How your organization's data is handled.

WhiskerMatch is operated by Veldarium Technology Systems LLC ("WhiskerMatch," "we," or "us"). The shelter or rescue that signs up for a workspace is the controller of the personal data it enters: it decides what to collect and why. WhiskerMatch is the processor: it processes that data only to provide the workspace, as the organization instructs through the product and this addendum, and as the law requires. WhiskerMatch does not sell personal data, and does not use an organization's operational records to train models.

• Staff accounts: names, work emails, password hashes, login and audit records.
• Volunteer, foster, applicant, and adopter records the organization enters: names, contact details, and the operational notes staff write about them.
• Animal records: intake, care, medical, behavior, foster, and outcome information staff enter.
• Files the organization uploads (photos, documents), stored in a private bucket.
• Public submissions routed to the organization: adoption applications, foster/volunteer enquiries, lost-and-found reports, and community-cat reports.

WhiskerMatch never asks for, and organizations should not enter, payment-card numbers, government ID numbers, or passwords belonging to anyone else. Animal medical notes are staff-entered facts, never veterinary diagnosis.

Only to run the workspace the organization signed up for: storing records, showing them to the organization's own authorized users, sending the transactional messages the organization turned on (invitations, password resets, assignment emails), keeping the audit trail, and operating the service (backups, security, abuse prevention). WhiskerMatch does not use one organization's data for another organization, and does not disclose it except as this addendum allows.

WhiskerMatch uses a small set of subprocessors to host and run the service (hosting/database, email delivery, file storage, analytics only if switched on). The current list is on /subprocessors. Changes to that list are announced there. If a subprocessor change would break your program's requirements, cancel before it takes effect and export your data.

• Access is organization-scoped: every query is filtered by organization, and database row-level security adds a second layer for non-owner database roles.
• Staff passwords are hashed (bcrypt). Sessions are signed, short-lived, and revocable. Two-factor authentication (TOTP) is available to every staff account.
• Invitation, password-reset, and email-verification tokens are single-use, expiring, and stored as hashes only.
• Uploads are validated, stored privately, and served through short-lived signed links.
• An append-only audit trail records consequential changes inside the app.

No security list is a guarantee. Organizations are responsible for their own users: who they invite, which roles they grant, and keeping credentials and copied links private.

If WhiskerMatch becomes aware of a personal-data breach affecting an organization's data, it will notify that organization's contact address without undue delay, and in any case within 72 hours of becoming aware, with what happened, what data was involved, and what is being done. The organization decides what its own notification duties are.

When someone asks the organization for access, correction, export, or deletion of their data, the organization handles the request. WhiskerMatch provides the tools for it: per-record editing, CSV export, member export/delete, and staff-assisted deletion. WhiskerMatch will not answer a data subject directly about an organization's data except to point them at the organization.

Data is kept while the workspace is active. Lost-and-found drafts and community-cat reports have their own retention rules (see /data-retention). When an organization closes its workspace, or asks for deletion, its operational records are deleted, including from backups as backup files age out (backups are retained up to 30 days). Audit rows needed for an open investigation are kept until the investigation closes.

Data is hosted where the hosting provider runs it (see /subprocessors). Organizations that need data to stay in a specific region should confirm the hosting region before signing up.

The organization can export its data (CSV) at any time, including during the trial and after cancellation. On termination, access stops at the end of the paid period (or immediately for a trial), and deletion follows the retention rule above.

If a signed agreement between WhiskerMatch and an organization conflicts with this page, the signed agreement controls for that organization.