DupliX Privacy Notice
Who we are
DupliX, including Capture by DupliX, is operated by EQUESTRIANX LTD, registered in England and Wales under company number 11769472.
Our registered office is 52 Albion Way, Verwood, Dorset, BH31 7LR, United Kingdom.
For privacy questions or requests, contact info@equestrianX.com.
EQUESTRIANX LTD is the data controller for personal information used to operate the DupliX platform. Coaches and payment providers may have separate responsibilities for information they process for their own coaching, business, payment or regulatory purposes.
Who this notice covers
This notice covers Coaches, Riders, consumer and professional users, people identified in records or recordings, and visitors to our website.
DupliX App does not offer accounts to children under 13. Please contact us if you believe an account has been created for someone under 13.
Users aged 13–17 must have parent or guardian consent and meet any additional eligibility requirements applicable to them. Account eligibility does not mean that records or recordings can never contain information about a younger person. Anyone contributing information about a child must have appropriate authority and comply with applicable requirements.
Information we handle
The information we handle depends on the features you use. It can include:
• Account details, contact information, sign-in identifiers, profile information and account roles.
• Coach–Rider connections, horse-record access requests and permission decisions.
• Horse information and information identifying owners, Riders, Coaches or other connected people.
• Bookings, lesson arrangements, locations, cancellation policies and coaching records.
• Lesson recordings, transcripts, processing status, draft Insights, Coach edits and approved outputs.
• Journal entries and voice recordings, subject to the separate storage arrangements below.
• Subscription status, purchase references, Insight balances, allocations, gifts, sponsorship, receipts, refunds and lesson-payment information.
• Accepted document versions, agreement times and records needed for account security.
• Essential crash and performance diagnostics and information collected through product analytics.
• Information submitted through website forms and collected through website tracking technologies.
Information comes from you, people authorised to contribute to relevant records, connected Coaches or Riders, purchase and payment providers, and your use of the service.
Information about a horse may also identify a person. We treat that identifiable information as personal information.
How we use information
We use information to operate accounts, maintain authorised relationships and permissions, support bookings, process recordings, create draft Insights, enable Coach review and sharing, provide Journal features, administer purchases and facilitate payments.
We also use relevant information to provide support, protect the service, diagnose technical problems, understand product use, operate permitted website marketing activities, meet legal obligations and handle disputes.
We process information only where applicable law permits it. Depending on the activity and circumstances, processing may involve providing a requested service, meeting legal obligations, pursuing legitimate interests that must be assessed against individuals’ rights, or obtaining consent where required.
Where we rely on consent, you may withdraw it. Accepting our Terms does not provide blanket consent for unrelated processing.
If information is necessary for a feature and you do not provide it, that feature may not be available.
Coach–Rider relationships and recordings
The Coach controls lesson recording and is responsible for informing participants and obtaining any required consent before recording.
DupliX uses lesson recordings and transcripts to provide requested functionality, including transcription and draft Insight creation. Coaches must review Insights before sharing them.
Riders receive only the approved Insight or output that the Coach deliberately shares. Attending or paying for a lesson does not automatically provide access to original audio, raw transcripts or unapproved output.
Ordinary product access to private lesson audio and transcripts is restricted to the delivering Coach. Organisation membership, employment, booking involvement and horse-record access do not automatically grant access.
These product-access rules do not remove anyone’s applicable data-protection rights. We assess requests concerning personal information separately.
If a Coach exports original audio outside the DupliX App, the Coach is responsible for the recipient and lawful further handling. DupliX cannot recall external copies.
AI processing
DupliX App uses third-party AI providers to deliver functionality such as transcription and Insight creation. The current integration AI to process relevant lesson recordings and transcripts.
User content is not used for AI model training. This includes lesson recordings, transcripts, Journal content and private coaching content. Using DupliX does not grant permission to use that content for model training.
Processing content to provide a requested feature is separate from training. It may involve provider handling necessary to operate and secure the processing service.
AI outputs may contain errors or omissions. Coach review remains required before sharing an Insight.
Horse records and shared access
The horse owner creates the initial horse record. Other people request access rather than receiving it automatically.
Access is limited to the permissions granted for the relevant record. Shared horse-record access does not automatically include private lesson audio, transcripts, Journal entries or other separately controlled information.
Organisation access requires explicit user permission. Permission to administer business resources does not automatically provide access to private lesson sources.
Removing access or deleting a record may affect shared information differently from another person’s independently held record. Applicable rights and lawful retention requirements continue to apply.
Accounts, subscriptions and paid Insights
DupliX uses account and purchase information to provide Free features, Coach Pro, Rider Pro and paid Insight functionality.
Apple processes purchases made through its purchase system. DupliX receives information needed to recognise transactions, maintain entitlements and balances, reconcile refunds and prevent duplicate use.
Paid, gifted and sponsored Insights do not expire unless legally required. Their non-expiry does not mean that source recordings or other personal information are retained indefinitely.
Gifting or sponsoring an Insight does not give the purchaser or sponsor access to private lesson sources or unrelated information about the recipient.
Lesson payments
The Coach or Coach’s business is the supplier and merchant of record for coaching services. DupliX facilitates payment-related functionality and does not sell the underlying lesson.
Synapto &/or Stripe is the intended lesson-payment provider. Where a payment facility is offered, the provider and applicable transaction information are identified through that payment process.
Payment providers may process information for their own payment, regulatory and fraud-prevention purposes. Coaches receive information needed to administer their coaching transactions.
Diagnostics and product analytics
DupliX uses essential crash and performance diagnostics to maintain reliability. Product analytics may help us understand feature use and improve usability.
Private lesson audio, raw transcripts, Journal content and private Insight text are excluded from product analytics, ordinary diagnostic logs and advertising systems.
We do not use information for advertising profiling inside DupliX.
Website tracking
Our website may use cookies or similar technologies for operation, measurement and marketing.
The technologies used, their purposes and available choices must be explained where they are deployed. Where consent is required, relevant technologies must respect your choice and withdrawal.
Website marketing tracking does not grant permission to use private coaching content for advertising.
You can contact info@equestrianX.com about website tracking or your privacy choices.
Providers, disclosure and security
DupliX uses service providers for functions including authentication, hosting, storage, AI processing and payments. Current integrations include Apple services, Firebase and OpenAI, including Premium AI services and our own proprietary "Language Engine".
Access to information must be limited to the relevant service purpose. Private recordings and transcripts are not intended for routine staff or contractor review. Exceptional access must be separately authorised, limited and audited.
Information may also be disclosed where necessary and lawful to meet legal obligations, respond to valid requests, protect people or establish, exercise or defend legal claims.
We use access controls and other safeguards appropriate to the information. No system can guarantee absolute security.
Retention
Different information has different retention requirements.
Lesson source audio: our policy is deletion 30 days after capture. A lawful legal or safeguarding preservation hold may delay deletion. Eligible on-device deletion occurs when the app next runs and can perform protected maintenance.
The delivering Coach may request earlier audio deletion. Cleanup may require connectivity, retries and reconciliation of active processing. A pending request is not confirmation that every copy has been erased.
Journal voice recordings: saved voice entries remain privately on the device until deleted or the account is removed from that device. Unsaved recordings are discarded on cancellation. Journal audio is not uploaded, transcribed, analysed by AI or backed up. It cannot be restored on another device or after the app is removed.
Transcripts, Insights and other records: these have separate lifecycles. Deleting source audio does not automatically delete a transcript, approved Insight or lesson record.
We determine other retention by reference to the feature being provided, account or record activity, deletion requests, applicable legal obligations and the need to resolve relevant transactions or claims. Information must not be retained merely because storage is available.
Provider backups, object versions and soft-deleted copies may follow separate erasure schedules. DupliX cannot delete copies that a user has already exported to an external recipient.
Deleting records and accounts
You can use available deletion controls or contact us about your information.
Account deletion is different from signing out, removing the app, cancelling a subscription and requesting a refund.
We remove or anonymise account information subject to applicable legal retention and the treatment of independently held shared records. Retained financial or legal information is not treated as an active user profile.
Another participant’s independent record is not automatically deleted when you close your account. This does not automatically override your rights concerning information about you.
Deleting your DupliX account does not automatically cancel an Apple subscription. Manage subscriptions through Apple’s subscription settings.
Your rights
Depending on applicable law and the circumstances, you may have rights to:
• Access information about you.
• Correct inaccurate information.
• Request erasure or restriction.
• Object to particular processing.
• Obtain portable information.
• Withdraw consent where processing relies on consent.
Withdrawal does not retrospectively invalidate processing carried out before withdrawal.
Contact info@equestrianX.com to make a request. We may need proportionate information to verify your identity. We will explain applicable exceptions and respond within the legally required period.
You may complain to the UK Information Commissioner’s Office through its public information and complaint routes (https://ico.org.uk/for-the-public/), or to another competent authority where applicable.
International processing
DupliX is intended for international use. Service providers may process information outside your country.
Where international transfers require safeguards, those safeguards must be appropriate to the processing and applicable law. You may contact us for information about relevant recipients and transfer arrangements.
Availability through an App Store does not change your applicable privacy rights.
Changes to this notice
We will identify the version and effective date of the published notice and communicate material changes appropriately.
Where a change requires consent or another action, we will request it before the relevant new processing.
Contact info@equestrianX.com with questions about this notice.