Privacy Policy

ShelterLoop ("we", "us") is committed to protecting the privacy of the rescue organizations we serve and the adopters, volunteers, and donors who use our platform. This Privacy Policy explains what information we collect, how we use it, and how we protect it.

1. Information We Collect

We collect information that users voluntarily provide when interacting with the ShelterLoop platform via our customer rescue organizations:

• Application Data: Information submitted via adoption, volunteer, or surrender applications (e.g., name, address, family details, veterinary references).
• Administrative Data: Information provided by rescue staff and volunteers to manage their accounts and operations.
• Payment Metadata: We process payment notifications (IPN) from providers like PayPal and Venmo. We do not store credit card numbers or sensitive financial credentials.

2. How We Use Your Information

Data processed through ShelterLoop is used solely for the purpose of operating the rescue management platform and supporting our customers' missions:

• Processing Applications: To facilitate the evaluation of adopters and volunteers.
• Operations & Tracking: To maintain animal records, medical history, and compliance logs as required by regulatory bodies (e.g., NYS Department of Agriculture and Markets).
• Communication: To send automated system notifications, newsletters, and direct correspondence between rescues and applicants.
• Security & Auditing: To maintain permanent audit logs for sensitive actions and ensure platform integrity.

3. Data Sharing

We do not sell, rent, or trade personal information to third parties.

We share information only in the following limited circumstances:

• Service Providers: Trusted third parties who assist us in operating our platform (e.g., S3 storage, email services, payment processors), subject to confidentiality agreements.
• Regulatory Integration: If an organization uses our AKC Reunite integration, contact info for adopters is provided to the registry to ensure pet recovery.
• Legal Requirements: If required by law to comply with a subpoena or similar legal process.

4. Data Security

ShelterLoop implements enterprise-grade security measures to maintain the safety of your data:

• Encryption: All data in transit is encrypted via TLS/SSL. Sensitive documents are stored in secure, private S3 prefixes with token-gated access.
• Access Control: We use granular Role-Based Access Control (RBAC) and Multi-Factor Authentication (MFA) to restrict access to authorized personnel only.
• Isolation: Data for different organizations is logically separated to ensure privacy and security.

5. Your Rights

Users have the right to request access to their data or corrections of inaccurate information. Since ShelterLoop processes data on behalf of our member rescues, requests for data deletion or exports should be directed to the specific rescue organization managing the record.

6. Contact Us

If you have questions about this policy, please contact us at [email protected].

7. Changes to This Policy

We reserve the right to update this privacy policy at any time. Significant changes will be communicated via the ShelterLoop Dashboard or this page.