Privacy Policy
Last updated: January 2026
This Privacy Policy describes how Equipass ("we", "us", or "our") collects, uses, and shares your personal information when you use our platform and services.
Information We Collect
Information You Provide
When you create an account or use our services, we collect:
- Account Information - Name, email address, phone number, and password
- Horse Information - Names, identification numbers, medical records, and ownership documents
- Payment Information - Billing address and payment method details
- Communications - Messages you send to us or other users through our platform
Information Collected Automatically
When you access our platform, we automatically collect:
- Device information (type, operating system, unique identifiers)
- Log data (IP address, browser type, pages visited, time spent)
- Location data (country, region, based on IP address)
- Cookies and similar tracking technologies
How We Use Your Information
We use the information we collect to:
- Provide our services - Create and manage your account, process registrations, and issue digital passports
- Communicate with you - Send notifications, updates, and respond to your inquiries
- Improve our platform - Analyze usage patterns and develop new features
- Ensure security - Detect and prevent fraud, abuse, and unauthorized access
- Comply with legal obligations - Meet regulatory requirements for equine identification
Legal Basis for Processing
We process your personal data based on the following legal grounds:
| Legal Basis | Examples |
|---|---|
| Contract Performance | Processing registrations, managing your account |
| Legitimate Interests | Improving services, preventing fraud |
| Legal Obligation | Compliance with equine identification regulations |
| Consent | Marketing communications, cookies |
Information Sharing
We may share your information with:
Service Providers
Third parties who help us operate our platform:
- Cloud hosting providers
- Payment processors
- Email service providers
- Analytics services
Regulatory Authorities
When required by law or to comply with equine identification regulations:
- National equine registries
- Veterinary authorities
- Government agencies
Business Transfers
In connection with a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.
We never sell your personal information to third parties for marketing purposes.
Data Retention
We retain your information for as long as necessary to:
- Provide our services to you
- Comply with legal obligations
- Resolve disputes and enforce agreements
For horse identification records, we are required to retain data for the lifetime of the animal plus 35 years as mandated by EU regulations.
Your Rights
Under applicable data protection laws, you have the right to:
- Access - Request a copy of your personal data
- Rectification - Correct inaccurate or incomplete data
- Erasure - Request deletion of your data (subject to legal retention requirements)
- Restriction - Limit how we process your data
- Portability - Receive your data in a structured, machine-readable format
- Objection - Object to processing based on legitimate interests
To exercise these rights, contact us at privacy@equipass.eu.
International Transfers
Your information may be transferred to and processed in countries outside your country of residence. We ensure appropriate safeguards are in place, including:
- Standard Contractual Clauses approved by the European Commission
- Adequacy decisions for certain countries
- Binding Corporate Rules where applicable
Security Measures
We implement appropriate technical and organizational measures to protect your data:
- Encryption of data in transit and at rest
- Regular security assessments and audits
- Access controls and authentication
- Employee training on data protection
Children's Privacy
Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal information from children.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by:
- Posting the updated policy on our website
- Sending an email notification
- Displaying a notice in the application
Contact Us
If you have questions about this Privacy Policy or our data practices:
Data Protection Officer
Equipass
HM King Hussein I Building
Chemin de la Joliette 8
1006 Lausanne, Switzerland
Email: privacy@equipass.eu
Phone: +41 21 310 47 47
For complaints regarding our data processing, you may also contact your local data protection authority.