Last updated: 08 January 2025

Introduction

Equiprove Pty Ltd (trading as equiproveⓇ) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, process, store, and share personal information when you interact with our services (“the Platform”), including through our website, applications, and equestrian-related services.

This policy reflects our obligations under the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). As a provider of SaaS solutions for the Australian equestrian industry, we acknowledge the unique nature of this domain, where data about horse ownership, competition results, participant details (including minors), and high-risk activities must be carefully managed to meet regulatory, insurance and operational demands.

By using the Platform, you agree to the terms of this Privacy Policy. If you do not agree, you must discontinue your use of the Platform. For any questions or concerns, please contact us at [email protected] 

Who Are We?

When we refer to ‘we’ (or ‘our’ or ‘us’), that means Equiprove Pty Ltd and all its wholly owned subsidiaries. Our headquarters are in Australia. Our users of the Platform are primarily in Australia, including Australians participating in equestrian activities overseas.

We have developed a digital cloud-based platform that collects, connects, curates and distributes data from standalone Australian equine and equestrian data. Unlike repurposed generic sports management systems, our platform is designed specifically for equestrian sports. If you want to find out more about what we do, see the About page.

What Information Do We Collect?

We collect personal information that you provide directly, information collected automatically during your use of the Platform and data obtained from third-party sources.

When you register for an account, use our services, or communicate with us, you may provide personal details such as your name, email address, phone number, physical address, date of birth and gender. Additional details, such as usernames, passwords, contact preferences and payment information, may also be collected. Sensitive information, including health data, financial data, and biometric details, may be collected with your explicit consent or where required for legal or regulatory purposes. For minors participating in using the Platform and equestrian activities, we require explicit parental or guardian consent to collect and process their information. Parent or guardian accounts will be linked to minor accounts until 18 years of age.

We also collect data about horses registered on the Platform, including names, lineage, ownership records, competition history, licensing information and regulatory identifiers.

Automatically collected information includes IP addresses, browser types, operating systems, geolocation data and device identifiers, which are used to improve the security and performance of the Platform. Additionally, we may obtain information from external sources, such as regulatory bodies, industry databases and integrated third-party platforms.

How Do We Do We Use Your Information?

To support you:This may include assisting with the resolution of technical support issues or other issues relating to the websites or services, whether by email, in-app support or otherwise. Your data is used to comply with regulatory and insurance obligations, including publishing horse ownership records, competition results and participant data where required by industry standards or law. Sensitive data, such as health or safety information, may be processed to ensure the safety of participants in high-risk equestrian activities.

To improve the Platform and develop new services:For example, by tracking and monitoring your use of the Platform so we can keep improving, or by carrying out technical analysis of the Platform so that we can optimise your user experience, and provide you with more efficient tools.

To protect:So that we can detect and prevent any fraudulent or malicious activity, and make sure that everyone is using the Platform fairly, and in accordance with our terms of use.

To market to you:In addition to sending you marketing communications, we may also use your personal data to display targeted advertising to you on the Platform.

To analyse, aggregate and report:We may use the personal data we collect about you and other users of the Platform (whether obtained directly or from third parties) to produce aggregated and de-identified analytics and reports, which we may share publicly or with third parties.

What Legal Bases Do We Rely on to Process Your Personal Information?

We rely on several legal bases to process your personal information. Consent is obtained explicitly for specific activities, such as marketing communications or the processing of sensitive data. Data processing may also be necessary for participation with organisations and events. Additionally, we process data to comply with legal obligations under Australian law and we rely on legitimate interests to improve our services, ensure security, and support lawful business operations.

Where GDPR applies, we may rely on Article 49 derogations when Australian regulations or industry requirements necessitate the retention or processing of data that would otherwise conflict with GDPR.

When and With Whom Do We Share Your Personal Information?

We share your information with third parties only as necessary to provide services, comply with legal requirements, or meet industry obligations. Data is shared with regulatory organisations and insurers for compliance, to provide coverage and manage risks associated with equestrian activities. We also share competition-related data, such as results, participant details and horse information, with event organisers and affiliated equestrian bodies to support event operations and transparency.

Your information may also be shared with trusted service providers who assist in delivering our services, such as payment processors, cloud hosting providers and analytics platforms. All service providers are contractually required to protect your information and process it solely for authorised purposes.

What Is Our Stance on Third-Party Websites?

Our Platform may include links to third-party websites, applications, or services for convenience or integration purposes. These third-party services operate independently from us, and their inclusion does not constitute an endorsement of their privacy policies, practices, or content. These platforms may collect and process data in ways that differ from our practices, and we have no control over their operations.

We strongly recommend that you review the privacy policies of any third-party services you access through our Platform to understand how they handle your personal information. This includes, but is not limited to, their methods of data collection, storage, processing, and sharing.

We are not responsible for any loss, damage, or harm resulting from your use of third-party websites or services or from their handling of your data. If you have concerns about the practices of a specific third-party provider, you should contact them directly to understand their privacy policies and terms of service.

Is Your Information Transferred Internationally?

While our servers are primarily located in Australia, we may transfer personal information internationally when necessary to fulfill the requirements of the equestrian industry. For example, integration with the Fédération Equestre Internationale (FEI), based in Switzerland, requires data sharing for cross-border event participation and regulatory compliance.

Where we disclose personal data to a third party in another country, safeguards work to support the protect your personal data.

If you require additional details about international data transfers or the safeguards we implement you can contact us at [email protected]

Do We Use Cookies and Other Tracking Technologies?

Yes – to ensure the Platform’s functionality, security and performance, and to improve your overall user experience.

Cookies allow us to recognise you when you return to the Platform, store your preferences and settings for a personalised experience, analyse usage patterns to identify and resolve performance issues, prevent security breaches and detect fraudulent activities.

We may also permit third-party service providers, such as analytics providers and advertising networks, to use cookies and similar technologies on the Platform. These third parties may use tracking technologies to collect information about your activities on the Platform and across other websites to provide analytics, targeted advertisements, or other services.

You have the right to manage your cookie preferences by adjusting your browser settings to refuse or delete cookies. However, disabling cookies may limit your access to certain features of the Platform.

For more detailed information about the Cookies we use and how you can manage your preferences, please refer to our Cookie Policy.

Do We Offer Artificial Intelligence-Based Products?

Our Platform incorporates artificial intelligence (AI) and machine learning (ML) technologies to optimise operational efficiency and improve the user experience. These technologies are used to automate administrative processes, generate insights and improve data management. The AI tools we use are designed to adhere to strict privacy and security standards. Any significant decisions made using AI, such as processing competition results or identifying high-risk activities, are subject to human review and oversight to ensure compliance with ethical, legal, and regulatory requirements.

How Do We Handle Your Social Logins?

Our Platform allows you to register and log in using third-party social media account credentials. When you choose to log in using a social media account, we may collect basic profile information, such as your name, email address and profile picture, from the social media provider.

This data is used solely for account creation, authentication, and improving the user experience. We do not access additional information from your social media account without your explicit consent, and we do not post on your behalf or share your information with the social media provider unless required for login functionality.

We recommend reviewing the privacy policies and terms of use of your social media provider to understand how they handle and protect your data.

How Do We Keep Your Data Safe?

Security is a priority for us when it comes to your personal data. We are committed to protecting your personal data and have appropriate technical and organisational measures in place to make sure that happens. For more information about security, check out equiprove’s security pages.

How Long Do We Keep Your Data?

How long we keep your data depends on what it is and why we need it. We hold onto your personal data for as long as we have a relationship with you, and for a period afterward if we still need it for business or legal reasons. Once we no longer need it, we’ll either delete it or make it anonymous. Some data might stay in our backup archives until their lifecycle ends, but they won’t be actively used or processed.

What Are Your rights?

It’s your personal data and you have certain rights relating to it. When it comes to marketing communications, you can ask us not to send you these at any time – just follow the unsubscribe instructions contained in the marketing communication.

You also have rights to know what personal data we hold about you, and to make sure it’s correct and up to date. You can request a copy of your personal data or ask us to restrict processing your personal data or delete it, or you can object to our continued processing of your personal data.

You can exercise these rights at any time by making a request from the equiprove Privacy page.

What are the exemptions for data retention and erasure?

We retain personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations and meet the operational requirements of the equestrian industry. However, certain categories of data are subject to retention and erasure exemptions due to their critical role in maintaining transparency, compliance and safety within this high-risk industry. In accordance with APP 11.2, we take reasonable steps to destroy or de-identify personal information when it is no longer needed. However, where data is subject to statutory retention requirements, or where its ongoing storage is necessary to maintain accurate records in the interests of equestrian governance, safety, or transparency, it may be exempt from erasure. For further details on our data retention obligations, please contact us at [email protected]

Do We Make Updates to This Policy?

We periodically review and update this Privacy Policy to reflect changes in our business practices, technological advancements, or legal and regulatory obligations. Updates to this policy ensure that we remain transparent about how we handle your personal information and comply with the evolving standards of privacy protection.

When significant changes are made to this Privacy Policy, we will notify you through one or more of the following methods:

• Sending an email to the address associated with your account.
• Displaying a prominent notice on our website or within the Platform.
• Updating the “Last Updated” date at the top of this Privacy Policy.

We encourage you to review this Privacy Policy regularly to stay informed about how your personal information is being collected, used, and shared. If you continue to use our Platform after updates to the Privacy Policy are published, your continued use will constitute your acknowledgment of, and agreement to, the updated terms.

For any questions or concerns regarding changes to this Privacy Policy, you can contact us directly at [email protected]