Last updated: 19th July 2026
Before creating your Yard Board account, please indicate your consent to our processing of your personal data (including your name, contact details, financial and device information) as described in this policy.
Once you provide consent by selecting "YES", you may change your mind and withdraw consent at any time by contacting us at yardboard@hotmail.com but that will not affect the lawfulness of any processing carried out before you withdraw your consent.
Yard Board ("we", "us", "our") is committed to protecting your personal data and respecting your privacy.
This policy (together with our Terms of Use) applies to your use of:
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
Some users of this app may be young workers aged 16–17 (e.g. yard staff or apprentices). Under UK data protection law, individuals aged 13 and over can provide their own consent to data processing. Where a user is aged 16–17, we process their data on the same lawful bases described in this policy. We do not knowingly collect data from children under the age of 13.
Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
This privacy policy aims to give you information on how Yard Board collects and processes your personal data through your use of our app, including any data you may provide when you:
Our app is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
Yard Board is operated by Yard Board Ltd.
Yard Board Ltd is the controller and responsible for your personal data (collectively referred to as "Yard Board", "we", "us" or "our" in this privacy policy).
We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.
| Full name of legal entity | Yard Board Ltd |
| Email address | yardboard@hotmail.com |
| Postal address | 69-71 East Street, Epsom, KT17 1BP |
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
We keep our privacy policy under regular review. This version was last updated on the date shown at the start of this policy.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Our app may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our app, we encourage you to read the privacy policy of every website or app you visit.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific app feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
Other than the health data described below, we do not collect Special Categories of Personal Data about you. In particular, we do not collect details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, or genetic and biometric data. Nor do we collect any information about criminal convictions and offences.
Health Data.Two features record information about a person's health, which is a Special Category of Personal Data. Both are optional and are only present where your yard chooses to use them:
Where this health data relates to a yard's staff, the yard is the data controller and decides what is recorded and who may see it — see Your yard trainer as data controllerbelow. Yard Board Ltd processes it on the yard's behalf.
Within the app, accident records are visible only to the yard's trainer and its senior roles, plus the person who entered the record. Holiday and unpaid leave are visible to everyone with an account at your yard, so the team can see who is available. Sick leave is more restricted: it is visible only to the staff member concerned and the yard's senior rota-planning roles.
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our Services). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.
We use different methods to collect data from and about you including through:
You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by email or through the app. This includes personal data you provide when you:
As you interact with our app, we will automatically collect Technical and Usage Data about your device, browsing actions and patterns. We collect this personal data by using:
We do not use advertising cookies or third-party tracking cookies. Our app uses local storage (similar to cookies) solely for functional purposes such as remembering your preferences.
We receive Technical Data from the following third parties:
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
| Purpose / Activity | Type of data | Lawful basis |
|---|---|---|
| To register you as a new user and set up your account (including via invitation codes) | Identity, Contact, Profile | Performance of a contract with you |
| To provide the core Yard Board service — board management, horse records, exercise tracking, health records, race entries | Identity, Profile, Horse and Yard Data, Usage | Performance of a contract with you |
| To process subscription payments and manage your billing | Identity, Contact, Financial, Transaction | Performance of a contract with you; Necessary for our legitimate interests (to recover debts due to us) |
| To generate, send, and manage monthly owner invoices, including PDF generation and email delivery | Identity, Contact, Financial, Horse and Yard Data | Performance of a contract with you |
| To process invoices using AI-powered data extraction (see Section 5) | Identity, Horse and Yard Data, uploaded document images | Your consent; Performance of a contract with you |
| To provide the AI chat assistant for yard management queries (see Section 5) | Identity, Profile, Horse and Yard Data, Communication Data | Your consent; Performance of a contract with you |
| To deliver push notifications about race declarations, visit requests, messages, and low stock alerts | Identity, Technical (push subscription endpoint) | Your consent |
| To facilitate in-app messaging between yard members and horse owners (see Section 7) | Identity, Communication Data | Performance of a contract with you |
| To send transactional emails (invoices, visit notifications) | Identity, Contact | Performance of a contract with you |
| To manage our relationship with you, including notifying you about changes to our terms or privacy policy | Identity, Contact, Profile | Performance of a contract with you; Necessary to comply with a legal obligation |
| To administer and protect our app (including error monitoring via Sentry, troubleshooting, data analysis, system maintenance) | Identity, Contact, Technical, Usage | Necessary for our legitimate interests (running our business, IT services, network security, preventing fraud) |
| To use analytics to improve our app, features, and user experience | Technical, Usage | Necessary for our legitimate interests (to keep our app updated and relevant, to develop our business) |
| To send you marketing communications about Yard Board features or updates | Identity, Contact, Marketing and Communications | Your consent |
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
You will receive marketing communications from us only if you have opted in to receiving them. We may use your Identity, Contact, and Usage Data to inform you about new Yard Board features, updates, or offers.
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
You can ask us to stop sending you marketing messages at any time by contacting us at yardboard@hotmail.com or by following the unsubscribe link in any marketing email. This will not affect transactional communications necessary for the operation of the service (e.g. invoice emails, security notifications).
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Yard Board uses artificial intelligence services provided by Anthropic (the maker of Claude AI) for the features described below. In every case the AI only extracts or responds to data — it never makes decisions on its own, and extracted data is presented to you for review before it is saved.
When you upload an invoice image, the image is sent to Anthropic's Claude API for automated data extraction. The AI analyses the invoice to extract the supplier name, date, total amount, and per-horse line items. The extracted data is then presented to you for review before being saved.
Data sent to Anthropic: The uploaded invoice image and your yard's horse names (for matching purposes).
When you upload a supplier invoice or a purchase receipt, the image is sent to Anthropic's Claude API to read the supplier name, date, line items, amounts and any VAT shown. The result is presented to you for review before being saved.
Data sent to Anthropic: The uploaded invoice or receipt image, which may include supplier and vendor details.
When you photograph a completed BHA risk assessment sheet, the image is sent to Anthropic's Claude API to transcribe the hazards, controls and other details into digital form for your review.
Data sent to Anthropic: The uploaded risk assessment image. These sheets may contain the names and signatures of the staff who completed them.
When a staff member photographs the safety tag on their riding helmet or body protector, the image is sent to Anthropic's Claude API to read the printed safety standards. A separate rules engine (not the AI) then decides whether the item meets the required standards.
Data sent to Anthropic: The uploaded equipment-tag image and the text printed on it.
The in-app chat assistant uses Anthropic's Claude API to help you manage your yard through natural language. When you use the chat assistant, your messages and relevant yard context are sent to Anthropic for processing.
Data sent to Anthropic: Your chat messages, your yard's horse names and IDs, rider names and IDs, yard configuration (lot labels, work types, going options, distances), and your user role. The assistant may also query your yard's data (board assignments, health records, etc.) as part of answering your questions.
Anthropic processes this data solely to provide responses to your requests. According to Anthropic's data policies, data sent via their API is not used to train their AI models. We recommend reviewing Anthropic's privacy policy at https://www.anthropic.com/privacy for full details.
All AI features are optional. You do not need to use the chat assistant to access any other part of Yard Board, and every extraction feature (invoices, expense invoices, receipts, risk assessments and equipment verification) can be bypassed by entering the records manually.
Yard Board offers optional push notifications to alert you about important events such as race declarations, visit requests, new messages, and low stock warnings.
If you enable push notifications, we store a push subscription associated with your account. This includes:
Push notifications are entirely optional. You can enable or disable them at any time from the Settings page within the app. You can also revoke notification permissions at the browser or device level. If you disable push notifications, we will delete your push subscription data.
Yard Board includes messaging features that allow trainers and horse owners to communicate within the app. This includes:
Messages you send (including your name and message content) are stored in our database and visible to other members of the conversation. Message read status is tracked to show unread counts.
We do not routinely monitor the content of messages. However, we reserve the right to review messages if we receive a complaint or have reason to believe our Terms of Use are being violated. Messages are retained for as long as your account is active.
You can control how you are notified about new messages on a per-conversation basis, choosing between push + in-app notifications, in-app only, or no notifications.
We may share your personal data with the following third parties for the purposes set out in this policy:
| Provider | Service | Data shared | Location |
|---|---|---|---|
| Supabase | Authentication, database hosting, file storage | All account and yard data | EU (Frankfurt, Germany) |
| Vercel | App hosting and serverless functions | Technical data, request logs | United States |
| Stripe | Subscription billing and payment processing | Identity, Contact, Financial, Transaction data | United States |
| Anthropic | AI-powered invoice extraction and chat assistant | Invoice images, horse/rider names, chat messages, yard configuration (see Section 5) | United States |
| Resend | Transactional email delivery (invoice emails) | Recipient email address, email content | United States |
| Sentry | Error monitoring and performance tracking | Technical data, error diagnostics, device info | United States |
| Upstash | Rate limiting (abuse and spam protection) | Rate-limiting identifiers (e.g. user ID, email address, or IP address) | United Kingdom (London) |
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Several of our third-party service providers are based in the United States, so their processing of your personal data will involve a transfer of data outside the UK.
Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
Our US-based providers (Vercel, Stripe, Anthropic, Resend, Sentry) include Standard Contractual Clauses or equivalent safeguards in their terms of service. Supabase hosts our primary database in the EU (Frankfurt, Germany).
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. These measures include:
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Yard Board is a multi-tenant platform, meaning multiple yards share the same underlying infrastructure. Each yard's data is logically separated and protected by the security measures described in Section 10.
Every record in the database is associated with a specific yard. Row Level Security (RLS) policies enforce strict yard-level isolation at the database layer, ensuring that users of one yard cannot access any data belonging to another yard through the application.
As with any hosted software service, Yard Board Ltd maintains administrative access to the underlying database infrastructure for the purposes of:
This administrative access is strictly limited to the purposes listed above. Yard Board Ltd does not routinely access, review, or monitor individual yard data including horse records, health information, financial records, owner details, or messages. Administrative access is subject to internal policies and a duty of confidentiality.
Yard Board Ltd collects limited aggregated and anonymised analytics across all yards for the purpose of improving the platform. This includes metrics such as feature usage counts, daily active user numbers, and error rates. These analytics do not include the content of your yard's horse records, health data, financial information, or messages.
When you use Yard Board as a member of a yard (e.g. as an owner, staff member, farrier, or vet), your yard's trainer is the data controller for the yard data they manage through the app. Yard Board Ltd acts as a data processoron the trainer's behalf, processing data in accordance with the trainer's instructions and the terms of our service agreement. If you have questions about how your yard's trainer uses your data within the app, please contact them directly.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.
The following retention periods apply:
| Data type | Retention period |
|---|---|
| Account data (profile, credentials) | Retained while your account is active. Deleted upon account deletion request, subject to legal retention requirements. |
| Horse and yard records (health, exercise, entries) | Retained while the associated yard account is active. |
| Financial records (invoices, expenses, payments) | Retained for 6 years after creation, in line with UK tax and accounting requirements (HMRC). |
| Messages | Retained while the conversation and associated accounts are active. |
| AI chat conversations | Not stored permanently — chat sessions exist only in temporary memory during use and are not saved to the database. |
| Usage analytics (page views, chat analytics) | Automatically deleted after 90 days. |
| Push subscription data | Deleted when you unsubscribe from notifications or when your subscription expires. |
| Error monitoring data (Sentry) | Retained according to Sentry's standard retention period (typically 90 days). |
We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
In some circumstances you can ask us to delete your data: see Your legal rights below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Under certain circumstances, you have rights under data protection laws in relation to your personal data:
If you wish to exercise any of the rights set out above, please contact us at yardboard@hotmail.com.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.