificates and other health documents are stored in private storage that is not publicly accessible. They are visible only to the horse’s owner (the account that uploaded them) and to the organizers and officials of the shows that horse is entered in, for the purpose of verifying eligibility. We do not use health documents for any other purpose.

7. Data retention

We keep your account information for as long as your account is active. Show entries and results are kept as part of the organizer’s official show record and may be retained after your account is closed, because they document a public event. Health documents are retained while the horse is on your account and for a reasonable period after a show so organizers can resolve questions, after which they are deleted or removed from active use. Payment records are kept as required by tax and accounting rules. Device and usage logs are kept for a limited period for security purposes.

8. Security

We protect your information with encryption in transit (HTTPS) and at rest, role-based access controls in our database so that users and organizers can only see the records they are entitled to, private storage for documents, and limited internal access. No system is perfectly secure, so we cannot promise that unauthorized access will never occur, but if we become aware of a breach that affects you we will notify you as required by law.

9. Your rights and choices

Regardless of where you live, you can ask us to access, correct, delete, or export the personal information we hold about you or a minor you manage. To make a request, email [CONTACT EMAIL] from the address on your account. We will respond within a reasonable time and may need to verify your identity first. Note that results already published as part of a show’s official record may remain after an account is deleted; contact the organizer about corrections to results. You can opt out of non-essential emails using the link in those messages, but we will still send important transactional messages about your entries.

10. Cookies and sessions

Courtesy Circle uses a small number of strictly necessary cookies and browser storage to keep you signed in, remember your preferences, and protect against abuse. We do not use third-party advertising or tracking cookies. If we add analytics in the future, we will update this policy.

11. International users

Courtesy Circle is operated from the United States and our data is hosted in the United States (currently the US-East region). If you use Courtesy Circle from outside the United States, your information will be transferred to and processed in the United States, where privacy laws may differ from those in your country.

12. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will change the “Last updated” date above and, for significant changes, notify you by email or in the app. Your continued use of Courtesy Circle after the effective date means you accept the updated policy.

13. Contact us

Questions, concerns, or requests about your privacy can be sent to [CONTACT EMAIL], or by mail to [COMPANY LEGAL NAME], [COMPANY ADDRESS].