Privacy Policy

This policy explains how 1barn, LLC (“1barn”, “we”) handles personal information when you visit 1barn.com or help.1barn.com, create an account, or use the 1barn web and mobile applications (the “Service”). It applies to barn owners and staff who subscribe, and to the boarders, riders, families, and vendors a barn adds as users.

Two roles. For the account itself and for visitors to our websites, 1barn decides how information is used (we are the “controller”). For the records a barn keeps about its own customers, horses, and staff, the barn decides and we act on its instructions (the barn is the controller; we are a “processor”). If you are a boarder or rider with a question about what a barn has recorded about you, ask the barn first; we will help them answer.

Account information. Your name, email address, and sign-in credentials (handled by our identity provider; we never see your password), your barn’s name and time zone, your role, and your settings.

Barn records. What a barn enters: horses and their records, including each horse’s health status (healthy, injured, rehabbing, or sick) and its history; people and their contact details (including mailing and billing addresses), roles, and relationships; a person’s date of birth, which only the barn’s staff, managers, and owner see (and the person, or their parent or guardian, their own), never vendors or other families; care instructions and logs; health records; emergency contacts; documents and files; messages; events, registrations, and bookings, including payment terms, deposits, what a family has paid or still owes and when it’s due, scheduled charges, attendance at each session, and account credits with the reason given; lesson requests and schedules, rider notes (such as a rider’s goals or nerves), which only the barn’s staff and instructors see, including why a lesson was cancelled (such as a no-show), whether the charge was kept, and who covered for whom; notes; horse photos and profile pictures; customer balances and ledger entries; staff schedules, time-clock entries, pay rates, and payroll totals; shifts offered up and trade requests; open shifts and who said they can take one, with any comment, which only the barn’s managers see in full (coworkers see only how many people answered); time-off requests, with any reason given, which only the barn’s managers see; paid time-off balances and their history, and which kind of time off a request is paid from (such as vacation or sick time, which may reveal that someone was ill), which only the employee and the barn’s managers see; employment status history (when someone was hired, went on leave, came back, left, or was rehired, with any note) and pay rate history (each rate, the day it took effect, the note, and who changed it), which only the barn’s managers see; staff availability (the weekly times an employee says they can and can’t work, optionally between two dates, with any note), which only that employee and the barn’s managers see, never their coworkers; scheduling preferences (how many shifts a week or month someone would like, mornings or afternoons, and any comment), seen the same way; and who recorded what, such as which staff member logged a feeding or approved a time entry. Emergency cards can hold the horse’s insurer and policy number, a spending limit, and who may make decisions for the horse. Some of these may be sensitive for the people involved, such as a rider’s date of birth or a medical note on a horse’s emergency card. Barns are responsible for collecting them lawfully.

Signed documents. When a document is sent for signature, we collect the signer’s name and email, the field values they enter, their signature (drawn or typed), and an audit trail: timestamps, the IP address and browser used, and consent to sign electronically. Fields a barn marks as secure (such as bank details) are encrypted so that only the barn’s staff can reveal them, with a one-time code sent to their email.

Payment information. Your subscription payment details are collected and stored by Stripe, our payment processor; we see only the last four digits, the card brand, and billing status. Where a barn collects payments from its own customers, those details likewise go to Stripe under the barn’s own Stripe account.

Usage and device information. Server logs with IP addresses, browser and device type, pages requested, and timestamps; error reports; product analytics about how the Service is used, recorded by user and barn ID rather than by name or email (see section 8); and, on our websites, the analytics described in section 8. If you turn on notifications in the 1barn mobile app, we keep your phone’s push token, so notices reach it. The mobile apps do not collect location, contacts, or advertising identifiers.

Communications. Emails and in-app support messages you send us, our records of emails we send you (including whether they bounced), and which conversations you have read.

Barn websites. For a barn that uses the website add-on: its site’s words and photos (published at its barn.page address for anyone to see), its public links (its current website and social pages, such as Facebook or Instagram), and, if the barn sets one, its own Google Analytics measurement ID. When an owner asks Ask 1barn to draft the site from the barn’s current website and confirms it is the barn’s own, we read up to 40 of its public pages and copy its photos into the barn’s files, recording who agreed and when; a free preview’s copied text and photos are deleted after 60 days unused. Messages sent through a barn site’s contact form hold the visitor’s name, email address, optional phone number and message, and the visitor is kept as a contact of that barn; the sender’s IP address is used briefly to stop spam. Barn sites set no cookies of 1barn’s; a site whose barn turned on Google Analytics shows a cookie notice, and Google’s tag loads only if the visitor accepts (the visitor’s choice is kept in their own browser). For those analytics, the barn decides and Google processes the data for the barn.

Connected assistants. If you connect ChatGPT or Claude to 1barn, we keep the connection’s sign-in grant, and its requests appear in our server logs like any other.

To provide and operate the Service; to create and secure accounts; to send the emails the Service requires (invitations, signing requests, reminders, receipts, and notices about your trial or subscription), and the schedule, lesson and reminder notices you choose to get by email or on your phone (you pick which under your profile’s Notifications); to answer support requests; to bill you; to detect and prevent abuse, fraud, and security incidents; to understand how the Service is used so we can improve it; and to comply with law. We do not use barn records or signed documents to train AI models, and we do not sell personal information or share it for advertising.

Ask 1barn, the assistant inside 1barn. Every plan includes Ask 1barn for the barn’s staff (owners, managers and staff; never boarders, riders or vendors); 1barn can turn it off for a barn that asks. Nothing is sent until a staff member asks a question. It runs one of two ways, the barn’s choice. On 1barn’s AI, each question a staff member asks, and the barn records needed to answer it (looked up with that person’s own permissions, the same records described under the connected assistants below), are sent to Anthropic, under 1barn’s account and Anthropic’s commercial terms. Anthropic does not train its models on them, and deletes what it was sent and what it wrote back within 30 days, unless its safety systems flag it as breaking its usage policy, in which case it may keep it for up to two years. On the barn’s own key, the same goes to the AI provider the barn chose (Anthropic or OpenAI), under the barn’s account with them and that provider’s terms. This includes drafts a staff member asks Write for: the shorthand they type, the text already in the editor, and the details of the conversation or record they’re writing in, read with their own permissions. 1barn keeps neither the shorthand nor the draft, only the usage count, and a draft is never sent for anyone. Either way, nothing in the barn changes until the staff member applies what the assistant proposes, as themselves. 1barn keeps a conversation, with the questions and answers in it, for 2 hours after its last message so a follow-up has the conversation before it, and deletes it within the hour after that; starting a new conversation deletes the last one. After that, 1barn keeps only usage counts: who asked, when, how many records were looked up and changes applied, and the AI’s token counts and cost, never the question or the answer. The barn’s owner, and managers the owner allows, can see how many questions each staff member asked. What was applied stays in the barn’s records as usual.

Records email. A barn on the Barn plan or higher can turn on an email address that vets, farriers, clinics and its own staff send health records and invoices to. When a barn turns it on, email from the senders on the barn’s approved list (the message, its sender, and its attachments, which can include horse owners’ names, health records and amounts) is sent to Anthropic, under 1barn’s account and Anthropic’s commercial terms, to read it and suggest records for the barn’s staff to check and file. Anthropic does not train its models on it, and deletes what it was sent and what it wrote back within 30 days, unless its safety systems flag it as breaking its usage policy, in which case it may keep it for up to two years. Once sent, it can’t be called back. Email from anyone not on the list is never sent to an AI provider: it is held for the barn to approve or discard, and deleted after 14 days. Email that arrives while a barn has records email turned off is kept unread for 24 hours, then deleted. 1barn never replies to records email. The original messages and their attachments are deleted after 30 days; what the barn files stays as part of its records.

Calendar subscriptions you set up. If you subscribe to your barn calendar (lessons, events and service days you can see) or to your own staff shifts from Apple, Google, Outlook or another calendar app, that app fetches those entries from 1barn with your private link: titles, times, the barn’s name, and for your own shifts your own note. The calendar service keeps them under its own privacy terms. Resetting the link in 1barn stops every copy of it.

ChatGPT, Claude, and other assistants you connect. You can connect your own ChatGPT or Claude account to 1barn. When you ask that assistant something about your barn, it calls 1barn under your login and role, and we return the barn records needed to answer, which then go to OpenAI or Anthropic under your account with them and their privacy terms. Depending on what you ask, that can include: people’s names, roles, relationships to the barn, and kinds of vendor, and (for staff) email addresses, phone numbers, and mailing and billing addresses; horses’ profiles, owners, and locations, and each horse’s health status (healthy, injured, rehabbing, or sick) with its history and notes; care instructions and the care log, with the name of who did each task; health records, renewals, and emergency cards, including vet, insurer, and hauler contacts; for staff, the barn’s records inbox: who each email came from (name and address), its subject, when it came, its attachments’ file names, and the records the AI suggested from it with the details it read, but never the email’s text or links to its files, and the barn’s list of approved senders; signed-document status, signer names, and (for one document at a time) signer email and the values entered; events and registrations, event types and their payment terms (full payment or a deposit), whether each registrant has paid or owes, the add-ons they chose, and attendance at each session; bookings on bookable events, with who booked, the time, and whether it’s confirmed or waiting for approval (a family sees only its own, and nobody’s contact details); lesson schedules, requests, and rider levels, and which horses are injured or sick and kept out of lessons; rider notes, only to the barn’s staff and instructors, never to the rider’s family; messages in conversations you belong to; customer balances, ledger entries, account credits with their reason, amounts owed on registrations and when they’re due, and upcoming scheduled charges, only to the owner and managers the owner gave the finance permission (a family can see its own account); unpublished schedule changes and who made them, to staff; your own notification choices (not your email address); which permissions the barn’s managers have; staff schedules and time entries; offered shifts and trades, open shifts and who said they can take them (all of the answers only for managers), and time-off requests (a reason for time off only for managers); paid time-off balances, and which kind of time off a request is paid from, only to the employee themselves and to managers; and, only to managers, an employee’s employment status and its history; and an employee’s declared availability and scheduling preferences, only to the employee themselves and to managers; availability changes waiting for approval with their notes, attendance marks on shifts (late, no-show, out sick), time entries’ hours, employment terms (full-time or part-time, holiday pay), and each pay period’s close and reopen history with the reasons, only to managers (and to an employee for their own); the barn’s labor budget and labor cost totals, only to the owner and managers with the pay permission, never one person’s cost; in-person card payments taken with the barn’s card reader (the amount, what was sold, the card brand and who took it, never the card number), to the owner and managers, and to staff for the payments they took; the barn’s activity log: what changed, who changed it and from what, without email addresses, phone numbers, or form answers; sign-in history (when, how, and from which 1barn app, never the device, place, or IP address), your own, or for the owner and managers with the logins permission, the barn’s people’s; the AI apps you have connected, when each was last used and which barns it reaches; your own calendar links (their names, filters, and when a calendar last fetched them, never their address); the barn’s support threads with 1barn; how many Ask 1barn questions each person asked, never what they asked; who can read a message board; a horse’s care plan as its owners see it and owners’ suggested changes to it; service day questions and each horse’s answers (one horse at a time), and who a service day’s sheet was emailed to and when they opened it, never their addresses; and the barn’s weather, for which the barn’s rounded location (and once, to place it, its saved address) is sent to Google. Pay rate history is not available to a connected assistant; it stays in the 1barn app. A barn owner or manager can also use it to add or approve a records email sender; from then on, that sender’s email to the barn’s records address (including a held email being approved) is sent to Anthropic to be read, as described under Records email above, and the assistant is asked to say so and get your confirmation first. What you can see in 1barn limits what the assistant can see: a boarder’s assistant sees only that boarder’s horses. We do not return sign-in identifiers, internal account numbers, IP addresses or browser details from signing audit trails, payment card or bank details, links to stored files, or diagnostic information. A connected assistant cannot charge a card, issue a refund, pull bulk exports of contact lists, form answers, or payroll, download a report as a file, or make a calendar link (a calendar link works without signing in, so it is made in the 1barn app). A connected assistant also cannot approve or decline a booking (approving charges the card held at booking), move a registration to another event, record a check or cash payment, or send a payment link; those stay in the 1barn app. A barn owner, or a manager with the finance permission, can use it to record charges, payments, and credits on a customer’s account in the barn’s ledger; for customers the barn bills automatically, that balance is charged to their card on file through Stripe on the first of the month, the same as one entered in the 1barn app, and a credit comes off the family’s next booking or scheduled balance.

We share personal information only with providers that help us run the Service, under contracts that limit their use of it:

• Amazon Web Services (United States): hosting, storage, databases, and email delivery.
• Amazon Cognito: sign-in and account security, including Google or Apple sign-in if you choose it.
• Stripe: subscription billing, and payments barns collect from their customers.
• Google Analytics: visits to our websites only (not the app), as described in section 8.
• PostHog (United States): product analytics in the app, by user and barn ID, and visits to our websites, as described in section 8.
• Sentry (United States): error and crash reports from the app, with the page, the browser or device, and your user and barn ID, never your name, email, or what you typed.
• Apple and Google: distribution of the mobile apps, push notifications to your phone, and, if used, sign-in.
• Anthropic: for barns that turn on Ask 1barn on 1barn’s AI, each staff question (or draft asked for with Write) and the barn records needed to answer it; not used for training and deleted by Anthropic within 30 days (section 3).
• Anthropic: for barns that draft or rewrite their website with Ask 1barn, the barn records the site uses and, with the owner’s consent, the text of the barn’s current website; deleted by Anthropic within 30 days (section 3).
• Cloudflare: if turned on, a privacy-friendly check (Turnstile) on barn websites’ contact forms that tells people from bots without puzzles or tracking cookies.
• Anthropic or OpenAI: for barns that run Ask 1barn on their own key, under the barn’s own account with that provider.
• Anthropic: for barns that turn on records email, the email from their approved senders (the message, its sender and its attachments), to suggest records; deleted by Anthropic within 30 days (section 3).
• OpenAI (ChatGPT) and Anthropic (Claude): only when you connect your own account with them, and only the records your requests need, as described in section 3.

Within the Service, information is shared as the barn directs: staff see the barn’s records, and employees can see when their coworkers are scheduled to work (not their notes, reasons for time off, which kind of time off they took, their balances, or when they said they can and can’t work); a boarder sees their own horses and documents; a signer sees the document sent to them. We also disclose information when the law requires it, to protect the rights and safety of people and of 1barn, and to a successor if our business is sold or merged (we will tell you if that happens).

The Service is hosted in the United States. If you use it from elsewhere, your information is transferred to and processed in the United States.

We keep account information and barn records while the account is active and for about 90 days after it ends, so the barn can retrieve or reactivate it, then delete it. Completed signed documents and their audit trails are kept in write-once storage for at least seven years from completion, because they are evidence for the parties who signed. Server logs are kept for about one month. Records email: original messages and attachments are deleted after 30 days, and email held because its sender isn’t on the barn’s list after 14 days. A connected assistant’s sign-in grant lasts until you disconnect it; what that assistant’s provider keeps of your conversation is governed by your account with them. Backups age out on a rolling schedule. We may keep information longer where the law requires or to resolve disputes.

Information is encrypted in transit and at rest. Access is limited to people who need it to run the Service. Each barn’s records are isolated from every other barn’s at the database level. Secure form fields are encrypted with a separate key and revealed only with a one-time code. Signed documents are stored so they cannot be altered. No system is perfectly secure; if we learn of a breach affecting your information, we will notify you and the affected barn as the law requires. Report a security concern to security@1barn.com.

You can see and update your account information in the Service. Barn owners can export their barn’s records and can delete people and horses from them. You can disconnect ChatGPT or Claude at any time from that assistant’s settings, which ends its access to 1barn. You can unsubscribe from non-essential email; emails the Service needs to send (such as a signing request you are party to) continue while you use it.

Deleting your account. You can delete your 1barn account yourself, on the web or in the mobile app: open My profile (your name in the menu), choose Delete account, and type your email address to confirm. That deletes your login and every way you sign in (password, Google, Apple, passkeys), signs you out everywhere, removes you from your barns, and deletes your profile (name, picture, and settings) and your phones’ push tokens. Each barn keeps its own records about you, such as your contact details, horses, lessons, time entries, signed documents, and payments, without the login; ask the barn if you want those removed too. If you are the only owner of a barn, make someone else an owner first, or email support@1barn.com and we will close the barn with you. You can also email privacy@1barn.com to ask us to delete your account.

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, to object to or restrict some uses, and to complain to a regulator. To exercise them, email privacy@1barn.com; we will respond within the time the law allows, and may ask you to verify your identity. If your request concerns records a barn keeps about you, we will route it to the barn and help them respond. We do not discriminate against anyone for exercising their rights.

The Service uses cookies and similar storage needed to keep you signed in, remember your settings, and protect against abuse. We do not use advertising cookies.

Analytics

On our websites, 1barn.com and help.1barn.com, we use Google Analytics to see which pages people visit and which ones help. It records the pages you view, roughly where you are (country and city, worked out from your IP address, which Google is told to anonymize), the kind of device and browser, and how you arrived, such as from a search. We also count when someone starts a free trial, with the plan they picked, but not their name, email, or barn. Google Analytics is set up with advertising features and Google signals turned off, so none of this is used for ads. Google keeps it for the retention period set in our Google Analytics account, then deletes it.

On the same websites, and under the same choice, we also use PostHog to see which pages lead people to try 1barn: the pages you view, how you arrived (with any campaign tags in the link, but no other part of it), where on a page people click and how far they scroll (as positions on the page, with the page’s text hidden), how quickly pages load, and when someone starts a free trial, with the plan they picked. PostHog does not record your screen, and we tell it to drop your IP address. Its cookie is shared with the 1barn app, so if you later sign in, your visits to the site are linked to your account there.

Google Analytics is only on the websites. The 1barn app at app.1barn.com and the mobile apps do not use Google Analytics, and nothing a barn records goes to Google.

In the app. The app and the mobile apps use PostHog for product analytics, so we can see which features barns use and where they get stuck. It records which pages you open and the actions you take (such as adding a horse, publishing a schedule, or connecting ChatGPT or Claude, by the name of the tool used), with your user ID, your role, whether you use the web or a phone, and your barn’s ID, name, plan, and when it joined. It also records how quickly pages load and where on a page people click, as positions with the text hidden. It does not record your name, email address, or anything you type, such as notes, messages, or barn records; it does not record your screen; and links that carry a sign-in or signing token are cut short before they are sent. We tell PostHog to drop your IP address. These analytics are part of providing and improving the Service under our terms, so the app has no banner for them. If your browser sends a Do Not Track signal, the app’s pages send nothing from your browser (no page views, clicks, or load times); the actions themselves are still counted, by ID, as part of running the Service. People using a barn’s public pages (booking an event, signing a document, a public form, or the barn’s time clock) are not tracked there; we count only that a booking, waiting-list request, or signing happened at that barn, with no name or email. PostHog keeps this data for the retention period set in our PostHog account, then deletes it.

If you appear to be in the UK, the European Economic Area, or Switzerland, analytics on the websites does not load unless you choose Accept. Anyone can change their mind with the Cookie settings link in the site footer and on the help pages; if you decline, Google Analytics and PostHog both stop. If your browser sends a Global Privacy Control or Do Not Track signal, we treat it as a decline and don’t ask.

Our websites and Customer accounts are for adults. Barns may add minors as riders or family members, and a minor may sign a document where their parent or guardian directs; in both cases the barn, and the parent or guardian, are responsible for that. We do not knowingly collect personal information directly from children under 13. If you believe we have, email privacy@1barn.com and we will delete it.

We may update this policy. Material changes will be announced by email or in the Service at least 30 days before they take effect; others take effect when posted with a new date above. The current policy is always at 1barn.com/privacy.

1barn, LLC, Ames, Iowa, USA. Privacy questions: privacy@1barn.com. Everything else: hello@1barn.com.