Privacy Policy

Last updated: 1 August 2026

This Privacy Policy explains how PigeonVault BV (“PigeonVault”, “we”, “us”), established in Belgium, collects and processes your personal data when you use our website and services (the “Service”). We act as the data controller for this processing. We comply with the EU General Data Protection Regulation (GDPR) and the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data. The Service is available globally, and we apply these protections to all users.

1. Data we collect

• Account data: your name, email address, hashed password, and account settings.
• Content data: pigeons, pedigrees, race results, breeding and health records, uploaded images and files.
• Billing data: subscription plan and payment status. Card details are handled by our payment processor and never stored on our servers.
• Technical data: IP address, device and browser information, and log data, used for security and to operate the Service.
• Usage data: how you interact with the Service, where you have consented to analytics.

2. How we use your data

We process your personal data to:

• provide, secure and maintain the Service and your account;
• process pedigree images (including optical character recognition) and generate documents you request;
• handle subscriptions, trials, billing and cancellations;
• send you essential service communications, such as email verification and security notices;
• prevent fraud and abuse, including enforcing our one-account-per-person policy;
• improve the Service, using analytics only where you have consented.

3. Legal bases

We rely on the following legal bases under Article 6 GDPR:

• Contract: to provide the Service you signed up for.
• Legitimate interests: to keep the Service secure and to prevent abuse.
• Consent: for optional analytics and marketing cookies, which you can withdraw at any time.
• Legal obligation: to comply with accounting, tax and other legal requirements.

4. How we protect your data

We apply appropriate technical and organisational measures to protect your data. Passwords are hashed using a modern, memory-hard algorithm and are never stored in plain text. Sensitive data is encrypted in transit (TLS) and at rest, and access is restricted on a need-to-know basis. Where your email address is displayed within the Service it may be partially masked to reduce exposure.

5. When we share data

We do not sell your personal data. We share it only with trusted processors who help us run the Service, under data processing agreements, including:

• our hosting and infrastructure provider;
• our payment processor, for subscriptions and invoicing;
• our email delivery provider, for transactional email;
• AI/OCR providers strictly to process the pedigree images you upload.

We may also disclose data where required by law.

6. Data retention

We keep your personal data for as long as your account is active. After you close your account, we retain data for a limited grace period so you can recover or export it, then delete or anonymise it, except where we must keep certain records (for example, invoices) to meet legal obligations.

7. Your rights

Under the GDPR you have the right to:

• access the personal data we hold about you;
• rectify inaccurate data;
• erase your data (“right to be forgotten”);
• restrict or object to certain processing;
• data portability, receiving your data in a portable format;
• withdraw consent at any time, without affecting prior processing.

To exercise these rights, contact privacy@pigeonvault.com. You also have the right to lodge a complaint with your local supervisory authority. In Belgium this is the Data Protection Authority (Gegevensbeschermingsautoriteit / Autorité de protection des données), Rue de la Presse 35, 1000 Brussels.

8. International transfers

Where data is transferred outside the European Economic Area, we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses to ensure your data remains protected.

9. Contact

For any privacy question, contact us at privacy@pigeonvault.com or via our contact page.