Privacy Policy

Your account. When you sign up we receive your email address, your name and, if you give it, your phone number from Clerk, the service that handles sign-in. Clerk keeps your password or other sign-in details; we never see your password. You can also save a home ZIP code so Gate Call can suggest shows near you.

Riders. For each rider you add: first and last name and date of birth. Organizations need the date of birth because age divisions are set by a rider’s age on the organization’s chosen date, usually January 1 of the show year. Riders are often children; their information is entered by a parent, guardian or the adult who holds the account.

Horses and their papers. Each horse’s barn and registered names, breed, color and markings, sex, foal year, height, whether it is gaited, and registration numbers. If you upload papers (Coggins, vaccination records, registration papers, health certificates) we store the file (a PDF or photo) with its dates and details. Papers are kept in a private storage bucket and are never public; each time you or an organization opens one, Gate Call makes a link that stops working after five minutes.

Entries, bills and payments. The classes you enter, back numbers, scratches, memberships, your bills, and a record of each payment and refund: the amount, the method (card, cash or check), the processing fee and Stripe’s reference for it. Card details go straight to Stripe; Gate Call never sees or stores your full card number or security code. If you choose to save a card, Stripe keeps it on the organization’s Stripe account, and Gate Call only shows you its brand, last four digits and expiry so you can pick or remove it.

Your location, only if you ask. If you tap “Use my location” on the website, your browser asks your permission and then sends your approximate position to our server, which looks up the nearest ZIP code and sends it back. We do not store the coordinates; we keep only the ZIP (in a cookie on your device and, if you save it, on your account). The phone app does not use your location; you type a ZIP instead.

Notifications. If you turn on notifications, we store the push address for that browser or phone (a Web Push subscription or an Expo push token) and the browser or device type, so we can tell you when your class is called or results post. Turning notifications off removes it.

Family sharing. If you invite another adult into your family account, we store the email address you invited, who sent the invite and when it was accepted. Gate Call does not send the invite email; you share the link yourself.

Your own records. Things you keep for yourself in My barn: show costs, horse care logs (vet, farrier, vaccinations and the like), checklists, and shows or listings you save. Organizations do not see these.

Organization staff. If you work for an organization in the console, we keep your role with that organization, and records of what staff do where an organization needs them: for example, who took a cash payment or changed a posted result. An organization’s show office can also add a family that is not on Gate Call yet (for a walk-up entry) with a name and email; if you later sign up with that same, verified email, that record becomes yours.

Show bills and organization content. Show bills sent in through the show finder (a photo, an optional note, and the name, email and phone you choose to give), show bills organizations import, organization details and sponsor logos. The show finder publishes only the facts read from a bill (dates, venue, host and contacts, classes, fees and the bill’s terms); the photo of the bill is not shown publicly and is seen only by our reviewers and the person who sent or shot it.

Technical information. Like any website, our servers see your IP address and browser details when you visit. We use the IP address briefly to limit abusive traffic and do not build profiles from it. If an error occurs, an error report may be sent to Sentry (see below).

• To run Gate Call: your account, entries, bills, payments, show-day screens, live boards, results and standings.
• To check eligibility the organization's rules require, such as age divisions and horse and rider pairings.
• To send the notifications you turn on.
• To read show bill photographs into listings for the show finder (the photos themselves are not published).
• To keep Gate Call secure, fix problems and prevent abuse.
• To answer you when you contact us, and to meet legal obligations.

We do not sell personal information, rent it, or use it for advertising.

The organizations you enter or join. When you enter an organization’s show or join its membership, that organization’s staff see what they need to run it: your family’s name and contact details, your riders’ names and dates of birth, your horses and the papers the organization requires, your entries, bills and payments. An organization sees only its own shows and members, not your other organizations or your private records.

The public. Show schedules, live boards, arena TV screens, results and high-point standings are public pages. On them, riders appear as first name and last initial (for example, “Emma R.”), with their horse’s name and back number, the class, and their placing, time or score and any payback won. An organization’s printed show documents and its own exports can carry fuller names.

Your family. Adults you invite into your family account see and manage the same riders, horses, entries and bills that you do.

Service providers, listed below, who process information for us to run Gate Call.

When the law requires it, or to protect the safety, rights or property of our users, the public or us. If Small Batch Solutions LLC or Gate Call is ever sold or merged, the information would pass to the new owner under this policy.

Clerk

Sign-in, accounts and organizations. Receives your name, email, phone and sign-in details.

Stripe

Card payments, on each organization's own Stripe account. Receives your card details, payment amounts and the bill they are for.

Railway

Hosts the website, API and databases, and the private storage bucket that holds horse papers and sponsor logos.

OpenAI

Reads photographs of show bills (sent in, scanned or imported by an organization) so they can be turned into listings and show bills. Only the bill images are sent.

Push services

Expo's push service, Apple Push Notification service and Google Firebase Cloud Messaging deliver notifications to the phone app; your browser's push service (for example Google, Mozilla or Apple) delivers them on the web. They receive the push address and the notice text.

Sentry

Error reports, when switched on. Gate Call is set up not to send user details, cookies, request headers or bodies, or query strings; a report carries the error, the page and the browser or device type.

Google Maps

A map of the organization's grounds on an organization's public page, embedded from Google, and Get directions links.

YouTube, Facebook, Vimeo, Twitch

When an organization adds a live stream, the player is embedded from that platform on the live page and arena TV.

Embedded maps and video players are loaded from those companies, which receive your IP address and browser details and may set their own cookies under their own privacy policies.

Gate Call uses a few cookies and browser storage items, all to make the site work. There are no advertising or analytics cookies.

__session, __client_uatCookies (Clerk)

These and Clerk's other cookies keep you signed in. Set by Clerk on the sign-in pages, the rider app and the organization console only; the public pages do not load Clerk.

gc_zipCookie

The ZIP code you last chose, so the show finder and rider app can start from it. Kept for a year.

gc_adminCookie

Only for Gate Call's own staff who review the show finder: keeps their admin sign-in.

gc:asked-locationSession storage

Remembers that the finder already asked for your location this visit, so it asks only once.

gatecall.live.videoLocal storage

Whether you turned the live video on or off on a live page.

The phone app keeps your sign-in in your phone’s secure storage (the iOS Keychain or Android Keystore). It uses your camera or photo library only when you choose to add a photo of a horse’s papers.

We keep your account information while your account is open. Entries, bills, payments and results are part of the show records of the organization that ran the show, and results stay attached to the rider so a family keeps its history; we keep these records for as long as the organization and the family need them and the law requires (for payments, typically several years for tax and accounting). Things you delete (papers, care log entries, costs, saved cards, saved shows, notifications) are removed from Gate Call when you delete them, apart from backups, which age out. When you close your account we delete or de-identify your information except what we or an organization must keep.

• Edit your riders, horses, home ZIP and family members in My barn, and your name, email and sign-in in your account settings.
• Delete horse papers, care log entries, show costs, saved cards and saved shows in the app.
• Turn notifications off on any browser or phone, and turn location off in your browser settings.
• Delete your sign-in (your Clerk login) yourself from your account settings.
• To get a copy of your information, correct something you cannot edit, remove a rider or horse, or close your family account and its records, contact us at legal@smallbatch.solutions. We may need to confirm it is you, and we will answer within 30 days.
• For information an organization holds about you (an entry, a bill or a membership), you can also ask the organization directly.

Depending on where you live, you may have other rights under your state’s law; contact us and we will help.

Accounts are held by adults. A Gate Call family account belongs to a parent, guardian or other responsible adult. Many riders are children: their names and dates of birth are entered by that parent or guardian, or by an organization’s show office staff for their own organization (for example, a walk-up entry or the organization’s member list). Gate Call is not directed to children under 13, and children should not create accounts; we do not knowingly let a child under 13 sign up or give us information themselves.

What a rider’s information is used for. A rider’s name and date of birth are used to check entry eligibility by age (a rider’s age is counted on the organization’s chosen date, usually January 1 of the show year), to place the rider in the right classes and divisions, for membership, and for results and high-point standings. On public pages (schedules, live boards, results and standings) a rider appears only as first name and last initial; a date of birth is never shown publicly.

Who sees it. The family account (and the adults you invite into it), and the organizations whose shows the rider enters or whose membership the rider joins, as described in Who sees it. We do not sell riders’ information or use it for advertising, and Gate Call has no advertising or analytics trackers.

Changing or deleting it. A parent or guardian can edit a rider’s name and date of birth in My barn at any time. To delete a rider, contact us at legal@smallbatch.solutions from the email on the family account; we will delete the rider (results an organization has already posted may remain as first name and last initial, and payment records an organization must keep are kept). If you think a child has given us information themselves, contact us at the same address and we will delete it.

Information an organization entered. An organization that added a rider (typed in at the show office or imported with its member list) can remove the rider from its member list in the organization console. To have a rider’s details corrected or the rider record deleted entirely, the organization (or the family) contacts us at legal@smallbatch.solutions.

We protect information with encrypted connections (HTTPS), sign-in through Clerk, roles that limit what each organization volunteer can see, each organization’s data kept separate from other organizations’, private storage for horse papers with short-lived links, and payments handled by Stripe. No system is perfectly secure; if a breach affects your information, we will tell you as the law requires.

Gate Call is run from the United States for organizations and families in the United States. Your information is stored and processed in the United States, by us and by our providers (including hosting, file storage, sign-in and error monitoring).

We will update this policy as Gate Call changes. The date at the top shows the last change; if a change is significant we will give notice on the site or in the app before it takes effect.

Questions or requests about your privacy: Small Batch Solutions LLC, legal@smallbatch.solutions. See also Contact and our Terms of Service.