CanineOps Privacy Policy

Privacy contact: privacy@canineops.com • Legal contact: legal@canineops.com • Security reports: security@canineops.com

1. Scope and roles

This policy applies to CanineOps websites, applications, and platform services. In most cases, customer organizations control the operational records they enter into CanineOps, and CanineOps acts as a service provider/processor for that customer data.

2. Data categories we collect

Depending on usage, we collect account and admin profile data, organization settings, client/customer data entered by your organization, pet profile and care records, uploaded files (including documents and images), billing and subscription records, communications metadata, support tickets, audit/security logs, and usage analytics. We may also process suppression, consent, or delivery-status data needed to operate messaging and fraud-prevention workflows.

3. How we use data

We use data to provide and secure the service, authenticate users, process subscriptions, route notifications, troubleshoot issues, enforce platform policies, prevent abuse, maintain reliability, investigate incidents, and meet legal obligations.

4. Cookies, sessions, and similar technologies

We use essential and session-related technologies for sign-in and security, along with analytics and preference technologies where configured. See our Cookie Policy for details.

5. Sharing and trusted service providers

We share data with trusted providers that help operate CanineOps, such as hosting, billing, messaging, and support infrastructure. We do not sell personal information. Our current provider list is available at /subprocessors.

6. Support and administrative access

Authorized CanineOps personnel may access customer tenant data when reasonably required for onboarding, support, incident response, migration, billing support, abuse prevention, or security investigations. Access is role-limited, treated as operationally sensitive, and not granted for unrelated convenience browsing.

7. Retention and deletion

Retention periods vary by data type, legal obligations, and operational needs. Data deletion requests and post-termination handling are described in our Data Retention & Deletion Policy. Backups may retain data for a limited period before expiration.

8. Security safeguards

We implement commercially reasonable safeguards such as encrypted transport, access controls, and operational monitoring. No system can guarantee absolute security or uninterrupted operation, and we do not claim certifications or regulatory statuses that are not expressly verified.

9. Customer responsibilities

Customer organizations are responsible for lawful data collection and messaging consent, permission management for staff, data quality, rights to upload and process documents or images, minimizing unnecessary sensitive data, and responding to end-customer requests where the customer acts as controller or business. Customers are also responsible for preventing staff misuse, unauthorized disclosures, and improper handling of client or pet information within their own organization.

10. Children and minors data caution

CanineOps is intended for business use by adults. If a customer organization chooses to input information involving minors (for example owner or emergency-contact data), the organization is responsible for obtaining all required notices and permissions under applicable law.

11. Privacy rights and legal requests

Where applicable law grants privacy rights, requests may be directed to privacy@canineops.com. For tenant-controlled data, we may direct requestors to the relevant customer organization and assist as required by law and contract.

12. Incident and breach communication

If we determine a security incident affects customer data, we will provide notice consistent with applicable law and contractual commitments. Questions may be sent to security@canineops.com.

13. Policy changes

We may update this policy to reflect product changes, legal requirements, or operational improvements. Updated versions are posted with revised effective and last-updated dates.