Privacy & Data Use Policy

Effective Date: May 01, 2025

Hosted by Canine Concierge Corporation

🔒 Overview

Canine Concierge Corporation is committed to protecting the privacy and security of all participants, sponsors, vendors, and volunteers involved in the Paws for Purpose Fairfax fundraiser. This Privacy & Data Use Policy outlines how we collect, use, store, and protect the limited information submitted through our online forms and communications.

📋 What Information We Collect

Through our Gravity Forms-powered registration system, we collect the following information based on the form type:

For Participants, Pledges, and Volunteers:

Name
Email address
Phone number
Confirmation uploads (e.g., proof of insurance, current dog license, and vaccination records)
Service dog eligibility questions (ADA-compliant, yes/no)
Non-sensitive event preferences (e.g., T-shirt size, contest participation)

For Sponsors & Vendors:

Organization name
Point-of-contact information
Optional business insurance certificate
Website, social media links, and promotional uploads

No Social Security numbers, or sensitive identity documents (e.g. Driver’s License, Passport, are requested or required.

💳 Payment Information

All donations, registration fees, or purchases are processed directly through PayPal.
We do not collect, process, or store any credit card or banking information on our servers.

🔐 How We Protect Your Information

We take proactive steps to ensure the security of all submitted data:

SSL Encryption: All form submissions are transmitted over secure HTTPS connections.
File Protection: Uploaded files are securely stored with limited access and are not publicly accessible.
Access Control: Only authorized event administrators have access to your data, strictly for event coordination and verification.
Email Security: Submitted files are never attached to email notifications; administrators are notified to log in and review entries securely.
Two-Factor Authentication is enabled for accounts with access to sensitive form entries.

⏳ Retention and Deletion Policy

We retain submitted documentation only as long as needed for event-related purposes:

All confirmation uploads (dog license, vaccine, insurance, etc.) will be permanently deleted within 7 days after the event concludes.
Contact details may be retained to provide follow-up information about the event or similar future opportunities, but you may unsubscribe at any time.

🤝 How We Use Your Information

We use your submitted data exclusively for:

Verifying eligibility and safety compliance for participation.
Coordinating communication related to Paws for Purpose Fairfax.
Producing event materials (e.g., badges, T-shirts, certificates).

We do not sell or share your information with any third party unless required by law or government regulation.

📧 Email Communications

You may receive email updates regarding:

Your registration or participation status
Event logistics and instructions
Thank-you acknowledgments and follow-ups

You can opt out of future email communications at any time by contacting us.

📞 Contact Us

Questions or concerns about your privacy?

Please contact:
Canine Concierge Corporation
📧 Email: [k9@canineconciergecorp.org]
📞 Phone: 571-833-9703