Privacy Policy

Teams and temporary caregiver access

Organization administrators choose staff roles, animal assignments and access dates. Staff can access authorized animal records; caregivers receive only assigned tasks and limited animal care information. Private intake, foster contact, placement and health-history notes are excluded from caregiver animal views. Task completions record the person’s display name and time, and animal updates identify the last editor. Invitations store the recipient email, permitted animals, dates, role and a hashed code. Access is checked on the server and can expire or be revoked. Printed reports and imported calendar copies remain with their recipient. Calendar downloads include task titles and animal names and do not sync.

This policy covers the Sulcata Keeper website and web app, operated as an independent, self-funded initiative in Los Lunas, New Mexico. It does not govern Amazon, social networks, video hosts, or other independently operated services linked from our website.

1. Information we collect

• Account information: a website-specific identifier and identity information supplied through ChatGPT sign-in, including email and any supplied name; your chosen keeper display name; registration time; and Plus preview status. We do not receive your ChatGPT password.
• Care records you enter: tortoise profiles and photos, routines, observations, measurements, caregiver plans, veterinary contacts, ZIP codes and weather preferences, and private rehoming drafts.
• Adoption submissions: contact details, city/state, applicant address where requested, care and experience answers, references, enclosure video links, screening acknowledgments, and review history. Provide someone else’s contact details only with their permission.
• Community contributions: the public display name, message, photo, photo description, and link you submit; submission and review status; and reports of concerns. These are separate from your private care records.
• Communications and technical information: information you send through the website contact form, by email, or by phone, service activity and delivery records, and technical data processed by hosting and sign-in services, such as IP addresses, browser information, access logs, and session cookies.

Website messages and pilot feedback

The website form stores your name, reply email, topic, message, reference, timestamps, and inbox status privately for the owner to respond. It does not require a keeper account. The page confirms a saved submission; no automatic acknowledgment email is sent. Resend sends the owner only an event type, reference, and time. A failed alert does not remove the saved message.

Spam protection uses a single-use challenge, a hidden field, a minimum completion time, and request limits. Challenge records include a daily hash derived from the connection IP, rather than the raw IP in the form database. Challenge records older than 24 hours are removed on the next form request. Hosting providers may separately keep connection and security logs. Messages remain until no longer needed for follow-up or a verified deletion request; contact us with your reference to request access, correction, or deletion.

Shared care schedules

Schedule owners store task titles, instructions, due times, and named completion records. Invited caregivers can read tasks and completion notes permitted by their animal assignments and access dates, and mark authorized open tasks complete. They can see limited care information for assigned rescue animals, but not private intake, foster contact, placement or health-history notes, private household profiles, adoption answers, or the separate caregiver handoff. Only share information you intend these people to see.

Invitations store a designated sign-in email, a code hash, expiry and revocation information, and the accepting account identifier. The code is shown once and is not emailed automatically. Owners can revoke access at any time. Revocation cannot remove copies already printed or downloaded. The optional due-task reminder is an in-page check for the current visit and sends nothing when the page is closed.

Schedules and history remain readable, printable, and downloadable after the owner’s Plus access ends. Deleting the owner’s keeper account removes its schedules and invitations. Deleting a caregiver’s account removes their access link, but their recorded display name and past completion notes can remain in the owner’s history. Request removal of personal information in another person’s schedule through a privacy request. A schedule export is separate from the core account backup.

2. How we use phone numbers

A phone number is not required to create a basic keeper account. Adoption forms request a contact number so we can review a submission and coordinate the requested adoption process. If you contact us or provide a number for a service request, we use it for that request, relevant follow-up, and necessary service or safety communications.

We do not publish private phone numbers in adoption listings, provide them to Amazon or other retailers, sell them, or use them for unsolicited marketing. We do not operate an automated promotional calling or SMS program. Entering a number is not consent to marketing calls or texts.

We will ask for your permission before giving your contact number to a prospective adopter, animal owner, rescue, or another member for placement coordination. Service providers may store submitted numbers as part of hosting our records, and disclosure may be required by law as explained below. Numbers you intentionally include in a community post may be seen by readers, so do not post them there.

To correct or remove your number, or ask us to stop contacting you by phone, email info@sulcatakeeper.com. If contact is necessary for an ongoing adoption review, we will discuss another contact method; the review may be unable to proceed without a reliable way to reach you.

Sulcata Keeper Teams records and care questions

Rescue workspaces store the animal details, resized photos, contacts, health and care notes, expense entries, and follow-up dates entered by the administrator or authorized staff. These records are private to the organization, with access controlled by roles and animal assignments, and are not automatically published or sent to resource providers. Obtain permission before recording other people’s contact details. Download rescue records, including photos, from the rescue workspace; this is separate from the core account backup.

The owner sees invitation records including the rescue name, designated email, issuance, expiry, redemption, rule acceptance, and cancellation history. Only a hash of the invitation code is stored; the full code is shown once when issued. Invitation and misuse records may remain after account deletion to prevent reuse and resolve disputes, subject to review and lawful deletion requests. Private animal records are not shown in the invitation dashboard.

The care-question helper processes submitted text to match a prepared answer. Questions are not stored as chat history and are not sent to an AI provider. Ordinary hosting and security processing still applies. Avoid including personal information in questions.

Optional weather notifications

When you allow notifications, we save your ZIP code, alert preferences, device name, and an encrypted browser push subscription. Your browser’s push service, such as Apple, Google, or Mozilla, routes encrypted notifications to the device. Delivery can expose ordinary connection and timing information to those providers. Notifications may appear on your lock screen. We record dispatch attempts and browser display receipts to troubleshoot delivery; these do not show that a person read the message. Delivery records are removed after seven days during background checks. Pausing the scheduler can delay that cleanup.

cron-job.org triggers our background checks with a private job authorization key. It does not receive member profiles, ZIP codes, or notification contents. You can pause notifications or remove devices in Weather notifications. Removing a device deletes its subscription and associated delivery records. Deleting your keeper account removes its notification preferences and subscriptions. These separate preferences are not included in the core care backup. This feature does not enroll you in email or text-message alerts.

3. Why we use information

We use information to provide sign-in and saved records, display requested weather, administer Plus previews and paid memberships, review and coordinate adoption submissions, moderate the community, answer requests, protect accounts, troubleshoot delivery or service problems, and meet applicable obligations. We do not automatically enroll account holders or adoption applicants in a marketing list.

4. Who receives information

• Sulcata Keeper administration: the owner can access website contact messages and pilot feedback, adoption submissions for screening and community posts and reports for moderation. The membership dashboard shows account identifiers, display names, registration dates, Plus preview status, and membership billing records; it does not display private care notes or profile photos. Authorized administrative access may be necessary to provide support, handle privacy requests, or address security issues.
• Hosting and sign-in providers: the website uses OpenAI Sites/ChatGPT authentication and Cloudflare-hosted infrastructure and storage. These services process records and technical information needed to operate the website. A service provider’s independent account or platform services also have their own terms and privacy notices.
• Square payments: when you choose to contribute or purchase Plus, the website opens Square’s checkout. For membership checkout we send an opaque checkout reference, the selected plan, and its price. We store the keeper account association, consent version, Square payment, order, invoice and subscription identifiers, payment and refund amounts, paid access dates, cancellation status, and minimal notification and dispute records to administer access and resolve billing issues. Square processes the payment details and information you enter under its own privacy practices. We can access transaction records and contact information Square makes available to us for payment administration, records, and responding to questions. This website does not collect or store full card numbers. We do not automatically add contributors to marketing lists. Payment records may be retained for accounting, disputes, or legal obligations.
• Email services: Resend delivers owner activity alerts for new accounts, Plus preview starts, website messages, and adoption submissions. These alerts contain an event type, time, and record reference, not phone numbers, home addresses, care notes, screening answers, or enclosure videos. Information you choose to email is processed through the email services involved in that conversation.
• Weather and display services: ZIP lookups use Zippopotam.us and forecasts use the National Weather Service. The basic care tool contacts them from your browser, which exposes normal connection information such as your IP address. The Plus weather tool requests ZIP and coordinate data through our server. Google Fonts also receives normal connection information when fonts load.
• Information you choose to share: approved community posts are visible to eligible Plus members and the owner. Reviewed adoption listings may publicly show tortoise details and general location, but not private application answers or contact fields. We seek permission before sharing personal contact details for a placement.
• Legal and safety requirements: we may disclose information when required by a valid legal process or when reasonably necessary and legally permitted to address fraud, security incidents, or threats to people or animals. We limit disclosure to what is appropriate for that purpose.

We do not send keeper account records, phone numbers, or private care photos to affiliate retailers through our product links. We do not provide private keeper or adoption records to advertising providers. Google advertising on the public homepage involves separate browser data processing, described below.

5. Amazon, other links, cookies, and local storage

Amazon and other linked websites are independently operated. When you follow a link, the destination can receive normal connection information and anything you choose to submit there. Affiliate links include a referral identifier so the retailer can attribute a qualifying purchase. Retailers may use their own cookies and tracking under their policies. We do not receive your payment card information from a purchase made on another website.

As an Amazon Associate I earn from qualifying purchases. This commercial relationship does not mean Amazon owns, operates, or endorses Sulcata Keeper. Read our external-link and affiliate terms before purchasing through a link.

Hosting and authentication services use cookies or similar mechanisms for sign-in, security, and site operation. Care tools hold unsaved work in your open browser tab; closing it before saving may lose those changes. The public homepage includes Google AdSense code. Loading this code connects your browser to Google and can disclose technical information such as your IP address, browser details, and the page URL. We do not include this advertising code in private keeper pages or adoption forms. Browser settings can restrict or clear cookies, but doing so may sign you out or interfere with account features.

Google advertising

Third-party vendors, including Google, may use cookies to serve ads based on your prior visits to this website or other websites. Google’s advertising cookies enable Google and its partners to serve personalized ads based on those visits, subject to applicable settings and consent. Ad availability depends on Google’s approval and the site’s advertising configuration.

You can manage personalized advertising through Google My Ad Center and find participating vendors’ opt-out options at YourAdChoices. Read how Google uses information from sites that use its services and Google’s Privacy Policy. Where an advertising consent message is presented, use its controls to manage your choices. Browser cookie controls may also limit advertising cookies.

6. Photos, videos, and community privacy

Public educational videos

Our video pages display thumbnails hosted by YouTube, so your browser connects to YouTube to load those images. The embedded player loads only when you choose “Load video” and uses YouTube’s privacy-enhanced domain. When you load or play a video, YouTube receives information such as your IP address, browser information, and playback activity under Google’s Privacy Policy. Choosing “Watch on YouTube” opens that service directly. You do not need a Sulcata Keeper account to watch these public videos.

Private profile photos are kept within your keeper account. Posting a community photo is a separate choice. Community uploads are resized and re-encoded, with standard image metadata removed; visible house numbers, people, documents, and other identifying details can still reveal information. Check your image before submitting it. Only share material you have permission to use.

Adoption videos are submitted as links to another hosting service. That host’s privacy settings apply; anyone who obtains an unlisted link may be able to view it. Avoid showing unrelated private spaces or documents. Other members may save or share a copy of content you make visible to them, even after you later delete the original.

7. Your choices, retention, and deletion

You can read public articles without an account. Within your care tools, you can edit saved information and remove individual records. Account settings offers a backup of core care records and account deletion. That backup does not include separately stored Plus plans, Plus weather settings, community posts, rescue records, shared schedules, contact messages, or adoption submissions. Use the rescue workspace to download rescue records. Contact us to request a copy of those records.

Before deleting your keeper account, manage monthly cancellation and unfinished checkouts in Membership & billing. Billing records needed for accounting, refunds, disputes, or obligations are retained separately; the link to a deleted keeper account is removed. Deleting a keeper account removes its active care records, Plus plan and weather settings, community posts and photos, private rescue records and photos, and schedules and invitations owned by the account. You can also delete individual community posts from My posts, including after a preview expires. This does not delete your ChatGPT account, your own downloaded backups, or copies other people previously saved.

Adoption records are retained separately for screening, placement coordination, and follow-up until removed following a request or administrative review. Withdrawing a submission removes a listing from public display but does not automatically erase its screening record. Request access, correction, or deletion by emailing info@sulcatakeeper.com with “Privacy request” in the subject line. Where applicable, you may also request information about our processing or raise a privacy complaint.

We may verify that a request comes from the account holder before disclosing or changing records. Do not send identity documents in your first message. We respond within timeframes required by applicable law and explain any lawful limits on a request. Service communications, delivery records, security logs, and provider backups may remain for operational, security, dispute-resolution, or legal needs after active records are removed; they are not used to recreate a deleted account. We review retained information and remove it when it is no longer needed for those purposes.

8. Security and children’s information

Access controls separate private records from public pages and other users’ accounts. No online service can guarantee absolute security. Protect your sign-in account, use care on shared devices, and avoid submitting sensitive personal information that is not necessary for the feature you are using.

Accounts, community posting, and adoption submissions are intended for adults age 18 or older. We do not knowingly collect personal information from children under 13. If you believe a child has submitted information, contact us so we can investigate and remove it as appropriate.

9. Changes and contact

We will update the date above when this policy changes. Material changes will be communicated through the website or an appropriate account notice, with consent obtained where required before a materially different use of information.

Sulcata Keeper · Los Lunas, New Mexico
info@sulcatakeeper.com
505-310-4177