Privacy Policy

Last updated: 7 March 2026

1. Introduction

CompanionTrack (“we”, “us”, or “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share information when you use our website (companiontrack.com) and web application (app.companiontrack.com).

This policy is designed to comply with the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (EU GDPR), the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), and other applicable data protection laws.

2. Who Is the Data Controller?

CompanionTrack is an independent product operated by its founder. The founder is the data controller responsible for your personal data.

Contact: our contact form

3. What Data We Collect

Account information

Your name and email address
Password (stored in encrypted/hashed form — we never store it in plain text)
Subscription plan and payment status (note: payment processing is handled by a third-party provider; we do not store full payment card details)

Pet information

Pet names, species, breed, age, and photos
Health records, vaccination dates, and medical notes
Pet insurance details and notes
Appointment and event information you enter

Usage and technical data

Log data, device type, browser type, and IP address
Pages visited and features used within the Service
Interactions with the Advisor AI feature, including prompts submitted and responses generated

4. How We Use Your Data

We use your data for the following purposes:

To create and manage your account, and provide the Service — Contractual necessity
To process your Plus plan subscription and payments — Contractual necessity
To power the Advisor AI feature with your pet data for personalised responses — Contractual necessity / Legitimate interests
To send you transactional communications (e.g. password resets, billing notifications) — Contractual necessity
To improve the Service through analysis of usage patterns — Legitimate interests
To comply with legal obligations, including tax and financial record-keeping — Legal compliance

We will never sell your personal data to third parties, or use it for advertising purposes.

5. The Advisor AI Feature

The Advisor feature uses a third-party AI language model (LLM) to provide personalised pet care guidance based on data you have entered in the app. Relevant pet information from your account is transmitted to the AI provider’s systems to generate a response.

You should be aware that:

Pet data you have entered may be transmitted to an AI provider when you use the Advisor feature
You should not enter sensitive personal information (such as your own health data or payment details) into the Advisor chat
Advisor responses are not veterinary advice and should not replace professional guidance

6. Who We Share Data With

We may share your data with the following categories of third-party service providers, acting as data processors on our behalf:

Hosting and infrastructure providers (including the platform on which the app is built and hosted)
AI / LLM providers, to enable the Advisor feature
Payment processors, to handle Plus plan subscription billing
Analytics providers, to help us understand usage of the Service

All third parties are required to protect your data and process it only in accordance with our instructions. We do not share your data with any third party for their own marketing or advertising purposes.

7. International Data Transfers

We operate globally and your data may be transferred to and processed in countries outside your own, including countries that may not provide the same level of data protection as your home country.

For users in the UK and EU, where data is transferred internationally we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or UK International Data Transfer Agreements (IDTAs), in compliance with UK GDPR and EU GDPR.

For users in the United States, data may be processed by service providers located in the US or other countries.

8. How Long We Keep Your Data

We retain your personal data for as long as your account remains active. If you close your account or request deletion, we will delete your personal data within 30 days, except where we are required to retain certain records for legal, tax, or regulatory purposes (e.g. billing records for a minimum of 7 years in the UK).

Usage and log data may be retained in anonymised or aggregated form for longer periods.

9. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

Encrypted data transmission (HTTPS/TLS)
Hashed password storage
Access controls limiting internal access to personal data

No method of internet transmission is entirely secure. While we strive to protect your data, we cannot guarantee absolute security. In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you and any applicable supervisory authority as required by law.

10. Your Rights — UK and EU Users (UK GDPR / EU GDPR)

If you are located in the UK or EU, you have the following rights:

Right of access — request a copy of the personal data we hold about you
Right to rectification — ask us to correct inaccurate or incomplete data
Right to erasure — ask us to delete your data in certain circumstances
Right to restrict processing — ask us to limit how we use your data
Right to data portability — receive your data in a structured, machine-readable format
Right to object — object to processing based on legitimate interests
Rights related to automated decision-making — we do not make solely automated decisions that have a legal or similarly significant effect on you

To exercise any of these rights, contact us at our contact form. We will respond within one calendar month.

UK users may lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk. EU users may contact their local supervisory authority.

11. Your Rights — California Residents (CCPA / CPRA)

If you are a California resident, you have the following rights under the CCPA/CPRA:

Right to know — request disclosure of the categories and specific pieces of personal information we have collected about you, the purposes for collection, and the categories of third parties with whom we share it
Right to delete — request deletion of your personal information, subject to certain exceptions
Right to correct — request correction of inaccurate personal information
Right to opt out of sale or sharing — we do not sell or share your personal information for cross-context behavioural advertising
Right to limit use of sensitive personal information — we do not use sensitive personal information beyond what is necessary to provide the Service
Right to non-discrimination — we will not discriminate against you for exercising your privacy rights

To exercise your California rights, contact us at our contact form. We will respond within 45 days.

We do not sell your personal information, and we do not share it with third parties for cross-context behavioural advertising purposes.

12. Your Rights — Other Jurisdictions

If you are located outside the UK, EU, or California, you may have additional privacy rights under the laws of your jurisdiction. We are committed to honouring reasonable requests to access, correct, or delete your personal data. Please contact us at our contact form to make a request.

13. Cookies

We use cookies and similar technologies to enable core functionality of the Service (e.g. keeping you logged in) and to analyse usage. Essential cookies are required for the Service to function.

Where we use non-essential cookies (such as analytics cookies), we will request your consent in accordance with applicable law. You can manage your cookie preferences through your browser settings.

14. Children’s Privacy

The Service is not intended for children under the age of 13 (or under 16 in certain EU member states). We do not knowingly collect personal data from children. If you believe a child has provided us with their data, please contact us and we will delete it promptly.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by updating the “Last updated” date above and, where appropriate, by email or in-app notification. Continued use of the Service following notice of changes constitutes your acceptance of the updated policy.

16. Contact Us

For questions about this Privacy Policy, or to exercise your data rights, please contact us at: our contact form