Your data. Clearly explained.

Who we are

HestOS is provided by Obdurate Systems S.R.L.. For service or privacy questions, email vlad@obdurate-systems.com.

This notice covers the HestOS website and app. We are responsible for personal information used to administer HestOS accounts, billing, security and support. Where a business stable determines how staff or other personal information in its workspace is used and we process it on that stable’s instructions, the stable is the controller and we act as its processor. Business customers can contact us to arrange the required data-processing agreement before submitting that information. Stable owners decide which team members can access their stable and which horse records they share. Contact your stable administrator about those access decisions, or contact us for help with your HestOS account.

Information we handle

• Account and team details: your name, email, profile image, account settings, stable memberships and access permissions.
• Stable records: horse profiles, photos and files, tasks, assignments, care instructions and logs, facility schedules, and records you or your team enter. Work records can identify the team member who performed an action.
• Registration record: the versions of the Terms and Privacy Notice acknowledged during signup, the signup route and a server-recorded timestamp. Acknowledging the notice is not consent to optional marketing or tracking.
• Support and inquiries: details you submit through contact forms, deletion requests and correspondence.
• Subscription details: plan, purchase identifiers, renewal and entitlement status. For web billing, we also collect your legal billing name, full billing address and country, VAT number if supplied, and confirmation that you represent a business where required. Payment providers handle card or store-payment details; HestOS does not collect full card numbers in its own forms.
• Technical information: request and security logs needed to run and protect the service. These include network addresses, browser and session identifiers, request timing and error details, and an approximate country and city inferred from the request IP address by our gateway provider. This information is retained in operational logs for reliability, diagnostics and abuse prevention; it is not a request for your device’s GPS location. Contact-form abuse controls use short-lived counters with a keyed hash of the network address rather than storing that address in the counter.

Content and user reports

If you report content or a user, we store your account ID, stable reference, report category, the content or person you identify, your description and our review decisions in Supabase. HestOS operators use these details to investigate and address misuse. You can see your own reports, their status and our response in the app; private operator notes are not shown. Reports are not added to shared stable records, sent to OpenAI, or automatically emailed. We review retention and deletion according to the support, security and legal purposes described below. We also record the version of the workspace content rules you explicitly agree to, the server-recorded time and whether you used personal sign-in or a shared-screen session. A subsequent version creates a separate receipt; earlier acknowledgements are not rewritten.

Where information comes from

We receive information from you, your stable’s authorized users, payment-provider confirmations, and the technical requests made when you use the service. A stable administrator may invite you or enter an assignment or work record about you before you create an account.

Why we use it

We use information to provide accounts, coordinate stable work, retain the records your team needs, process subscriptions, respond to requests, and prevent misuse. We do not sell personal information or enroll contact-form visitors in marketing lists.

Where data-protection law requires a legal basis, these uses rely on delivering the requested service or taking steps before an agreement, our legitimate interests in secure operation and support, and applicable legal obligations. We request consent when a use requires it; withdrawing consent does not affect processing already lawfully carried out.

Billing and VAT verification

We use billing details to check purchase eligibility and determine tax treatment before payment. When you supply an EU VAT number, we send only its country code and number to the European Commission’s VIES service for validation. We keep the verification time and any available verification reference with your billing details in Stripe.

AI features

When you ask AI to help with stable setup or recurring tasks, your instructions and the relevant stable context needed to prepare the draft are sent to OpenAI through our server. This can include horse or team names and the workflow details you provide. Our AI requests disable storage of the generated response, but that setting does not itself mean the provider retains no security or abuse-monitoring data. AI is used when you invoke these features; the contact form does not send your inquiry to an AI model.

Review drafts before confirming them. Do not put passwords, payment credentials, or unnecessary sensitive information about people into AI prompts. Horse-care decisions stay with you and the qualified professionals caring for your horses.

Service providers & sharing

We use Supabase for app accounts, database and file storage; Vercel for website and web-app hosting; Resend for email delivery; Upstash for contact-form abuse counters; and OpenAI for requested AI drafts. Stripe, Apple and Google process purchases made through their respective payment channels. Each receives the information needed for the service it provides.

Resend delivers account and invitation emails. Its published terms also describe independent processing of communication metadata, including sender and recipient addresses and delivery activity, to operate, optimize and secure its service and meet its legal obligations. This metadata processing is separate from delivering the email content on our behalf.

Your stable’s authorized users can see information allowed by their permissions. We may disclose information when needed to meet applicable law, protect rights or investigate misuse. Providers may process information outside your country; where required, processing arrangements must provide appropriate contractual or other lawful safeguards. Contact us for information about the arrangements relevant to your account.

Retention & deletion

We keep active account and stable records while needed to provide the service. We retain support correspondence while resolving the request and necessary follow-up. Retention also depends on accounting requirements, disputes, security investigations and the continuing needs of a shared stable.

You can request account deletion. We verify ownership and review shared-stable responsibilities and subscriptions before completing it. We explain which information is removed and any records that must remain, rather than treating a submitted request as an immediate deletion. Provider backups may keep earlier copies until their normal backup lifecycle expires.

Contact abuse counters expire within one hour. The website does not store contact messages in a leads database; messages remain in the delivery provider and recipient’s mailbox until removed under their retention arrangements.

Cookies & device storage

The app uses browser or device storage for sign-in, preferences and shared-screen pairing. A paired stable screen stores its device credential; staff PIN sessions are short-lived and held in memory. Lock a shared screen when you finish.

The website does not currently load advertising trackers or optional conversion analytics. Hosting providers may retain operational logs for reliability and security. If optional tracking is introduced, we will update this notice and provide any choices required for it.

Your choices & rights

Depending on the law that applies to you, you may request access, correction, deletion or a portable copy of your information, restrict or object to certain uses, or withdraw consent where it is the basis for processing. We may need to verify your identity and consider the rights of other people before fulfilling a request.

The account settings download contains an account summary, not every personal detail that may appear in shared tasks, care records or files. Ask us for a broader personal-data copy and we will review those sources while protecting other people’s information. GDPR requests are normally free. We respond without undue delay and within one month; if complexity or the number of requests permits an extension of up to two further months, we notify you and explain why within the first month.

Email vlad@obdurate-systems.com or use our contact form. You may also complain to your local data-protection authority. This notice does not remove rights provided by applicable law.

Changes to this notice

We update this page when the service or its data handling changes. The date above identifies the current version. We will bring material changes to your attention where required.