# Privacy Policy for ScentWorks K9
**Effective date:** May 5, 2022
**Last updated:** July 28, 2026
ScentWorks K9 (“ScentWorks K9,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect information through the ScentWorks K9 employee application (the “App”), our website at scentworksk9.com (the “Website”), and related services (collectively, the “Services”).
The App is a closed operational system intended for authorized ScentWorks K9 personnel. It is not intended for general public use.
## 1. Information We Collect
Depending on how you use the Services, we may collect the following categories of information.
### Account, profile, and employment information
We collect information used to create, secure, and administer employee accounts, such as your name, email address, user identifier, role, account status, team or group assignments, profile information, certifications, and other employment or operational information. Authentication credentials are processed through Firebase Authentication.
### K9 and operational records
We collect records created or used as part of ScentWorks K9 operations, including K9 profiles, certifications, schedules, availability, shift assignments, training sessions, training analytics, search reports, after-action reports, activity logs, and related notes.
### Communications and user-provided content
We collect content you submit through the Services, including shift or group messages, support requests, comments, notes, photographs, videos, documents, reports, and other files or attachments. Content may contain information about employees, clients, locations, K9s, or operational activities.
### Precise location information, including background location
When you choose **Start Tracking** for a shift and grant location permission, the App collects precise location data to record your route and provide authorized personnel with live and recorded shift-location information. Collection may continue while the App is closed or not in use. Shift tracking continues until you choose **Stop Tracking** or location access is otherwise disabled.
The App may also use your location while it is open to center maps and obtain current conditions relevant to an operation. When current conditions are requested, latitude and longitude are sent to the Open-Meteo service to return local weather information.
We do not use precise location information for advertising, and we do not sell it. Location access can be controlled through the App’s tracking controls and your device settings. Disabling location access will prevent or limit location-dependent features.
### Device, notification, analytics, and diagnostic information
We may collect device and technical information such as device type, manufacturer, model, operating system, app version, notification token, user identifier, account role and status, feature interactions, screen views, performance data, crash reports, error details, and diagnostic logs. This information supports notifications, security, troubleshooting, product improvement, and reliable operation of the App.
### Website, inquiry, and business information
When you use the Website or contact us, we may collect your name, contact details, inquiry content, IP address, browser and device information, cookie or similar technology data, and information submitted in service requests, applications, forms, contracts, or business transactions. If a payment is made, payment information may be processed by our payment service providers; we do not necessarily receive or retain complete payment card information.
## 2. How We Use Information
We may use information to:
– create, authenticate, secure, and manage accounts;
– schedule and coordinate shifts, teams, personnel, and K9 operations;
– provide live and recorded route visibility during shift tracking;
– create and maintain training, search, certification, reporting, and operational records;
– enable messages, notifications, file sharing, support, and collaboration;
– administer employment and business operations;
– provide requested services and respond to inquiries;
– monitor, diagnose, secure, maintain, and improve the Services;
– investigate misuse, safety issues, technical failures, or policy violations;
– comply with contracts, legal obligations, and lawful requests; and
– protect the rights, safety, property, and operations of ScentWorks K9, our personnel, clients, and others.
## 3. How We Disclose Information
We may disclose information in the following circumstances.
### Authorized personnel
Information may be visible to authorized employees, handlers, supervisors, administrators, or other personnel when required for their role, team, shift, or operational responsibilities. For example, personnel assigned to a shift may need to see who else is assigned, relevant messages, and live or recorded shift-location information.
### Service providers
We use service providers to host, secure, maintain, and operate the Services. These may include Google services such as Firebase Authentication, Cloud Firestore, Cloud Storage, Cloud Functions, Firebase Cloud Messaging, Google Analytics for Firebase, Firebase Crashlytics, Firebase Performance Monitoring, and Google Maps, as well as Open-Meteo for weather information. Website hosting, email, payment, and other business service providers may also process information on our behalf.
These providers process information subject to their terms, privacy notices, and contractual obligations. We provide them with information reasonably necessary to perform services for us.
### Legal, safety, and organizational reasons
We may disclose information when we reasonably believe disclosure is necessary to comply with law, legal process, or a lawful government request; enforce agreements or policies; detect or prevent fraud, abuse, or security incidents; protect safety, rights, or property; or support a merger, financing, reorganization, acquisition, sale, or transfer of all or part of our organization or assets.
We do not sell personal information, and we do not share precise location information for cross-context behavioral advertising.
## 4. Permissions and Your Choices
The App may request access to location, notifications, camera, photos, or files when needed for a feature.
– **Location:** Shift route collection begins when you choose Start Tracking and grant the required permission. Choose Stop Tracking to end the active tracking session. You may also change location access in device settings.
– **Notifications:** You may change notification permissions in device settings. Disabling notifications may prevent shift, message, schedule, or operational alerts.
– **Camera, photos, and files:** Access is used when you choose to capture, select, upload, or attach content. You may change these permissions in device settings.
You may decline optional permissions, but some features may not work without them.
## 5. Data Retention
We retain information for as long as reasonably necessary for the purposes described in this Policy, including operational, employment, safety, security, legal, accounting, and recordkeeping needs.
Live-location and map-tracking records created during shift tracking are configured with deletion timestamps generally set approximately 30 days after creation. Deletion may not occur immediately after the timestamp, and related operational records may be retained longer when reasonably necessary. Other records are retained according to their purpose and our operational or legal requirements.
When information is deleted, copies may remain temporarily in backups, logs, or systems used for security and disaster recovery until those systems are overwritten or the applicable retention period expires. We may retain information that is required to establish, exercise, or defend legal claims, comply with law, preserve necessary employment or operational records, or address fraud, safety, or security concerns.
## 6. Security
We use reasonable administrative, technical, and organizational measures designed to protect information. These measures may include authentication, access controls, role-based permissions, encrypted network connections, monitoring, and managed cloud infrastructure. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Authorized users are responsible for protecting their credentials, devices, and access to the App. Please notify us promptly if you believe an account or device has been compromised.
## 7. International Processing
Our service providers may process information in the United States and other countries. Privacy and data-protection laws in those locations may differ from the laws where you live. Where required, we take reasonable steps to use appropriate safeguards for such processing.
## 8. Your Privacy Rights
Depending on your location and applicable law, you may have rights to request access to, correction of, deletion of, or a copy of certain personal information; to object to or restrict certain processing; or to withdraw consent where processing is based on consent. These rights may be limited by applicable legal, employment, security, safety, or operational requirements.
To submit a privacy request, contact us using the information below. We may need to verify your identity and authority before completing a request.
## 9. Request Account and Data Deletion
You may request deletion of your ScentWorks K9 App account and associated personal data by emailing [admin@scentworksk9.com](mailto:admin@scentworksk9.com?subject=ScentWorks%20K9%20App%20Account%20Deletion) with the subject **ScentWorks K9 App Account Deletion**. Include the name and email address associated with your account. Do not send passwords or sensitive authentication information by email.
We will verify the request and delete or de-identify the account and associated personal data as required by applicable law. We may retain limited information when reasonably necessary for legal compliance, employment or operational recordkeeping, safety, security, fraud prevention, dispute resolution, or the protection of legal rights. We will explain any material retention that applies to the request.
## 10. Cookies and Website Technologies
The Website may use cookies and similar technologies that are necessary for operation, remember preferences, understand usage, secure the Website, or support embedded and third-party services. Browser settings may allow you to block or delete cookies, although doing so may affect Website functionality.
Third-party links or embedded services are governed by the privacy practices of their respective operators. We are not responsible for third-party websites or services that we do not control.
## 11. Children’s Privacy
The Services are not directed to children under 13, and the App is intended only for authorized personnel. We do not knowingly collect personal information from children through the App. If you believe a child has provided personal information to us, contact us so we can review and address the matter.
## 12. Changes to This Policy
We may update this Privacy Policy to reflect changes in the Services, our practices, or applicable requirements. We will post the updated Policy on this page and revise the “Last updated” date. We may provide additional notice when required by law or when a change is material.
## 13. Contact Us
For privacy questions, requests, or concerns, contact:
**ScentWorks K9**
Email: [admin@scentworksk9.com](mailto:admin@scentworksk9.com)
Website: [https://scentworksk9.com](https://scentworksk9.com)