PRIVACY NOTICE

Your information in TurfPlan

Last updated 8 November 2026

TurfPlan provides private racehorse-yard record keeping, race planning and owner communications. This notice explains what information is held, why it is used and how long it is retained.

Who is responsible

TurfPlan is responsible for the personal information processed to operate this service. Privacy enquiries and requests can be sent to colman@turfplan.ie.

Information we use

• Account details, names, email addresses, roles and sign-in security information.
• Yard records entered by trainers and authorised staff, including horse work, weights, lots, race plans and veterinary or medicines-register information.
• Owner contact details and trainer-approved posts, photographs, videos and voice notes.
• Service activity, security events, fault reports and enquiries needed to operate, protect and improve TurfPlan.
• Public racing information used to match horses and support race planning.

Why we use it

Information is used to provide the service requested by the trainer, keep yards separated, maintain required records, support users, secure the service and improve reliability. TurfPlan does not sell personal information.

Who processes it

Specialist service providers are used for secure hosting and storage, authentication, and limited technical functions. These currently include Cloudflare and Clerk. Audio sent for transcription is processed only to return the transcription. Providers are given only the information needed for their function.

How long information is kept

• Revoked owner access stops immediately; the revoked owner account record is removed after 30 days.
• Deleted horse records remain recoverable for 120 days. They are not permanently removed while a medicines record must still be retained.
• Medicines-register records are retained for at least one year after the last entry, in line with IHRB Rule 148.
• Owner posts and their media are removed after two years.
• Feature-usage information is retained for 12 months. Enquiries, resolved feedback and security audit events are retained for up to two years.
• Expired demonstration access and its yard membership are removed after expiry.
• A yard closure pauses access immediately and is scheduled no sooner than 30 days later, or later where the medicines-register retention period requires it. A private closure export is made immediately before deletion.
• Encrypted private database backups and closure exports are retained for 90 days, after which they are automatically removed. A deletion may therefore remain in backup copies until those copies expire.

Your choices and rights

You may ask for access to, correction of, restriction of or deletion of your personal information, or object to certain uses. A trainer can revoke owner access and request a yard closure. Some information may need to be retained to meet legal or regulatory obligations.

Cookies and device storage

TurfPlan uses only cookies and similar browser storage that are necessary to provide, secure and remember features requested by its users. It does not currently use advertising cookies, marketing pixels or behavioural tracking.

• Sign-in and security: Clerk uses essential cookies and related storage to authenticate users, maintain secure sessions and protect accounts.
• Offline work: TurfPlan uses browser databases, service-worker storage and local device storage so prepared devices can retain unsent work, weights, race plans and medicines entries until a connection returns.
• Paired displays: a device token may be stored on an approved television or browser so it can continue showing the yard’s published lot board without a trainer signing in each morning.
• App preferences: local storage may remember limited choices such as a dismissed deadline notice.

These technologies are required for the relevant TurfPlan feature and are not used to advertise to users. They remain for the session or for as long as the associated secure feature requires. Users can remove them using their browser or device settings, but doing so may sign them out, remove offline work that has not yet synchronised, reset preferences or require a display to be paired again. If TurfPlan introduces optional analytics or marketing technology in future, it will request consent before activating it.

Security

TurfPlan uses authenticated access, yard and role separation, multi-factor protection for administration, private file storage, security logging and daily backups. No online service can promise absolute security, so suspected incidents should be reported promptly.

Questions or complaints

Contact colman@turfplan.ie. You may also raise a concern with the Irish Data Protection Commission.