Privacy Policy

Last updated: 30 September 2026

StudBase (“StudBase”, “we”, “us”) is operated by Gavin Oxley-Bryan, trading as StudBase. This explains what personal data we collect, why, and what rights you have over it, under UK GDPR.

Two different kinds of data

This is the part worth reading, because it decides who is responsible for what.

Your data. Your email, your business details, what you do in the app. We decide how this is used, so in data protection terms we are the “controller” and this notice tells you what we do with it.
Your customers’ data. The names, addresses, phone numbers, dogs and signatures you enter about the people who book with you. That is your record of your business. You decide what goes in and why, which makes you the controller of it; we only hold and process it on your behalf.

What that means for you. Because your customers’ details are yours rather than ours, you are the one responsible for having a proper reason to hold them and for telling those customers what you keep and why. Most stud owners already do this without thinking of it in those terms. It is worth knowing it is your duty and not ours, because we cannot do it for you.

What we collect about you

Account details: your email address, and a password which is stored hashed and which we never see.
Business details: your business name, address, postcode, phone number and email, used on the agreements and invoices you generate.
Your profile photo, if you add one.
Your stud dogs: their details, photos, health test results, registration numbers and any documents you upload.
Your terms: the wording you write for your agreements, which is stored on your account.
Messages: conversations between you and buyers who contact you through studmatch.

What you enter about other people

When you use StudBase to run your business, you enter details about your customers. We hold these for you:

Their name, phone number, email address, address and postcode.
Their dog’s name, breed and microchip number.
Bookings, matings, outcomes, fees and what they have paid.
Their signature, where they sign an agreement on your device, stored as an image against that agreement.

We use this only to provide the service to you. We do not use it for our own purposes, we do not sell it, and we do not use it to advertise to anyone.

Why we use it

To run your account and let you sign in.
To provide the app: your bookings, customers, dogs, paperwork and reports.
To generate the agreements and invoices you ask for.
To let you send documents to a buyer who has asked for them.
To keep the service secure and prevent abuse.

Our legal basis is contract for running the service you signed up for, and legitimate interests for keeping it secure and preventing misuse.

Who else is involved

Supabase provides our database, sign-in and file storage. They process data on our behalf and not for their own purposes.
Vercel hosts the app and this site.
Anthropic receives a health test certificate if you use the scanning tool, purely to read the results off it. Under our agreement with them it is not used to train their models.
studmatch, our sister site, where your advert appears if you choose to list a dog, and where buyer messages come from. It is run by the same operator.

We do not sell your data or your customers’ data, and we do not share it with advertisers.

Cookies

This website sets no cookies at all, and there is no advertising or third-party tracking on it.

We do count page views, both here and in the app, using Vercel Web Analytics. It records that a page or screen was opened and roughly where in the world from, and nothing that identifies you: no cookie, no stored identifier, and nothing that follows you to another website. It is not joined up to your account, so we can see that a screen was used without seeing who used it. We chose it over Google Analytics for that reason.

The app at app.studbase.co.uk sets one, to keep you signed in. It is strictly necessary for the service to work, so it does not require consent and there is nothing to opt out of without also being unable to log in.

How long we keep it

We keep your data for as long as your account is active. If you close your account, your data and the records you have entered are removed, other than anything we are required to keep for legal reasons.

Some records cannot be deleted individually while your account is open. Bookings and signed agreements are deliberately protected, because they are the evidence of what was agreed and deleting them would defeat the purpose of having them.

Your rights

Under UK GDPR you have the right to:

Access the personal data we hold about you.
Correct anything inaccurate. Most of it you can edit yourself in the app.
Delete your account and your data.
Object to or restrict certain processing.
Ask for your data in a portable format.

To exercise any of these, email us at support@studmatch.co.uk. If one of your own customers asks you to produce or delete what you hold about them, that request is yours to answer, and we will help you do it.

If you are not satisfied with how we have handled something, you can complain to the Information Commissioner’s Office.

Changes

If we change how we handle data in a way that matters, we will update this page and the date at the top. Our terms of use sit alongside this.