Privacy Policy for AgilityFinder

Last Updated: May 30, 2025

1. INTRODUCTION

AgilityFinder ("we," "our," or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you:

  • Visit our website at https://agilityfinder.com
  • Use our ClubManager App (for clubs and organizations)
  • Use our AgilityFinder User App (for individuals and dog owners)

This policy applies globally and complies with the EU General Data Protection Regulation (GDPR), UK GDPR, California Consumer Privacy Act (CCPA), and other applicable privacy laws worldwide.

Controller Information:

AgilityFinder is the data controller for the personal data processed through our Services.

Contact: support@agilityfinder.com

2. DATA WE COLLECT

Personal Information for Users

  • Identity Data: Full name (first and last name)
  • Contact Data: Email address, phone number, WhatsApp contact information
  • Location Data: Geographic location (with your explicit consent)
  • Pet Information: Dog breed, age, experience level, medical information (if voluntarily provided)
  • Profile Data: Profile photos, preferences, class history
  • Usage Data: App interaction data, attendance records, class enrollment history
Legal Basis: Legitimate interest for service provision, contract performance for memberships, consent for location data and marketing

Personal Information for Clubs

  • Business Data: Club name, contact person, business registration details
  • Location Data: Business address, location coordinates
  • Operational Data: Operating hours, class schedules, capacity information
  • Marketing Data: Social media links, promotional content
  • Financial Data: Payment information, subscription details, transaction records
Legal Basis: Contract performance, legitimate business interests, legal obligations for financial records

Technical and Analytics Data

  • Device Information: Device type, operating system, unique device identifiers
  • Usage Analytics: App performance data, feature usage statistics
  • Cookies and Tracking: Web cookies, session data, preference settings
  • Log Data: IP addresses, access times, error logs
Legal Basis: Legitimate interest for service improvement and security

3. HOW WE USE YOUR DATA

Primary Service Functions

  • Account Management: User registration, profile creation, authentication
  • Service Delivery: Class scheduling, enrollment processing, membership management
  • Communication: Service notifications, class updates, membership communications
  • Location Services: Display relevant clubs and classes based on your location
  • Payment Processing: Subscription management, transaction processing

Secondary Purposes

  • Service Improvement: Analytics to enhance user experience and app functionality
  • Customer Support: Responding to inquiries and troubleshooting issues
  • Safety and Security: Fraud prevention, account security, data protection
  • Legal Compliance: Meeting regulatory requirements and protecting legal rights
  • Marketing: Promotional communications (with your consent)
Data Retention: We retain personal data only as long as necessary for the purposes outlined above. User accounts: until deletion requested or 3 years of inactivity. Financial records: 7 years for legal compliance. Analytics data: 26 months maximum.

4. DATA SHARING

We do not sell your personal data. We only share your personal data in the following specific circumstances:

With Your Explicit Consent

  • Club Membership Applications: When you apply to join a club, we share your contact information only with that specific club
  • Class Enrollment: Contact details shared with instructors for class-related communication
  • Emergency Contacts: Shared only in case of emergencies during activities

Service Providers (Data Processors)

  • Cloud Hosting: For data storage and app functionality
  • Payment Processors: For handling subscriptions and payments
  • Analytics Services: For app improvement and performance monitoring
  • Communication Services: For email and notification delivery

All service providers are bound by data processing agreements and GDPR-compliant contracts.

Legal Requirements

We may disclose data when required by law, court order, or to protect our legal rights and safety.

International Transfers

Some data may be processed outside the EU/UK. We ensure adequate protection through Standard Contractual Clauses (SCCs) and adequacy decisions where applicable.

5. LOCATION SERVICES

Location Data Collection

Our mobile application requests location permissions for the following purposes:

  • Club Discovery: Display clubs and classes that are geographically relevant to you
  • Search Optimization: Improve the accuracy of search results and recommendations
  • Route Planning: Provide directions to clubs and event locations
  • Event Check-in: Verify attendance at classes and events

Location Consent Management

  • Location data is only collected with your explicit consent
  • You can withdraw consent at any time through your device settings
  • Precise location is processed locally and not stored permanently
  • We may store general area information (city/region) for service improvement
  • Background location tracking is clearly disclosed and optional
Just-in-Time Disclosure: Before collecting location data, our app provides clear information about when, how, and why your location is being used, and requests your explicit consent.

6. DATA DELETION

Your Right to Deletion

You have the right to request deletion of your personal data. To exercise this right:

Data Deletion Process

  1. Submit Request: Contact our support team at support@agilityfinder.com
  2. Identity Verification: We may require verification of your identity
  3. Processing Time: Requests processed within 30 days (GDPR compliance)
  4. Confirmation: You will receive confirmation once deletion is complete

What Gets Deleted

  • Your personal profile information
  • Contact details and preferences
  • Class history and attendance records
  • Photos and uploaded content

Data Retention Exceptions

Some data may be retained if required by law or for legitimate business purposes:

  • Financial transaction records (legal requirement: 7 years)
  • Safety incident reports (legal and insurance requirements)
  • Anonymized analytics data (no longer personally identifiable)

Account Deletion vs. Data Deletion

  • Account Deletion: You can delete your account through app settings
  • Complete Data Deletion: Request through support for complete removal from all systems

7. DATA SECURITY

Technical Safeguards

  • Encryption: Data encrypted in transit (TLS 1.3) and at rest (AES-256)
  • Access Controls: Multi-factor authentication and role-based access
  • Regular Security Audits: Vulnerability assessments and penetration testing
  • Secure Infrastructure: SOC 2 compliant cloud providers
  • Data Backup: Encrypted backups with secure recovery procedures

Organizational Measures

  • Staff Training: Regular privacy and security training for all employees
  • Data Minimization: Collect only necessary data for service provision
  • Incident Response: 24/7 monitoring and breach response procedures
  • Privacy by Design: Security considerations in all development processes

Data Breach Notification

In the event of a data breach that poses risks to your rights and freedoms, we will:

  • Notify supervisory authorities within 72 hours (GDPR requirement)
  • Notify affected users without undue delay
  • Provide clear information about the breach and steps being taken
  • Offer appropriate support and remediation measures

8. YOUR PRIVACY RIGHTS

Under GDPR and Other Privacy Laws, You Have the Right To:

  • Access: Request copies of your personal data
  • Rectification: Correct inaccurate or incomplete data
  • Erasure: Request deletion of your personal data
  • Restrict Processing: Limit how we use your data
  • Data Portability: Receive your data in a machine-readable format
  • Object: Object to processing based on legitimate interests
  • Withdraw Consent: Withdraw consent for data processing at any time
  • Automated Decision-Making: Opt-out of automated profiling (when applicable)

To exercise these rights: Contact us at support@agilityfinder.com

Response Time: We will respond to requests within 30 days (or 1 month under GDPR)

9. COOKIES AND TRACKING TECHNOLOGIES

Types of Cookies We Use

  • Essential Cookies: Required for basic website functionality
  • Analytics Cookies: Help us understand how you use our services
  • Preference Cookies: Remember your settings and preferences
  • Marketing Cookies: Used for targeted advertising (with consent)

Cookie Consent

We obtain explicit consent for non-essential cookies. You can manage cookie preferences through:

  • Our cookie consent banner on first visit
  • Your browser settings
  • Our preference center (accessible in footer)

10. CHILDREN'S PRIVACY

Our Services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal data from a child under 13, we will take steps to delete such information promptly.

For users aged 13-17, we obtain parental consent where required by applicable law, particularly for:

  • Account creation
  • Location data collection
  • Marketing communications

11. THIRD-PARTY SERVICES AND LINKS

Our Services may contain links to third-party websites, applications, or services. This Privacy Policy does not apply to these third parties. We encourage you to read their privacy policies before providing any personal information.

Third-Party SDKs and Services

Our mobile apps may include software development kits (SDKs) from third parties. These may collect data subject to their own privacy policies. Current third-party services include:

  • Analytics providers (app performance and usage)
  • Crash reporting services
  • Payment processing services
  • Push notification services

12. UPDATES TO THIS POLICY

We may update this Privacy Policy from time to time to reflect changes in:

  • Our data practices
  • Legal requirements
  • Service features
  • Business operations

Notification of Changes:

  • Material changes will be communicated via email to registered users
  • Updated policy will be posted on our website with a new "Last Updated" date
  • In-app notifications for significant changes
  • Continued use of our Services constitutes acceptance of the updated policy

13. LEGAL BASIS FOR PROCESSING (GDPR)

We process personal data based on the following legal grounds:

  • Consent: Location data, marketing communications, optional features
  • Contract Performance: Service delivery, account management, payment processing
  • Legitimate Interests: Service improvement, security, customer support
  • Legal Obligations: Financial record keeping, safety compliance
  • Vital Interests: Emergency situations requiring immediate action

14. CONTACT INFORMATION AND COMPLAINTS

Contact Us

If you have questions about this Privacy Policy, your personal data, or wish to exercise your privacy rights:

Email: support@agilityfinder.com

Subject Line: "Privacy Policy Inquiry" for faster processing

Effective Date: This Privacy Policy is effective as of the "Last Updated" date shown at the top of this document and applies to all data collected from that date forward.

© 2025 AgilityFinder. All rights reserved.