Privacy Policy

TrainerElite, Inc. ("we," "us," "our") operates TrainerElite, a cloud-based barn and horse training management platform available at TrainerElite.pro. We act as a data controller for the personal information we collect through the Platform.

Questions about this Policy: privacy@trainerelite.pro

We collect information in the following categories:

Account and Profile Information

• Name and email address (provided at registration)
• Business or barn name
• Contact phone number (optional)
• Profile and branding settings (logo, business info)
• Account role (trainer, assistant, owner/client)
• If you register or sign in with Google: your Google account name and email address, and a Google-issued authentication token (we do not receive your Google password)

Barn and Horse Data

• Horse records (name, breed, registration, health information, feeding programs)
• Training logs and session notes
• Appointment and scheduling data
• Show records and cost estimates
• Media (photos and videos uploaded to horse profiles)

Client and Contact Information

• Horse owner and client names and email addresses
• Invite records for clients and assistants
• Barn messages between trainers and clients

Contracts and Documents

• Contract templates you create or upload
• Contract content, trainer and client signatures, and signing timestamps
• Uploaded PDF documents associated with horses or clients
• IP addresses recorded at the time of contract signing (for audit and evidentiary purposes)
• Document integrity hashes (SHA-256) for executed contracts
• Audit trail data including device information, browser type, and signing events

Billing and Payment Information

• Subscription plan, billing cycle, and billing history
• Subscription payment data is processed by Stripe — we do not store full credit card numbers
• When Square is connected: Square merchant ID, location ID, and OAuth access token (stored securely, accessible only to your account)
• Invoice data created through Square (processed by Square directly — we do not access funds or payment details)

Usage and Technical Data

• Browser type and device information
• Session authentication tokens and cookies
• Feature usage logs (to improve the Platform)
• Error logs and performance data

We use your information to:

• Provide the Service: Create and manage your account, enable barn management features, and display your data within the Platform
• Contract generation: Generate, store, and send contracts on your behalf using the details you provide
• Notifications: Send transactional emails related to your account (e.g., invite links, contract signing links, billing receipts)
• Billing: Process subscription payments and manage your plan through Stripe
• Customer support: Respond to your inquiries and resolve issues
• Platform improvement: Analyze usage patterns (in aggregate) to improve features and fix bugs
• Security: Detect fraud, protect accounts, and maintain platform integrity
• Legal compliance: Fulfill legal obligations and enforce our Terms of Service

We do not use your barn data, horse records, or client information for marketing purposes or to train AI models.

Your data is stored on secure cloud infrastructure. We implement the following security measures:

• All data transmitted between your browser and our servers is encrypted via HTTPS/TLS
• Passwords are hashed using industry-standard algorithms — we never store plaintext passwords
• Secret API keys and credentials are stored server-side only and are never exposed in the frontend application bundle
• Payment processing secrets (Stripe, Square) are stored as encrypted environment variables accessible only to backend functions
• Square OAuth access tokens are stored in our database with row-level security, accessible only to the trainer who connected the account
• Access to production data is restricted to authorized personnel only
• Uploaded files, contract PDFs, and media are stored in secure cloud object storage with access controls
• Authentication sessions use secure, time-limited tokens
• Executed contract documents are stored as immutable PDFs with SHA-256 integrity hashes for tamper detection
• Role-based access control prevents users from accessing other users' data or admin resources

While we take security seriously, no system is completely impenetrable. We encourage you to use a strong, unique password and notify us immediately if you suspect unauthorized access.

We use trusted third-party services to operate the Platform. These services may process some of your data as necessary:

• Stripe — Payment processing for platform subscriptions. Stripe processes your payment method data directly; we never see or store full card numbers. Stripe's privacy policy: stripe.com/privacy
• Square (optional) — Trainers who connect Square for client invoicing authorize Square to process payments on their behalf. When you connect Square, we store your Square OAuth access token and merchant ID securely in our database so you can manage invoices through the Platform. We do not access, process, or store funds in your Square account. Square's privacy policy: squareup.com/legal/privacy
• Email delivery — Transactional emails (account invites, contract signing links, billing receipts, barn messages) are delivered via our email infrastructure provider
• File storage — Uploaded files, photos, PDFs, contract documents, and executed contract PDFs are stored in secure cloud object storage with access controls
• Google (optional) — If you use Google Sign-In, Google shares your name and email address with us to create or access your account and issues an authentication token. We do not receive or store your Google password. You can revoke our access at any time from your Google account security settings. Google's privacy policy: policies.google.com/privacy
• Authentication — User authentication, session management, and token validation are handled by our backend infrastructure and the Base44 platform

We require third-party providers to maintain appropriate security standards and to use your data only as necessary to provide their services to us. Each third-party service is governed by its own terms of service and privacy policy.

We do not sell your data. We do not sell, rent, or trade your personal information or barn data to any third party for marketing or advertising purposes. Period.

We may share your information only in these limited circumstances:

• With your clients/assistants: Data you explicitly share within the Platform (e.g., horse updates sent to owners) is visible to the intended recipients
• Service providers: Third-party vendors listed above, strictly to operate the Platform
• Legal requirements: If required by law, court order, or to protect the rights and safety of users or the public
• Business transfer: In the event of a merger, acquisition, or sale of assets, your data may transfer to the successor entity. We will provide advance notice

You have the following rights regarding your data:

• Access: Request a copy of the personal data we hold about you
• Correction: Update or correct inaccurate information through your account settings or by contacting us
• Deletion: Request deletion of your account and associated data. We will delete your data within 30 days of a confirmed deletion request (subject to legal retention requirements)
• Export: Request an export of your barn data (horses, logs, contracts) in a portable format
• Opt-out: Unsubscribe from non-essential communications at any time

To exercise any of these rights, email us at privacy@trainerelite.pro. We will respond within 30 days.

TrainerElite uses session cookies and browser storage to keep you logged in and maintain your preferences. We do not use third-party advertising cookies or tracking pixels.

• Session tokens: Required for authentication. Expire when you log out or after inactivity
• Local storage: Used to remember UI preferences — no personal data is stored in local storage

Because we use only essential cookies, a cookie consent banner is not required under most applicable regulations. Blocking all cookies will prevent you from logging in.

We retain your data for as long as your account is active. If you cancel or close your account:

• Your data remains available for 30 days to allow for export
• After 30 days, all account data is permanently deleted from active systems
• Backup copies may persist for up to 90 days before being purged
• Some data may be retained longer if required by law (e.g., billing records)

The Platform is not directed at children under the age of 13. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, please contact us immediately and we will delete it.

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email and by posting a notice in the Platform. The updated Policy will be effective on the date shown at the top of this page.

Privacy questions, requests, or concerns: