Privacy policy
Amity & Albright Equestrian Center uses AAEC Billing to run boarding, billing and the client portal. This policy explains what we keep, why, and who sees it. “We” means Arkansas Equine Company LLC dba Amity & Albright Equestrian Center.
What we collect
- Account details: names, email addresses, phone numbers, mailing address and an emergency contact for each boarding or outside-horse client.
- Horse records: names, breed and description, Coggins and health documents you upload, stall or pasture placement, and the services you choose.
- Billing records: invoices, charges, credits, late fees and payments, including check numbers.
- Online payments: handled by Stripe. We see the amount, date and the last digits Stripe reports; we never receive or store full card or bank account numbers.
- Requests and notes: requests to board, orders, repair reports, move-out notices and notes our staff keep about your account.
- Sign-in and activity: the email you sign in with, one-time sign-in links, and a log of changes made in the app (who and when).
How we use it
To provide boarding and related services, bill and collect for them, keep required health records, schedule work, answer your requests and keep our books. We don't sell your information or use it for advertising.
Who we share it with
Only the service providers that run the app for us, and only for that purpose:
- Intuit QuickBooks Online: we send our clients' names and contact details, invoices, credits and payments to our own QuickBooks company to keep the business's accounting. The app connects only to the QuickBooks company we authorize, sends data one way (from the app to QuickBooks), stores its QuickBooks access tokens encrypted, and can be disconnected at any time from the app's settings or from QuickBooks.
- Stripe: to take card and bank (ACH) payments.
- Amazon Web Services: to host our database, store uploaded documents and send email.
- Vercel: to host the web app.
- Google: for staff sign-in and the barn calendar.
- Anthropic: if staff use the app's billing assistant, the account details it needs to answer are processed by Anthropic's AI service.
We may also share information when the law requires it, or with our accountant and the owners of the business for bookkeeping and collections.
How long we keep it
Billing and payment records are kept as long as tax and accounting rules require. Other account records are kept while you board with us and for a reasonable time after you leave, then deleted or kept only in backups until they age out.
Security
Data is sent over encrypted connections and stored with our hosting providers. Staff sign in with Google or a one-time email link; clients sign in with a one-time email link and see only their own account. Access to billing is limited by staff role.
Your choices
You can see your invoices, payments, horses and documents in the client portal and update your contact details there. To correct or delete other information, or to ask what we hold about you, contact us below. Some billing records must be kept even after you leave.
Changes
If we change this policy we'll update the date above; important changes will be shown in the client portal.
Contact
Arkansas Equine Company LLC dba Amity & Albright Equestrian Center, 1299 Amity Road, Hot Springs, AR 71913 · 501-255-8077