Privacy

Ranch Assistant by CrestFlow Digital. Updated September 17, 2026.

CrestFlow Digital develops and runs Ranch Assistant. Each barn owns and controls its records; we store and process them on the barn's behalf.

Request account deletion, or ask a privacy question at support@crestflow.io.

What we keep and why

We keep account names, sign-in names, roles, optional contact details and sign-in history to manage access. Passwords are stored as protected hashes.

The barn enters horse details, care records, client names and contact details, lesson and appointment records, amounts owed and received, notes, documents and photos. We keep these to provide the barn's recordkeeping tools. Connected-service credentials are stored encrypted.

When Ask is available, we keep assistant questions and answers in the barn's records. Security records include sign-in attempts, session IP addresses and browser details, and a history of changes, so we can protect accounts and trace changes.

We do not sell personal data or use it for advertising or profiling. The app has no advertising or analytics trackers and does not read your phone's contacts or location.

Where data goes

Hostinger hosts our server, including each barn's separate database and uploaded files. Cloudflare R2 stores encrypted backups. Connections to the app are encrypted in transit. CrestFlow administers the server to operate, secure and support the service.

OpenAI: When Ask is enabled, submitting a question sends that question and a text snapshot of relevant barn records to OpenAI. The snapshot can include horse details, care due dates, client names and events in the next seven days, including events imported from Google Calendar. For those events it includes the title, time, linked client and horse names, and recorded outcome. Amounts owed are included only for an owner. Answers do not change the barn's records.

Google Calendar is used only when a barn connects its Google account. We request your Google account identity and email address to identify the connection, and read-only access to calendar events to show the barn's schedule. We do not create, change or delete events in Google Calendar, or read your Google inbox or Drive files.

We store event titles, descriptions, locations, start and end times, all-day and cancellation status, and event, calendar and recurring-series identifiers needed to keep the imported records up to date. We process attendee email addresses to match existing clients; we do not store an attendee email list with the imported event.

Disconnecting Google in More > Connections stops future calendar syncing and removes the connection's stored credentials and sync state. We also ask Google to revoke access. You can remove access directly in your Google account settings if that request fails. Events already imported stay in the barn's records, under the retention and deletion rules below; disconnecting does not delete them.

Open-Meteo receives the town or ZIP entered for weather lookup, and the barn's map coordinates and time zone for forecasts. We do not send it client names or barn records.

Supabase for sign-in and password reset, and Resend for account emails, are configured but are not yet used for Ranch Assistant sign-ins or password resets. Stripe is planned for a later service and receives no data from this app today. We will update this policy and notify account holders before those uses begin.

Sharing and your device

The barn controls who has access to its records. A share link can be opened by anyone who has it, so share links only with intended recipients.

The app saves its screens, styles and icons, plus small display preferences, on your device. It does not cache barn records for offline reading. When the server cannot be reached, changes cannot be confirmed as saved. Copies you download or share outside the app remain wherever you keep them.

How long we keep it

We keep the barn's records, change history and assistant conversations while the barn has an account, unless they are deleted sooner.

Sign-in attempts are deleted after 24 hours. Sessions last up to 30 days. Signing out ends that session's access immediately.

A deletion is carried out within 30 days of the request. Backups containing the data are removed within 90 days after the deletion is carried out. These copies are retained temporarily for recovery.

Deleting an account

To ask, email support@crestflow.io from the account's email, or choose More > Delete account in the app to open the instructions. You do not need the app installed to make a request. If you sign in with only a user name or cannot access that email, contact us so we can confirm your identity another way.

Deleting a staff account removes its sign-in access and personal account details. Records made for the barn remain with the barn, without the former staff member's account identity. Deleting an owner's account closes the whole barn and removes its records, files and sign-ins. We keep a minimal record that the deletion was completed.

See account deletion for the steps, what is retained and the time limits. For access to, correction of, or deletion of information a barn holds about you, contact the barn or our support address.

Age

Ranch Assistant is not for anyone under 18. A barn may enter records about young riders as part of running its activities; the barn controls those records.

Changes and contact

The date at the top shows when this policy changed. We also email account holders about material changes.

CrestFlow Digital: support@crestflow.io.