Privacy Policy

1. Introduction

This Privacy Policy describes how DogRecords ("we," "us," or "our"), a company in Puerto Rico, collects, uses, stores, shares, and protects information. It is a notice of our privacy practices, not a contract. It applies when you use DogRecords, including the trainer portal, the client portal, and our website. The effective date of this policy is shown at the top of this page.

2. Who This Policy Covers

This policy applies to:

• Trainers and other users of the trainer portal.
• Clients who use the client portal, submit an intake form, or receive emails or shared records through DogRecords.
• Visitors to the DogRecords website.

When you enter information about clients, dogs, or other people, you are responsible for having the authority or permission to provide that information. We process that information to provide DogRecords to you. If you are a client, your trainer decides what information to enter and what to share with you.

3. Information We Collect

We collect the following categories of information, as applicable:

• Name: your first and last name, and names you enter for clients, dogs, and businesses.
• Email address: your account email, client emails you enter, and, if you connect Google Calendar, the connected Google account email.
• Account and authentication information: sign-in credentials and identifiers managed through Clerk, language preferences, and security tokens used for account actions such as deletion.
• Business information: business name, bio, branding, logo, public-profile settings, and related business records.
• Client information entered into DogRecords: contact details such as name, phone number, email, and address, plus notes, profile photos, language preference, and other client details you or an intake form submit.
• Dog information entered into DogRecords: name, breed, birth date, weight, photos or documents, and optional details such as vaccination, spay/neuter status, allergies, training history, and behavior notes.
• Training and session information: training packages, enrollments, class schedules, attendance, homework, progress notes, and related media.
• Billing and subscription information: subscription status, billing period, and Stripe customer or subscription identifiers. Payment card details are processed by Stripe and are not stored by DogRecords.
• Usage and application information: information generated by your use of the product, such as in-app actions needed to operate the service and feature requests you submit.
• Technical and log information: authentication tokens, security logs, and operational logs generated when you use the service.
• Location: if you grant permission, your device location may be used only to limit address search results. We store the address and place identifier you select, not your live location.

We collect information you provide, information collected automatically when you use the service, and information from service providers such as Clerk, Stripe, and Google when you use their services with DogRecords.

4. Sensitive Data

We do not require sensitive personal data to create an account. Trainers and intake forms may enter personal information about clients and dogs, including optional health or behavioral details, at their discretion.

5. Cookies and Tracking

We use cookies and similar technologies as needed to operate the service, including Clerk session cookies for authentication and a short-lived cookie used when connecting Google Calendar. We do not use analytics or advertising tracking tools.

6. Why We Process Information

We process information to:

• Provide and operate DogRecords.
• Authenticate users and manage accounts.
• Process subscriptions and payments.
• Provide customer support.
• Maintain security and prevent unauthorized access.
• Send necessary account and service communications, such as account-deletion confirmations, class notifications, homework, and intake notifications.
• Send marketing communications only if you have opted in.
• Improve the product, including optional AI-assisted features you choose to use.

If you enable a public business profile or create a shareable link, information you choose to share may be visible to people who visit that profile or use that link.

If you use optional AI features, the content you submit, such as text, audio, or images, is sent to OpenAI to generate a response. Do not submit information you do not want processed that way. OpenAI's privacy policy also applies to that processing.

7. Service Providers

We do not sell your personal information. We share information with service providers who process it on our behalf to operate DogRecords:

• Clerk, for authentication and account management.
• Stripe, for payments, subscriptions, and billing.
• Vercel, for application hosting.
• Amazon Web Services (AWS), for file storage.
• A cloud-hosted PostgreSQL database, for storing application data.
• Resend, for email delivery.
• Google, for address lookup through Maps and Places, and, if you connect it, Google Calendar.
• OpenAI, for optional AI features such as transcription, image analysis, and drafting training content.

These providers process information only as needed to provide their services to us and are subject to their own privacy policies. We do not use a separate analytics provider.

8. Other Disclosures

We may also disclose information:

• If required by law, legal process, or a government request.
• To protect the rights, safety, or security of DogRecords, our users, or others.
• In connection with a merger, acquisition, financing, or sale of all or part of our business, in which case the information may be transferred as part of that transaction.

9. Data Storage and Security

• Application data is stored in a secure cloud-hosted PostgreSQL database.
• Uploaded files, such as photos and documents, are stored in Amazon Web Services (AWS) S3.
• Security measures include industry-standard authentication and access controls to help prevent unauthorized access.

10. Data Retention

We retain your information for as long as your account is active and as needed to provide DogRecords. If you delete your account, we delete associated records from our systems, including clients, dogs, training records, files, and billing links we control. Some information may be retained for a limited time where required by law, to complete a deletion request, or in backups and security logs. Stripe, Clerk, and other processors may retain records as required by law or their own policies.

11. Your Controls

You can:

• Access and view your information in the trainer portal. Clients who use the client portal can view information their trainer has shared with them.
• Correct or update information in the product. Creating or editing business records requires an active subscription or trial.
• Delete information you entered, such as clients, dogs, and other business records.
• Delete your account from Settings. We send a confirmation email before deletion is completed.
• Control optional marketing communications. We send promotional messages only if you have opted in, and you can unsubscribe at any time.

12. Your Privacy Rights

Depending on where you live, you may have additional rights regarding your personal information.

• California and certain other U.S. states: you may have the right to know what personal information we collect, request deletion or correction, opt out of the sale or sharing of personal information, and not be discriminated against for exercising these rights. We do not sell personal information or share it for cross-context behavioral advertising.
• European Economic Area, United Kingdom, and similar jurisdictions: if those laws apply, you may have the right to access, correct, delete, or port your information, restrict or object to certain processing, withdraw consent where processing is based on consent, and lodge a complaint with a supervisory authority. We process information to provide the service, perform our contract with you, comply with law, and for legitimate interests such as security and improving the product.

To make a privacy request, email help@dogrecords.app. We may need to verify your identity before completing the request. Some requests may be limited where another person, such as your trainer, controls the record, or where we must retain information for legal or security reasons.

13. Children's Privacy

DogRecords is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, contact us and we will take steps to delete it.

14. Changes to This Policy

We may update this Privacy Policy from time to time. The current version is the one posted on this page, and the effective date at the top shows when it took effect. If we make material changes, we will notify users, including by email.

15. Contact Information

This Privacy Policy is provided by DogRecords in Puerto Rico. For privacy questions, support, or to submit a privacy request, email help@dogrecords.app.

For legal concerns, you may also email legal@dogrecords.app.