Who We Are and What This Policy Covers

Sequence Equestrian Q (“SEQ”, “we”, “us”) makes software for running dressage shows: a judge’s score sheet that fills itself in from the judge’s voice, a live order of go for the ring, and a show office that sees every signed test as it arrives. This policy covers the website at seqequestrian.com and the SEQ app used by show managers, judges, ring stewards and show office staff.

It does not cover the shows themselves. A show’s entry forms, waivers, membership records and rules belong to the organization that runs the show, and that organization’s own privacy practices apply to them.

Information We Collect

Account information. When a show manager creates an account, or a judge, steward or scorer activates an invitation, we collect a name, an email address, a password and a role, and for a show manager the name of their organization. Passwords are stored only in a protected, one-way form and cannot be read back. An account holder may add a profile photo and a signature image.

Show information. The show’s staff enter the show’s name, dates, venue and organizer, its classes and tests, and each rider’s name, horse, team or barn, entry number, ride time, class and status. The show office may also keep email addresses for a rider: the rider’s own, and a parent’s or guardian’s.

Rider accounts. A rider, or a parent or guardian, may create a free rider account to see the rider’s own tests once a show releases them. We collect the account holder’s email address and password, the rider’s first and last name, and whatever the account holder chooses to add: a date of birth, a team or barn, USEF and USDF membership numbers, and the rider’s horses (name, date of birth, sex, registration, owner and notes). An account sees a rider’s tests only after it has proved, by a link we email, that it holds an address the show has for that rider.

Judging information. For every ride: the scores, remarks and issues on the sheet, errors of course, safety concerns, the judge’s review of what the app heard, the judge’s name and electronic signature, and the time each test was signed. When a judge scores by voice, we keep a written log of what was heard and what the app did with each line, so a judge can check the sheet afterwards; these voice logs are deleted after 90 days.

Voice audio. When a judge scores by voice, the microphone audio is turned into text (see Voice and AI Services below). We do not keep recordings of the judge’s voice.

Voice ID. A judge may enrol their voice so that lines spoken by someone else are marked for the judge to check. The voiceprint this creates is stored only on that judge’s own device, in the browser, and is never sent to SEQ. The judge can remove it at any time in Controls.

Messages. If you use the contact form we collect your name, email, organization (optional), topic and message. If you send feedback from inside the app we collect the message with your account details.

Email preferences. When you unsubscribe from SEQ’s emails, or choose which kinds to receive, we keep that choice against your email address, with a record of when it was made and how, so that we honour it and can show that we did.

Billing information. When a show manager links a payment method, the card or bank details are entered on Stripe’s own pages and never reach SEQ. We keep the Stripe customer reference, the kind of payment method, the card brand and last four digits, and each show’s bill and its payments.

Technical information. Our servers receive your IP address and browser type with every request. We use the IP address to limit repeated sign-in failures and repeated messages, and our hosting and network providers keep standard connection logs. Each device that signs in is given a random device identifier so that changes made on it can be kept in step with the other devices at the show.

Activity records. For the integrity of a show’s results we record who changed what and when: for example which account entered a rider, changed a class, signed a test or resolved a safety alert.

Riders and Minors

Many riders at the shows SEQ serves are under 18. Their information is entered by the show that they have entered, not collected by SEQ from the riders themselves. The show is responsible for having the right to enter a rider’s details, including any consent a parent or guardian needs to give. Riders aged 13 and over may hold their own rider account; for a rider under 13, a parent or guardian creates and holds the account. We do not knowingly collect information directly from a child under 13; if you believe a child has created an account, tell us and we will close it.

By default the public results page shows riders by entry number only. A rider’s name, horse and team appear there only if the show manager turns on the setting that shows them. A parent or guardian who wants a rider’s name taken off a public page, or a rider’s information removed after a show, can ask the show or write to us; see the Your Data and Choices page.

How We Use Information

We use the information above to:

run the show: build the order of go, keep every device at the show in step, fill in score sheets, work out placings and produce the official PDFs;
show riders, and their parents or guardians, the rider’s own tests once the show releases them;
keep accounts secure: sign you in, keep your session, throttle repeated failures and send password resets;
provide voice scoring and its checks, described in the next section;
send the emails the service needs: staff invitations, password resets, replies to your messages, a rider’s invitation to see a released test (with a reminder every three days until someone signs up with that address or it unsubscribes), a link to confirm an email address, and, for show managers, bills and receipts;
bill shows for the rides scored, through Stripe;
answer your questions and act on your requests;
find and fix problems, using activity records, voice logs and the feedback people send;
meet our legal obligations and enforce our Terms of Service.

We do not use your information for advertising, we do not build profiles of people for marketing, and we do not sell personal information or share it for others’ advertising.

Voice and AI Services

Voice scoring turns a judge’s spoken scores and remarks into text on the sheet. Depending on the judge’s device and what the show has switched on, that happens in one of three ways:

Deepgram. The audio is streamed through our server to Deepgram, a speech-recognition service, which returns the words. Optional proofreading also sends a finished line’s audio to Deepgram for a second listen, and the earpiece reminders a judge hears are spoken by Deepgram’s text-to-speech.
On the device. Where Deepgram is not available, the judge’s device can recognise speech itself with an offline model. The model files are downloaded once from a public content network; the audio never leaves the device.
The device’s own speech recognition. As a last resort the app uses the speech recognition built into the browser, which the device’s maker (for example Apple or Google) provides under its own terms.

When the owner has switched on AI checking, SEQ sends the text of what the judge said, the test being ridden and the scores and remarks so far to Anthropic’s Claude, which suggests corrections to plainly misheard words and points out likely mistakes for the judge to check. Riders’ personal details are not part of what is sent. Every suggestion is shown to the judge, who has the final say.

These providers process the audio and text to provide the service and under their own terms. We do not use your information, or theirs, to train artificial-intelligence models.

People at your show. Show information is visible to the show’s own staff according to their role: the show manager sees everything, the show office sees the schedule and every signed test, and a judge sees the rides they are judging. Signed tests carry the judge’s name and signature. A rider account sees only that rider’s own rides, and their scores only once the show releases them.

The public results page. A show may publish its schedule and final placings on a public page. By default that page shows entry numbers only; names appear only when the show manager turns them on.

Service providers. Companies that host or help run SEQ and see only what they need: Railway (hosting), Cloudflare (network security and email routing), Resend (sending email), Stripe (payments), Deepgram and Anthropic (voice and AI, as above).

Legal reasons. If the law requires it, to protect someone’s safety, or to defend our rights.

A change of ownership. If SEQ is sold or merged, your information may pass to the new owner under this policy.

We never sell personal information and we have no advertising partners.

Cookies and On-Device Storage

SEQ sets one cookie, seq_scribe_session, which keeps you signed in. It is marked so that scripts cannot read it and it expires after about twelve hours without use, or when you sign out. There are no advertising cookies and no third-party analytics scripts on our pages. Cloudflare, which protects and delivers the site, may process connection details for security and may provide us with aggregate, cookie-free statistics about visits.

The app keeps a copy of the show’s current data in your browser’s storage so that judging carries on when the show-ground Wi-Fi drops, and an enrolled Voice ID is kept there too. Signing out, or clearing the site’s data in your browser, removes it.

How Long We Keep Information

Accounts stay until you ask us to delete them, or we close them under the Terms of Service.
Show records, including signed tests, placings and activity records, are the show’s own records. We keep them for as long as the show’s organization has an account with us, and we may keep billing records for as long as tax and accounting rules require.
Voice logs are deleted after 90 days.
Sync records that keep devices in step are deleted after 30 days.
Messages and feedback are kept while we deal with them and for a reasonable time afterwards.
Email preferences are kept for as long as we send email, so that an unsubscribe keeps working.
Backups are encrypted and rotated; we keep at most the last 60 copies, so deleted data leaves backups within about two months.

How We Protect Information

Every connection to SEQ is encrypted. Passwords are stored only in a one-way protected form. Sign-in cookies cannot be read by scripts. Each role sees only what it needs. Repeated sign-in failures are throttled. Backups are encrypted before they leave the server. Every change to a show is recorded with who made it and when.

No system is perfectly secure, and we cannot promise that information will never be lost or misused. If you believe there is a problem with SEQ’s security, please tell us at [email protected] straight away.

Your Choices and Rights

You can see and change your name, email, photo and signature in the app, and change your password. You can ask us to delete your account. A judge can score by hand instead of by voice, switch the earpiece off, and remove their Voice ID. A show manager decides whether riders’ names appear on the public page. We send only the emails the service needs, never marketing, and every email we send a person carries an unsubscribe link that needs no sign-in.

Depending on where you live you may have rights to know what information we hold about you, to correct or delete it, to receive a copy, or to object to some uses. We honour these requests for everyone, wherever they live, and we never treat anyone differently for making one. The Your Data and Choices page explains how to ask and what happens next.

Where Information Is Processed

SEQ is operated from the United States and its servers are in the United States. If you use SEQ from elsewhere, your information is transferred to and processed in the United States, where privacy laws may differ from those where you live.

Changes to This Policy

When we change this policy we post the new version here with a new effective date. If a change is significant we tell account holders by email or with a notice when they next sign in. Continuing to use SEQ after a change means the new policy applies.

How to Contact Us

Write to [email protected], or use the Contact Us page. We reply by email.

Privacy Policy