TENCENDUR
Privacy Policy
1. Who we are
Tencendur (“the Service”) is operated by Tencendur LLC (“we,” “us”). We are the controller of the personal data described here. Contact: support@tencendur.com.
2. The short version
- Your records are private by default and stay that way. There are no public profiles, no social feeds, and no public sharing surfaces.
- Access is enforced at the database level (row-level security), not just hidden in the interface.
- Our promise: your record is always yours and always here, and you can ask us to export or delete it at any time (§9). We never sell your data to anyone, and we never use it for advertising.
- AI tools. Some features use AI, and what they process is handled by outside AI providers. One of them is Nous Research, where we have turned on its Privacy Mode. We choose providers and settings that limit how your data is stored and used, but we cannot guarantee the privacy of anything processed by our AI tools (§6, §6a).
- A parent or guardian owns every rider-under-18 relationship. An adult may optionally provision a restricted minor Circle profile that cannot access household records, billing, or adult controls.
3. Data we collect
Account data: email address, password (hashed by our authentication provider — we never see it), optional two-factor authentication factors for staff roles, and hashed recovery codes.
Mobile number (optional): only if you turn on text alerts: your mobile number, your consent to receive texts, when you gave it, and the consent wording you agreed to (see §4a).
Rider and household records you enter: rider names, dates of birth (required for riders under 18), rider type (adult / child), horse details, family/household links.
Competition and training records you enter or capture: photographs of your own scored test sheets, extracted per-movement scores and judge comments, placements, training journal entries and videos, goals, expense records, documents you store (e.g., Coggins certificates), and volunteer hours.
Photos: optional household photos (e.g., rider/horse portraits). Photos are processed on your device before upload: metadata (including location EXIF) is stripped and only resized variants are uploaded. Originals never leave your device.
Barn and scheduling data: barn enrollment, lesson requests, offers and bookings, calendars and events, RSVP responses, duty assignments (staff), and survey responses.
Operational data: per-extraction AI cost records (which sheet extraction ran, its token cost), audit records of administrative actions, and standard technical logs kept by our infrastructure providers (e.g., IP addresses in server logs).
We do not collect analytics or advertising trackers, and we do not run third-party ad or analytics scripts.
4. How we use data
- To operate the Service: store and display your records, run score-trend analytics on your own data, manage barn scheduling.
- To extract data from sheet photos you submit (see §6, AI processing).
- To secure the Service: authentication, two-factor enforcement for staff, audit trails of administrative actions.
- To communicate with you about your account (password resets, security notices, beta communications).
- To send text alerts to your mobile number, only if you opt in (see §4a).
- We do not use your data for marketing, advertising, profiling, or sale. We will not send marketing email during beta.
4a. Text messages (SMS)
Text alerts are optional and off until you turn them on under Account → Notifications, enter your mobile number, and agree to the consent statement shown there. Agreeing is not a condition of using the Service or of any purchase.
- What we send: lesson and schedule reminders, notices about your account and barn (such as documents to sign and service updates), and urgent alerts from your barn. No marketing.
- Frequency: varies with your barn’s schedule. Message and data rates may apply.
- Reply STOP to cancel at any time, START to resume, and HELP for help, or email support@tencendur.com.
- Carriers are not liable for delayed or undelivered messages.
- Mobile information is never sold, rented or shared with third parties or affiliates for their marketing or promotional purposes. Text-messaging opt-in data and consent will not be shared with any third party. Our SMS provider (§7) processes your number only to deliver the texts you asked for.
5. Who can see what
Visibility is scoped and enforced by database row-level security:
- Your family: members of your linked household see the household’s records.
- Your barn’s staff (only if you enroll a rider at a barn): trainers and barn administrators can see that rider’s scheduling data (requests, bookings, events), enrollment details, survey responses, and records you explicitly share through barn features. Barn staff do not see your household’s private records (journals, expenses, documents, photos) unless a feature explicitly shares a specific item and says so.
- Survey responses linked to a minor rider are visible only to that rider’s own family and their barn’s staff.
- Platform administration: during beta, the operator (Tom Jones) holds a disclosed super-administrator capability for support and safety. Administrative actions are logged to an audit trail. This access is used only for support, debugging, and safety — never for curiosity or any commercial purpose.
6. AI processing (test-sheet and document extraction)
When you photograph a test sheet (or use document auto-read), the image is sent to Anthropic, our AI processing provider, to extract the scores or fields, and the structured result is returned to your account. Under Anthropic’s Commercial Terms of Service (Section B, effective June 17, 2025), API inputs and outputs are not used to train Anthropic’s models. We log the processing cost of each extraction (not the image) for cost management. Extraction accuracy is not guaranteed — you review and confirm every extraction, and your photographed sheet remains the authoritative record.
6a. The Assistant (invited testers only)
Some accounts can use the Tencendur Assistant, which drafts barn events, messages and answers from what you type. When you use it, your request, the relevant records it looks up (for example, barn members, horses and calendar details), and its reply are sent to Nous Research, our AI model provider, to produce the draft. Our Nous account uses Nous’s Privacy Mode: Nous does not store these requests and does not use them for training, product improvement or support. However, Nous may pass a request to another company that runs the model, and that company’s data handling may differ. We therefore cannot guarantee the privacy of what you send to the Assistant. Your Tencendur records themselves are unchanged: they stay in your account, and we never sell them.
The Assistant never sends anything by itself. Every message or event it drafts is shown to you and goes out only if you approve it. We store your requests, the Assistant’s replies and drafts, and the cost of each request, and we review them to improve the Assistant. Questions it could not answer may be added to a reviewed knowledge library; answers that staff contribute stay within their own barn unless reviewed and approved for wider use.
7. Service providers (subprocessors)
We use these providers to run the Service. Each processes data only to provide its service to us:
| Provider | Role | Data touched |
|---|---|---|
| Supabase | Database, authentication, file storage | All stored records; auth email; files (private buckets) |
| Vercel | Application hosting | Traffic passing through the app; server logs |
| Anthropic | AI extraction | Images/documents you submit for extraction |
| Nous Research | AI model for the Assistant (invited testers only) | Assistant requests, the records looked up to answer them, and the drafts produced |
| Resend | Transactional email delivery | Your email address and the contents of account emails (e.g., password resets) |
| sent.dm | Text message (SMS) delivery, only if you opt in | Your mobile number and the contents of the texts sent to you |
| Optional calendar integration (staff-enabled) | Calendar data for barns that connect Google Calendar |
We do not share data with any other third party except as required by law.
8. Children’s privacy
Adults create and own household accounts. A parent or legal guardian may enter records about their own minor rider and may optionally provision a restricted Circle login for that rider. The restricted login can use only guardian-approved rider connections and groups; it cannot access household records, billing, documents, adult conversations, or guardian settings. Minor profiles are not public and same-barn discovery is off until the guardian enables it. Each direct connection and group membership requires adult approval and can be revoked. Parents may review or change membership controls and may correct or request deletion of their child’s records at any time (§9). Ordinary message content is not automatically displayed in the guardian account; reported content may be reviewed through an audited safety process.
A parent or guardian is also asked, once for each minor rider, to approve all barn communications for that rider. Until they approve, barn staff cannot add the rider’s own login to barn chats without per-chat approval, and cannot name the rider in messages seen by other families. The barn can still message the parent. Approval can be withdrawn at any time from My Circle.
9. Retention, deletion, and export
- Your records are retained while your account is active.
- Deletion requests: email support@tencendur.com from your account email. We will delete your account and its records within 30 days, except records we are required to retain (e.g., minimal audit/security logs) — we will tell you what was retained and why. (An in-app self-service deletion and export tool is planned; until it ships, this manual channel is the mechanism.)
- Export: on request through the same channel, we will provide your records in a machine-readable format.
- If a rider leaves a barn, barn staff lose visibility into that rider’s future data through the enrollment; barn operational records they already legitimately hold (e.g., past bookings) remain in the barn’s history.
10. Security
Row-level security on every table; private storage buckets with short-lived signed URLs (no permanent public file URLs); two-factor authentication required for barn staff roles; passwords and recovery codes stored only as hashes; administrative actions audited. No system is perfectly secure — if a breach affecting your data occurs, we will notify affected account holders promptly and comply with applicable breach-notification laws.
11. Your rights
Depending on your state, you may have rights to access, correct, delete, or obtain a copy of your personal data. We honor the mechanisms in §9 for everyone regardless of state. We do not sell or share personal data as those terms are defined in state privacy laws, so there is nothing to opt out of. To exercise any right, email support@tencendur.com.
12. Changes
We may update this policy. For material changes we will notify account holders (in-app or by email) before the change takes effect, and we will not retroactively weaken protections on already-collected data without consent.
13. Contact
Tencendur LLC — support@tencendur.com