PRIVACY

Last updated: 2026-08-05 VETERINARY CREMATION TRACKER — PRIVACY POLICY This privacy policy describes how Veterinary Cremation Tracker collects, uses, and protects data on behalf of veterinary clinics and the families they serve. WHO USES THIS APP This is a B2B app for veterinary clinic staff to manage pet cremation chain of custody. Clinics control their own data. Families receive status updates through a private web link that requires no app installation. DATA COLLECTED Clinic Staff Data: - Case information: pet name, breed, owner contact, date of death or euthanasia, clinic name, veterinary notes - Photos: documentation of pet condition, crematory handoff, ash return, and chain of custody transitions - NFC/QR tag data: unique case identifiers - Signatures: digital signatures captured during custody transfers - Timestamps: automatically recorded at case creation, handoff, return, and notification events - Crematory information: facility name, confirmation of receipt, confirmation of ash return - Clinic staff accounts: names, email addresses, login credentials, role assignments Family Data: - Pet owner name, phone number, email address - Status link view history (timestamps when families check status) ON-DEVICE VS. SYNCED TO SERVERS Stored Only On Device: - Raw photos before submission - Draft case notes before final entry Synced to Our Servers: - All submitted case data, photos, signatures, and timestamps - Crematory confirmations and ash return records - Complete audit trail of every action (who, what, when) - Family contact information - Status link access logs - Notification delivery records FAMILY STATUS LINKS Families receive a private, non-expiring web link to check their pet's status. They can view: pet name and breed, current stage in the process (pickup, at crematory, returned), timestamped photos of custody transfers (if clinic chose to share), expected return date, and confirmation once ashes are ready for pickup. No family data is shared with the crematory; crematory staff see only pet description, clinic name, and storage location. HOW DATA IS USED - Managing pet cremation workflow from clinic through crematory to return - Generating compliance-ready audit trails and PDF reports for clinic records - Sending families automated status updates and notifications via email or SMS - Investigating custody gaps or delays - Improving the service using aggregated, anonymized usage data only (never individual cases) THIRD PARTIES The app uses Apple's native frameworks (Camera, Core NFC, Photos) and Apple Push Notification service to deliver status updates. Emails and SMS notifications are sent through third-party notification providers; those providers handle only immediate delivery and do not store family data beyond transmission. DATA RETENTION Case files with photos and signatures are retained for 7 years to meet veterinary and legal record requirements. Family contact data is retained only as long as needed for status notifications; families may request deletion. Audit logs are kept for 3 years. SECURITY Data is encrypted in transit (TLS) and encrypted at rest on our servers. Access is limited to authorized clinic staff and clinic administrators only. ACCOUNT DELETION When a clinic deletes its account, all associated case data, photos, and family information are permanently removed within 30 days. CONTACT hello@loudunicorn.com