PRIVACY POLICY

Last Updated: March 21, 2025

1. INTRODUCTION

Welcome to Hoofly (“we,” “our,” or “us”), a service provided by Codesense (Business ID: 2232694-1, VAT: FI22326941). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Hoofly application and website (collectively, the “Service”).

We respect your privacy and are committed to protecting your personal data. Please read this privacy policy carefully to understand our practices regarding your personal data.

2. INFORMATION WE COLLECT

We collect several types of information from and about users of our Service:

2.1 Information You Provide to Us

  • Account Information: Full name, email address, stable name, and account credentials.
  • Billing Information: Contact details, billing address, payment method details, VAT ID, and country information. Note that payment processing is handled through our third-party payment processor, Stripe.
  • Client and Horse Information: Information you enter about your clients (including their contact information, addresses, phone numbers, email addresses) and horses (including owner information, medication records, and other equine-related data).
  • Communication Data: Information contained in your communications with us, including customer support inquiries.

2.2 Information We Collect Automatically

  • Usage Data: Information about how you use our Service, features you use, and time spent on the Service.
  • Device Information: Information about the device used to access our Service, including device type, operating system, browser type, and IP address.
  • Cookies and Similar Technologies: We use cookies and similar tracking technologies to track activity on our Service and hold certain information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

3. HOW WE USE YOUR INFORMATION

We use the information we collect for various purposes, including:

  • Providing, maintaining, and improving our Service
  • Processing transactions and managing your account
  • Sending service-related communications
  • Sending marketing and promotional communications (with opt-out options)
  • Responding to your inquiries and providing customer support
  • Analyzing usage patterns to enhance user experience
  • Protecting our Service and users from fraudulent, unauthorized, or illegal activity
  • Complying with legal obligations

We may also use your information for AI processing and analysis to provide and improve the features of the Service, including potentially using anonymized data for AI model training and improvement.

4. DISCLOSURE OF YOUR INFORMATION

We may disclose your personal information to:

  • Service Providers: Third parties that perform services on our behalf, including:
    • Stripe for payment processing
    • Google Analytics for website analytics
    • OpenAI for AI processing capabilities
    • Front for customer support services
  • Legal Requirements: When required by law or in response to valid legal process
  • Business Transfers: In connection with any merger, sale of company assets, financing, or acquisition
  • With Your Consent: For any other purpose disclosed by us when you provide the information

5. DATA TRANSFERS

Your information may be transferred to and maintained on computers located outside of your state, province, country, or other governmental jurisdiction. Specifically:

  • We store user data on Amazon Web Services (AWS) servers located in the EU (eu-west-1)
  • When using our AI processing features, data may be temporarily transferred to OpenAI’s servers for processing before being returned to our servers

We take all necessary steps to ensure that your data is treated securely and in accordance with this Privacy Policy and applicable data protection laws, including the EU General Data Protection Regulation (GDPR).

6. DATA RETENTION

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, including:

  • While you maintain an active account with us
  • As needed to provide you with our services
  • As necessary to comply with legal obligations
  • As needed to resolve disputes and enforce our agreements

When you delete your account, we will delete or anonymize your personal data within 7 days, except where we are legally required to retain certain information.

7. YOUR DATA PROTECTION RIGHTS

Depending on your location, you may have certain rights regarding your personal information:

  • Access: The right to request copies of your personal data
  • Rectification: The right to request correction of inaccurate information
  • Erasure: The right to request deletion of your personal data
  • Restriction: The right to request restriction of processing of your data
  • Data Portability: The right to request transfer of your data to another organization
  • Objection: The right to object to certain types of processing
  • Withdraw Consent: The right to withdraw consent where processing is based on consent

To exercise these rights, please contact us using the details provided in the “Contact Us” section.

8. CHILDREN’S PRIVACY

Our Service is not directed to individuals under the age of 13, and we do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe we have collected information from your child, please contact us.

9. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar tracking technologies to track activity on our Service and store certain information. These technologies help us understand how you use our Service, which areas of our website you visit, and improve your user experience.

Types of cookies we use:

  • Session Cookies: Temporary cookies that are deleted when you close your browser
  • Persistent Cookies: Remain on your device for a predetermined period
  • Essential Cookies: Required for the operation of our Service
  • Analytics Cookies: Help us understand how users interact with our Service

Our website uses Google Analytics to help analyze how users use the site. Additionally, our application uses local storage for session handling and maintaining user preferences.

10. SECURITY OF YOUR INFORMATION

We have implemented appropriate technical and organizational measures to secure your personal data from accidental loss and unauthorized access, use, alteration, and disclosure. However, no method of transmission over the Internet or electronic storage is 100% secure.

11. CHANGES TO OUR PRIVACY POLICY

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date. You are advised to review this Privacy Policy periodically for any changes.

12. CONTACT US

If you have questions about this Privacy Policy or our privacy practices, please contact us at:

Codesense
Tehtaankatu 27-29 A7
00150 Helsinki, Finland
Email: [email protected]

For individuals in the EU, please note that Codesense, registered in Finland (Business ID: 2232694-1), acts as the data controller for the personal information collected through the Service.

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