Privacy & Cookies

Equicty cares about your online privacy, your data is secured and won't be shared with 3rd parties. If you have questions about our data policy, don't hestitate to get in touch, we always love to hear from you.

Below is the fully updated Privacy & Cookie Policy, including an embedded, enterprise-grade Data Processing Addendum (DPA), and structured for B2B SaaS and mobile apps. It complies with GDPR and reflects best practices such as Teamleader's approach, including a reference to the subprocessor list available in-tool (account area).

Equicty Privacy & Cookie Policy

Last updated: 01/08/2025
Equicty NV, Holstraat 87 bus 11, B-8790 Waregem (Belgium)
VAT: BE 0642.995.182 | Email: hello@equicty.com

1. Privacy Statement

1.1 General

Equicty NV (“Equicty”, “we”, “us”) respects your privacy and complies with the Belgian Data Protection Act and the General Data Protection Regulation (EU) 2016/679 (“GDPR”). This policy applies to our website, mobile apps, and SaaS platform.

By creating a (trial) account or using our services, you accept this Privacy Policy.

1.2 Personal Data We Process

We collect and process the following types of personal data:

Identity: name, email, phone number, VAT number (for billing), company name
Authentication: username, password
Communication: support tickets, email, chat
Usage: browser type, pages visited, actions in the platform
App data: device information, session logs
Horse-related data: stable information, user-generated input

We also gather information via cookies (see section 2).

1.3 Why We Process Your Data

We use your data to:

Provide and maintain our platform and services
Communicate with you regarding support, updates, or marketing
Facilitate user onboarding, trial activation, and customer success
Improve our platform through analytics and AI insights (with zero data retention)
Fulfill contractual and legal obligations

1.4 Legal Bases

We process your data based on:

Contractual necessity
Legitimate interest (e.g. security, fraud prevention)
Legal obligations
Consent (where required, e.g. marketing)

1.5 Who Has Access to Your Data

We only share your data when strictly necessary:

With cloud service providers (GCP, Firebase)
With subprocessors listed in your account under Settings > Subprocessors
With legal or public authorities, if required

All subprocessors are bound by data processing agreements ensuring GDPR compliance.

1.6 International Data Transfers

All personal data is hosted in the EU. If transferred outside the EEA, appropriate safeguards such as Standard Contractual Clauses (SCCs) will apply.

1.7 Data Retention

Active accounts: data is retained for the duration of the contract
End of contract: data is soft-deleted after 90 days, permanently deleted within 180 days
AI data: no data is retained (zero retention policy)
Legal/accounting data may be kept for 7 years as required

1.8 Your Rights

You may request to:

Access, rectify, or delete your personal data
Restrict or object to processing
Export your data (data portability)
Withdraw your consent (where applicable)

Send requests to privacy@equicty.com. Proof of identity may be required.

2. Cookie Policy

2.1 What Are Cookies?

Cookies are small files stored on your device to track usage and improve user experience. You can manage or disable cookies via your browser settings.

2.2 Types of Cookies We Use

Strictly necessary — For core platform functionality (e.g. login)
Functional — Saves preferences, language, UI layout
Analytics — Google Analytics, Firebase Analytics for product improvement
Third-party/social — Embedded tools like Facebook, LinkedIn (see their cookie policies)

2.3 Managing Cookies

You can disable or delete cookies through your browser settings. This may affect functionality.

3. Data Processing Addendum (DPA)

This DPA forms part of the Privacy Policy and Terms of Service. It governs the processing of personal data Equicty performs on behalf of its business clients.

3.1 Roles

Controller: You, the business customer
Processor: Equicty NV

3.2 Scope of Processing

Purpose — Provision of SaaS services, support, analytics, integration
Data Subjects — Clients, employees, users, suppliers
Data Types — Name, email, phone, IP, horse data, session logs
Sensitive Data — Not expected, unless explicitly instructed
Retention — Max 90 days post-contract (unless otherwise required by law)
AI Features — Zero data retention; no data stored or reused

3.3 Subprocessors

Equicty may use subprocessors for hosting, analytics, or integrations.
📍 You can view the latest subprocessor list within your account at:
Account Settings > Compliance > Subprocessors

You will be notified of any material changes. You have 10 days to raise objections.

3.4 Transfers Outside EEA

Transfers outside EEA, if any, are subject to Standard Contractual Clauses (SCCs) or adequacy decisions.

3.5 Security Measures

Equicty implements technical and organizational measures including:

EU-based hosting (GCP)
Encryption in transit
Access control & audit logs
Backup & disaster recovery
DDoS & vulnerability monitoring

For details, see Schedule 2 (available upon request).

3.6 Data Subject Assistance

Equicty assists Controllers in handling requests from data subjects (access, erasure, etc.).

3.7 Breach Notification

In case of a personal data breach, Equicty will:

Notify the Controller without undue delay
Provide incident reports and support mitigation

3.8 Audit Rights

You may audit Equicty's compliance once per year with reasonable notice. Equicty may charge for excessive requests.

3.9 End of Processing

Upon termination, Equicty will:

Retain data for 90 days (soft delete)
Permanently delete data within 180 days
Retain anonymized data (if applicable) for analytics

4. Updates

We may update this policy periodically. You will be notified of material changes via email or in-app notice. Please review this page regularly.

If you have any questions or concerns, contact us at privacy@equicty.com or by mail:

Equicty NV
Holstraat 87 bus 11
B-8790 Waregem, Belgium