Privacy Policy

1. Data controller

Domani Equestrian BV, Soetebeek 64, 3670 Oudsbergen, Belgium (VAT BE0660.651.954) is the data controller for personal data collected via the Equi Assist platform.

For questions about this privacy policy, you can contact us at info@equi-assist.com.

2. What data we collect

We process the following categories of personal data:

• Account data: name, email address, password (hashed), phone number, language preference
• Company data: company name, VAT number, billing address
• Usage data: entered horses, client data, search profiles, messages
• Technical data: IP address, browser type, device information (via log files)
• Payment data: processed via Mollie - we do not store credit card or bank account numbers

3. Purposes and legal basis

We process your personal data for the following purposes:

• Performance of the contract (Art. 6.1.b GDPR): delivery of the Service, account management, invoicing
• Legitimate interest (Art. 6.1.f GDPR): improvement of the Service, fraud prevention, technical security
• Legal obligation (Art. 6.1.c GDPR): tax and accounting obligations, GDPR requests
• Consent (Art. 6.1.a GDPR): marketing communications (only with your explicit consent)

4. Sharing with third parties

We share personal data only with the following categories of recipients, to the extent necessary for the Service:

• Mollie (payment processing) - Netherlands
• Anthropic/Claude AI (message processing) - United States, with appropriate safeguards pursuant to Chapter V GDPR
• Cloudflare (hosting, email routing) - worldwide, under their DPA with standard contractual clauses
• Meta Platforms / WhatsApp Business API (message delivery and notifications) - data processed in accordance with Meta's Platform Terms and Data Processing Terms
• Resend (United States) - transactional email delivery and bounce/complaint webhook. DPF-certified for EU-US data transfer.

4b. WhatsApp data processing

When you use the WhatsApp integration features of the Service, the following data is processed via the WhatsApp Business API:

• Phone numbers of senders and recipients
• Message content (text, images) related to horse listings and enquiries
• Message delivery status and timestamps

This data is used exclusively for the purpose of processing horse-related communications and providing the Service. We do not use WhatsApp data for advertising, profiling, or any purpose unrelated to the core functionality of the Service. WhatsApp message data is retained for the same period as other usage data (see Retention periods below) and is deleted upon account termination.

5. Retention periods

Account data is retained as long as your account is active and up to 30 days after termination. Invoice data is retained for 7 years in accordance with Belgian accounting legislation. Technical log files are retained for a maximum of 90 days.

6. Your rights

Under the GDPR, you have the following rights:

• Right of access: request what personal data we process about you
• Right to rectification: have incorrect data corrected
• Right to erasure: request deletion of your data
• Right to restriction: temporarily restrict processing
• Right to data portability: receive your data in a structured format

7. Security

We take appropriate technical and organisational measures to protect your personal data, including encryption of data in transit (TLS) and at rest, hashed passwords, access controls and regular security audits.

8. Complaints

If you have a complaint about our processing of your personal data, you can contact us at info@equi-assist.com. You also have the right to file a complaint with the Belgian Data Protection Authority (GBA): www.gegevensbeschermingsautoriteit.be.

9. Camera access (mobile app)

The Equi Assist mobile app may request access to your device's camera so you can snap photos of horses and attach them directly to your stable. Camera access is used only when you explicitly start it (via the camera button in the app).

• Photos are stored on our servers and at Cloudflare R2, attached to the horse you select
• Only you and team members with access to that horse can see the photo
• You can revoke camera access at any time in your device's settings

10. Push notifications (mobile app)

So you hear about new horse–client matches promptly, the app can send push notifications. This requires a device-specific token (APNs for iOS, FCM for Android).

• The token is a random identifier issued by Apple or Google - it contains no personal data
• We use the token only to deliver match notifications; never for marketing
• You can turn push off in the app settings (Settings → Notifications → Push) or at the OS level

11. Biometric unlock (Face ID / fingerprint)

You can optionally lock the app with biometric unlock (Face ID, Touch ID or fingerprint). Biometric data never leaves your device - the app only receives a success/fail signal from the operating system. We never store biometric data on your device or our servers.

12. Local storage for offline mode

To keep the app usable without an internet connection, we cache some data on your device (horse lists and details, plus a queue for changes that haven't been uploaded yet). This keeps Equi Assist usable in stables with poor signal.

• Maximum size: 100 MB; older images are automatically evicted
• You can clear all locally stored data in Settings → Clear offline data