Privacy Disclaimer

Privacy Disclaimer - Equistration Platform

Introduction

Welcome to the Equistration Platform. This privacy disclaimer outlines how we collect, use, and protect your personal information when you use our platform. By accessing or using our services, you agree to the terms of this privacy disclaimer.
This Privacy Disclaimer explains how personal data is collected, processed, and stored when using the Equistration platform - a service that facilitates the administration of equestrian events, equestrian service providers and riding facilities.
We are committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible manner. This disclaimer applies to all users of the Equistration Platform, including event organizers, service providers, and participants.

Data Controller

It is important to understand that Equistration functions as a technology platform provider. The equestrian organizations, associations, event organizers and companies ("Organizations") that use our platform are the data controllers of the personal information submitted through our services. Equistration acts as a data processor on behalf of these Organizations.

Data Collection and Processing

Types of Data Collected

When you use the Equistration platform, the following types of personal information may be collected:

  • Personal information: Name, contact details, date of birth, and address information
  • Equestrian license information and membership details
  • Horse information, ownership and registration details
  • Competition entry and participation data
  • Equestrian service data
  • Results and performance records
  • Payment information related to competition entries
  • Communication preferences

Purpose of Data Processing

The personal information collected through the Equistration platform is used for the following purposes:

Equestrian events

To facilitate the organization and management of equestrian events, including entry processing, scheduling, invoicing and results tracking.

  • Administration of competition entries and registrations
  • Creation and publication of start lists and results
  • Processing of payments related to competition entries
  • Communication regarding competitions and events
  • Verification of eligibility and qualifications
  • Statistical analysis of competition participation and results
  • Compliance with equestrian federation requirements
Equestrian services

To facilitate the management of equestrian services, including service provider registration, booking and invoicing.

  • Administration of service provider registrations
  • Facilitation of service bookings and appointments
  • Processing of payments related to services
  • Communication regarding services and appointments
  • Statistical analysis of service usage and performance
Riding facilities

To facilitate the management of riding facilities, including facility registration, booking and invoicing.

  • Administration of riding facility registrations
  • Facilitation of facility bookings and appointments
  • Processing of payments related to facilities
  • Communication regarding facilities and appointments
  • Statistical analysis of facility usage and performance

Analytics and Tracking

Equistration uses analytics tools including Google Analytics and Facebook Pixel to understand traffic patterns and user behavior on our platform. These tools collect anonymized usage data such as:

  • IP address
  • Browser type and version
  • Pages visited and time spent on the platform
  • Referring website or source
  • Device type and browser information
  • Geographic location (country and city)

This information is used solely for the purpose of improving our platform and understanding user behavior. No personal data from competition registrations or user profiles is shared with these analytics providers. The data collected through these tools is processed in an aggregated and anonymized manner.

Data Ownership and Control

All personal data submitted through the Equistration platform is owned and controlled by the respective Organization. Equistration provides the technical infrastructure to collect, store, and process this data on behalf of these Organizations, but does not claim ownership of the data that is provided or entered by these Organizations.

Organizations have the right to access, modify, and delete the personal data they collect through the Equistration platform. Users can contact the respective Organization directly to exercise these rights.

GDPR Compliance

For users and Organizations within the European Economic Area (EEA), the General Data Protection Regulation (GDPR) applies to the processing of personal data. Under the GDPR:

  • Organizations using Equistration are considered "data controllers" and bear primary responsibility for ensuring lawful processing.
  • Organizations are required to obtain explicit consent from users before collecting and processing their personal data.
  • Equistration acts as a "data processor" and processes data only on documented instructions from the data controller.
  • Data subjects (users) have enhanced rights regarding their personal information.
  • Data Processing Agreements (DPAs) are in place between Equistration and Organizations within the EEA.
  • Equistration implements appropriate technical and organizational measures to ensure data security.

Your Rights Under GDPR

As a data subject in the EEA, you have the following enhanced rights:

  • The right to access your personal data
  • The right to rectification of inaccurate or incomplete data
  • The right to erasure of your personal data ("right to be forgotten")
  • The right to restrict processing of your personal data
  • The right to data portability
  • The right to object to processing based on legitimate interests, including profiling
  • The right not to be subject to automated decision-making, including profiling
  • The right to withdraw consent at any time, where processing is based on consent
  • The right to lodge a complaint with a supervisory authority if you believe your rights have been violated

To exercise any of these rights, please contact the respective Organization directly. Equistration will assist Organizations in fulfilling their obligations under the GDPR. As they are the data controller, they are responsible for responding to your requests regarding your personal data.

Data Security

Equistration implements appropriate technical and organizational measures to protect personal data processed through our platform. However, as the data controller, each Organization is ultimately responsible for ensuring the lawful processing of your personal data.

We take data security seriously and have implemented measures to protect your personal information from unauthorized access, loss, or misuse. However, please be aware that no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

Data Retention

Equistration retains personal data for as long as necessary to fulfill the purposes outlined in this privacy disclaimer, or as required by law. The retention period may vary depending on the type of data and the specific requirements of the Organization. For specific information about retention periods, please contact the relevant Organization.

International Data Transfers

Equistration serves Organizations across multiple countries including Belgium, Sweden, Norway, the Netherlands, France, and Spain. Your personal data may be processed in any of these countries. All data processing within the European Economic Area (EEA) is subject to GDPR protections.

For transfers of data outside the EEA, appropriate safeguards are implemented in accordance with GDPR requirements, such as Standard Contractual Clauses or adequacy decisions

Cookies and Tracking Technologies

The Equistration platform uses cookies and similar tracking technologies to enhance user experience and facilitate analytics. We use:

  • Session cookies: Temporary cookies that expire when you close your browser.
  • Persistent cookies: Cookies that remain on your device for a specified period or until deleted.
  • Third-party cookies: Cookies set by third-party services, such as Google Analytics and Facebook Pixel.

You can manage cookie preferences through your browser settings. However, disabling certain cookies may affect the functionality of the platform.

Changes to this Privacy Disclaimer

Equistration reserves the right to update or modify this privacy disclaimer at any time. Any changes will be effective immediately upon posting the updated disclaimer on our platform. We encourage you to review this privacy disclaimer periodically for any updates.

Contact Information

Legal notice

The platform Equistration is an online platform and is provided by

Kennyman & Vanrusselt
Kenny Vanrusselt
Reigerstraat 2
2490 Balen
Belgium
VAT number: BE 0628.719.653

Presented by:
Kenny Vanrusselt
+32 474 88 19 45

For questions about your personal data

Please contact the specific Organization that is using your data for their activities.

For Technical or Platform-Related Questions

If you have any questions or concerns about the Equistration platform, please contact us at: info@equistration.com. Website: www.equistration.com

Data Protection Officer (for GDPR inquiries)

Email: info@equistration.com

Effective Date / Last update

The current Privacy Disclaimer is effective as of 2025/04/17 (last update).