Retain what the workflow needs. Delete with care.
WhiskerMatch already stores public submissions and provisioned organizations' operational records. Retention is described as current behavior, not future-only policy.
Retention follows the record's purpose and account lifecycle.
WhiskerMatch stores Discovery Questionnaire submissions, pilot requests, account and session information, organization-scoped animal and workflow records, audit events, and private uploads. Records are retained while needed to operate the service, support the applicable organization, preserve security and accountability, resolve disputes, or meet legal obligations.
Questionnaire submissions
Retained so WhiskerMatch can review the submission, generate and display reports, understand recurring workflow needs, and respond to the submitter. Deletion or correction may be requested.
Pilot requests
Retained to evaluate fit, manage follow-up, document the request pipeline, and provision approved organizations. A rejected or inactive request does not create an organization account by itself.
Accounts and sessions
Identity, role, organization membership, security state, invitations, password-reset records, and session-related information are retained as needed to authenticate users, enforce permissions, and investigate account events.
Organization records
Animal records, applicants, fosters, notes, tasks, holds, statuses, reviews, and related operational information generally remain available while the organization's account or pilot is active, subject to deletion and agreement terms.
Audit events
Audit records may be retained longer than ordinary editable records when needed for accountability, security review, incident investigation, or dispute resolution.
Private uploads
Photos and documents remain in private storage while attached to active records or otherwise needed for the organization's workflow. Deleting a record may require a coordinated deletion of related storage objects and backups.
Some technical records follow provider and security needs.
Vercel and Supabase may retain request, database, storage, backup, or diagnostic information under their service operations and policies. WhiskerMatch does not promise that every backup copy disappears at the same moment an active record is deleted; limited residual copies may remain until normal backup rotation completes.
Access and diagnostic logs
Request metadata, timestamps, status codes, and error information may be retained for reliability, abuse prevention, and security investigation.
Backups
Database or storage backups may contain deleted information for a limited period until routine backup expiration or rotation. Backups are not used to restore an intentionally deleted active record except where required for disaster recovery or legal obligations.
Security records
Rate-limit, session-revocation, invitation, reset, and incident records may be retained long enough to enforce security controls and investigate misuse.
Optional email
Automated email is optional. Where email is used, the email provider and recipient mailbox may retain message metadata or content under their own policies. Core invitation and reset workflows also support manual copy-link delivery.
Access, correction, export, and deletion require verification.
Requests are reviewed against the requester's identity, organization authority, record ownership, security needs, and applicable agreement. WhiskerMatch will not delete or disclose another person's or another organization's information merely because someone asks.
Access and correction
Public submitters and authorized organization representatives may ask what information WhiskerMatch holds about them and request correction of inaccurate information.
Organization export
Authorized organization owners may request an export of organization records in a reasonably available format, subject to current product capabilities and any signed agreement.
Deletion
Deletion requests are evaluated promptly. Some records may need to be retained for security, audit, contractual, dispute, fraud-prevention, backup, or legal reasons.
End of pilot or account
When a pilot or account ends, export and active-data deletion are handled under the applicable agreement and operational plan. Organizations remain responsible for preserving any records they are legally or operationally required to keep.
WhiskerMatch does not decide every retention period for a shelter.
Shelters and rescues remain responsible for deciding what applicant, animal, foster, medical, behavioral, volunteer, and operational information they are permitted or required to retain. WhiskerMatch provides software and technical controls; it does not provide legal advice or replace an organization's retention policy.
Request access, correction, export, or deletion.
Contact us with enough information to verify the request without sending unnecessary credentials, applicant records, animal medical information, or other sensitive data by email.