Privacy
The Pony Union operates this site. Use our Contact form for privacy questions or requests. Please do not include passwords or original member keys in a message.
What the site holds
We hold the email address you use to register and, if you provide one, your FetLife username. We keep your card details, original uploaded picture, picture position and size settings, submissions, review decisions, and approved card history. Passwords and original member keys are stored as hashes. Older member records may contain contact details collected for the previous version of the site; these are not requested in the current registration form.
Card drafts and submitted cards
Before you submit a card, its draft details and picture are kept on the server for up to 48 hours so you can sign in without uploading the picture again. Temporary drafts may be removed sooner when storage is needed. Submitted pictures and card details are stored in the database. Earlier card versions remain available for review and history.
Who can see your information
Your account and unapproved submissions are available to you and site administrators. Other signed-in members can see your approved card, including its picture, only if you enable card sharing. They can see your FetLife username only if you enable handle sharing. Both choices start off. Administrators can see cards and handles for moderation and account support regardless of those choices. Your email address and account details are not shown in the member directory.
Why we use it
We process account and card information to provide the service you request. We use review records and limited technical information to protect accounts, prevent misuse, and administer the site. Sharing an approved card or FetLife handle with other signed-in members is your choice; both settings start off and can be changed in Account settings.
Email, support, and cookies
We use your email address for account confirmation, password recovery, and card decision messages. A support message is sent to the administrators by email, along with the reply details and message you provide. The site uses cookies for sign-in, temporary card drafts, and essential site functions. It does not store a draft picture in browser storage.
How long we keep it
Drafts are held for up to 48 hours of inactivity and may be removed sooner if temporary storage is needed. Submitted details, pictures, decisions, and earlier card versions are kept while needed to administer an active account, applications, and card history. Deleting an account removes its cards and pictures from the live database; copies in service backups expire under the backup cycle. Support emails are kept while needed to resolve the request and administer the service.
Services
Microsoft Azure hosts the site and database, Microsoft 365 handles site email, Cloudflare serves the domain, and Google reCAPTCHA protects public forms. These providers may process information outside the UK under their applicable data protection arrangements.
Your choices
You can change your email address, password, FetLife username, and sharing choices in Account settings. You can also remove your FetLife username there; that turns off handle sharing. Use Contact to ask to see, correct, or delete your information or to raise another privacy concern. We may need to verify that the request concerns your account. You can also complain to the UK Information Commissioner’s Office.