Privacy Policy

Last updated: [DATE]. Controller/operator: [COMPANY LEGAL NAME, ADDRESS]. Contact: help@petcarealliance.com.

What we collect

• Business owners and staff: name, email, phone, home address (for routing), password (stored only as a salted hash), pay rates and pay stubs, sign-in and security events (time, IP address, browser).
• Your clients (entered by you or by them in the client portal): name, email, phone, address and access notes (door codes are encrypted at rest), pets, vaccination records, visit history and photos, messages, signed agreements, invoices and payments.
• Location (team members using the walker app): your phone's location during a visit, only when location is switched on for the business and for that service. See "Location" below.
• Pet owners with a pet-owner account: your email address and the pets and health records you choose to keep in the Pet Health Hub (vaccines, medications, vet visits, weights, allergies, documents). See "Pet owner accounts and the Pet Health Hub" below.
• Photos and videos: taken by team members during a visit and shown on the visit's report card.
• Technical data: an audit log of important actions in your account, error logs, and cookies needed to keep you signed in.

Why we use it

To run the service you asked for: scheduling, messaging, invoicing, payroll, reporting and security. We do not sell personal data and do not use client data for advertising.

Location

• What and when: in the Pet Care Alliance app, a team member's phone shares its location while a visit is in progress, to check them in at the client's address, to draw the route of the walk, to remind them to finish a visit, and (if the business turns it on) to tell the client they are almost there. In the store app this can continue while the app is closed or the screen is off; the app explains this and asks before it starts, and the phone's own permission screen asks as well. In a web browser it only works while the page is open.
• Only during visits: it is not recorded between visits. Businesses can switch location off entirely, or per service.
• The "almost there" message: the phone's location is checked once on our server against that one client's address to decide whether to send the message. That location is not stored.
• Who can see routes: the business (owners and managers; a team member sees their own visits). The client sees the route of a finished visit only if the business turns that on.
• How long: route points are deleted automatically after the number of days the business sets (90 by default; between 7 and 730), and with the visit if it is removed. The check-in place and time stay with the visit record.

Pet owner accounts and the Pet Health Hub

• A pet owner signs in with an emailed link. One sign-in works for every pet-care business that has the owner's email as a client; each business still keeps only its own client record.
• Health records in the Pet Health Hub belong to the owner, not to any business. Nobody can see them until the owner shares a pet with a business, one pet and one business at a time, as "vaccines only" or "all records". The owner can stop sharing at any time.
• A business can add a record to a shared pet only if the owner has allowed it. The record is marked with the business's name, the owner is told by email, and the owner can change or delete it.
• The owner can turn reminder emails off. Vaccine and medication reminders are sent 30 days and 7 days before, and on the due date.
• Deleting a pet in the hub deletes its records, sharing and uploaded documents. If a business erases a client, sharing with that business ends. The hub account is removed when no business has the owner as a client any more.

Card payments

Each business is paid into its own Stripe account. We use Stripe Connect, so card payments go to the business and we take a platform fee on each card payment, shown to the business as a single fee. We never see full card numbers.

How long we keep it

• Account data is kept while the account is open.
• When an owner closes the account, everything is kept for 30 days (so the closure can be cancelled) and then permanently deleted, including uploaded files. Backups roll off within [BACKUP RETENTION].
• The audit log is kept for [400] days, then deleted.
• Event logs used for integrations are kept for 30 days.
• Walk route points are kept for the business's retention period (90 days unless changed). Pet Health Hub records are kept until the owner deletes them or their hub account is removed.
• A client erased at the business's request is anonymized immediately; invoices and payments are kept for accounting without personal details.

Who we share it with (subprocessors)

Security

Passwords are hashed; two-factor sign-in is available and can be required; sensitive fields and integration tokens are encrypted at rest; connections use HTTPS; uploaded photos and documents are private and served only to signed-in people who are allowed to see them; every company's data is isolated from every other's; important actions are written to an audit log. No system is perfectly secure: report concerns to help@petcarealliance.com.

Your rights

Business owners can export all their data and close their account. Clients can download a copy of their data and ask for deletion from the privacy page in their portal (the business then acts on the request), or contact the business directly. Depending on where you live you may also have the right to correct, restrict or object to processing, and to complain to a regulator. Contact help@petcarealliance.com.

Changes

We will post changes here and notify account owners of material ones.

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