1. Scope
This Privacy Policy applies to EquiFile, the website at equifile.eu, the app at app.equifile.eu, and related account, email, export, and clinic-team features. "EquiFile", "we", and "us" refer to the service operated under the EquiFile name.
EquiFile is a business workspace. When a veterinary clinic creates a team, the clinic may decide how team records are used and who can access them. This policy describes EquiFile’s role as the service provider; your clinic may also have its own privacy notice.
2. Information we collect
Account and profile information
We collect your email address, account name, authentication details, confirmation status, and security-related account events. Passwords are handled by our authentication provider and are not stored in readable form by EquiFile.
Horse and clinic records
We process the information you choose to store, such as owner names, horse names, birth dates, vital details, vaccines, allergies, vet notes, checkup history, reminders, reports, team details, invitations, and permission choices.
Technical information
We may receive basic technical information needed to deliver and protect the service, such as browser, device, request, security, and hosting information. With your consent, Vercel Web Analytics receives anonymised page-view information such as page, referrer, device, browser, and approximate location data.
3. How we use information
- to create accounts, authenticate users, and provide password recovery;
- to save, display, search, update, export, and organise horse records;
- to create teams, send invitations, apply permissions, and support shared clinic work;
- to send confirmation, security, password-reset, invitation, and account-change emails;
- to keep the service secure, troubleshoot issues, prevent misuse, and maintain backups;
- to understand general website usage and improve EquiFile when Web Analytics consent is given; and
- to meet legal, accounting, and compliance obligations where required.
Depending on your location and the activity, our legal basis may be performance of a contract, your consent, our legitimate interest in running and securing the service, or compliance with a legal obligation.
5. Cookies and browser storage
EquiFile does not use advertising cookies. The landing page uses one essential preference cookie, equifile_cookie_consent, to remember whether you chose necessary-only storage or allowed analytics. The app may also use browser storage for the active session and local interface settings.
Vercel Web Analytics is loaded only after you choose "Allow analytics" in the cookie banner. Vercel describes its Web Analytics as anonymised and not cookie-based. You can change your choice at any time through "Cookie settings" on the landing-page footer.
Your browser settings can block or remove cookies and local storage, although doing so may affect sign-in, preferences, or the ability to keep a session active.
6. Retention and security
We keep account and horse-record information while your account or clinic team needs the service, unless a longer period is required for legal, security, or dispute-resolution purposes. When information is deleted, copies may remain temporarily in encrypted backups before they are rotated out.
We use authentication controls, permission checks, encrypted connections, database access rules, and provider security features designed to protect information. No online service can guarantee absolute security, so protect your password and only invite people who should have access.
7. Your choices and rights
Depending on where you live, you may have the right to request access to, correction of, deletion of, or a copy of your personal information. You may also be able to object to or restrict certain processing, withdraw consent for analytics, or complain to your local data-protection authority.
You can update account details in Account settings, manage team access when you are an administrator, and change analytics consent from the landing-page footer. To request help with a privacy matter, contact EquiFile through the contact address published on equifile.eu. We may need to verify your identity before completing a request.
8. International processing, changes, and contact
EquiFile and its providers may process information in countries other than the country where you live. Where required, we use appropriate safeguards for international transfers.
We may update this policy as the product, providers, or legal requirements change. The date above shows the current version. If a change is material, we will provide an appropriate notice through the service or by email.
For privacy questions, data requests, or concerns about a team record, contact EquiFile through the contact address published on equifile.eu.