Privacy policy
Last updated: 28 July 2026
Scope
This policy covers both the AnimalTrace marketing website at animaltrace.ai and the AnimalTrace application (the "Service") at app.animaltrace.ai, including its sign-in server and API, all operated by AnimalTrace, Inc. ("we", "us").
For your own account information we act as the controller. For animal records and documents you or your organization put into the Service, you decide what goes in and who it is shared with, and we process it to provide the Service on your instructions.
What we collect
- Account data. Email address, display name, and a hashed password. Passwords are never stored in readable form.
- Animal records. Whatever you add: identity and identifiers, genetics and laboratory findings, health clearances, pedigree, ownership, breeding decisions, and notes.
- Documents you upload. The original files — laboratory reports, clearances, pedigrees, registry documents — are preserved as the evidence behind extracted facts.
- Sharing activity. Which records were shared, with whom, for what purpose, and when.
- Audit history. Who acted, when, in which organization context, and what changed. This is a core integrity feature of the Service, not analytics.
- Billing data. Subscription tier, usage counted against plan limits, and invoices. Card details go directly to our payment processor; we never receive or store them.
- Technical data. IP address, browser and device information, and request logs, used for security, abuse prevention, and diagnostics.
- Website contact form. The name, email, organization, role, and message you submit, plus your consent indication.
- Website analytics. Google Analytics, which sets cookies, loads only after you accept the cookie banner, and covers the marketing website only — not the application.
Records about other people
An animal record often names people other than you — a breeder, a veterinarian, a previous owner, a laboratory contact. When you upload that information you are responsible for having a lawful basis to do so, and for honouring any request you receive about it. Write to info@animaltrace.ai if you need help locating or correcting such information.
AI-assisted extraction
When you upload a document for extraction, the document's contents are sent to Anthropic's Claude API so that proposed facts can be read out of it. This is the only point at which record content leaves our infrastructure for processing by a model provider, and it happens only for documents you submit for extraction.
Extraction output is a proposal, not a result. It is labelled with its confidence and its source, and uncertain values wait for your confirmation rather than being written into the record. If you would prefer that no document content be sent to a model provider, skip the extraction step and enter records manually.
Who else processes your data
| Processor | Purpose | Location |
|---|---|---|
| Amazon Web Services | Application hosting, database, and document storage | United States |
| Anthropic | AI extraction from documents you submit | United States |
| Stripe | Subscription payments and card handling | United States |
| Resend | Transactional email (confirmation, password reset, notifications) | United States |
| Vercel | Website and application front-end hosting | United States |
| Google Analytics | Marketing-website analytics, only after cookie consent | United States |
We do not sell personal data, and we do not use your animal records to train third-party models.
Sharing you control
Sharing in the Service is purpose-specific. When you issue an Animal Passport or a report to a buyer, veterinarian, registry, or partner, you choose the audience and the scope. Revoking a share stops future access; it does not erase the historical fact that the share existed, because that record is part of the audit trail the Service exists to keep.
The discovery network, population analytics, and research
The Service supports optional purposes beyond your own use — network discovery, population analytics, and research. Each is governed by a consent setting on the account.
One default deserves attention. Organizations on the Free and Basic tiers contribute their animal records to the public discovery network by default. It is opt-out: the account owner can withdraw contribution at any time in the organization's settings. Organizations on the Pro and Enterprise tiers do not contribute by default. If you do not want records discoverable, check this setting before adding them.
Retention
- While your account is active, we keep your records so the Service works.
- Audit and integrity history is retained even after the underlying record changes, because a record that can be silently rewritten is not evidence.
- After deletion, we remove or anonymize personal data except where we must retain it for legal obligations, tax and billing records, fraud prevention, security, or the integrity of proofs already issued to third parties.
- Website contact-form submissions are kept only as long as needed to handle your request and any resulting relationship.
Your rights
Depending on where you live you may have the right to access, correct, export, delete, or restrict the processing of your personal data, or to object to it. The Service implements these as data-rights requests you can raise from your account:
- Access and export — a copy of your data in a portable form.
- Rectification — correct information that is wrong.
- Erasure — delete data, subject to the retention limits above.
- Restriction — pause processing while a dispute is resolved.
- Objection — object to a particular use, such as research or analytics.
You can also raise any of these by writing to info@animaltrace.ai. We will not charge you for making a request or treat you differently for making one. Note that we cannot correct a result a laboratory or registry issued — that authority stays with the source — but we can record your correction alongside it and show both.
Where your data is held
The Service runs in the United States, and every processor listed above processes data there. If you use the Service from outside the United States, your data is transferred to and stored in the United States.
Security
Data is encrypted in transit with TLS, and production storage, object data, and backups are configured with protection at rest. Access is permission-aware and scoped to your account or organization, and sensitive actions are recorded in the audit history. We describe the controls we actually operate: we do not claim SOC 2 or ISO 27001 certification, and we make no blanket legal-compliance claim.
Children
The Service is not directed to children, and we do not knowingly collect personal data from anyone under 16. If you believe a child has given us personal data, write to info@animaltrace.ai and we will delete it.
Cookies
The marketing website sets no cookies of its own. If you accept the cookie banner, Google Analytics sets cookies to distinguish visitors; you can withdraw consent at any time via "Cookie preferences" in the footer. Declining sets no analytics cookies. The application uses only the cookies and tokens necessary to keep you signed in.
Changes
We will update this policy as the Service changes. If a change materially affects how we handle your data, we will tell account holders by email before it takes effect.
Contact
Questions, requests, or complaints: info@animaltrace.ai, or write to AnimalTrace, Inc..