This policy explains how 10573 LLC handles information through TRACE’s website and animal intake and disposition application, including its mobile apps. TRACE is intended for authorized personnel at participating agencies, shelters, and related organizations.
Information handled by TRACE
- Accounts and organizations: names, work email addresses, telephone numbers, profile details, organizational affiliations, assigned roles, invitations, and account status.
- Animal and incident records: animal descriptions and identifiers; incident numbers, dates and locations; owner and other contact information entered by authorized users; seizure, intake, assessment, custody and disposition information; certifications, notes, and record history. Depending on a case, submitted material may include sensitive incident information.
- Uploaded material: photographs, documents, signatures, and other files users select or capture and submit to a record. Files may contain information about people as well as animals.
- Operational information: sign-in and session information, actions recorded in audit history, delivery status, errors, and technical information processed by hosting and security services, such as IP addresses, browser or device information, and request times.
- Support communications: information you provide when asking for help or requesting changes to your information.
How information is used
Information is used to authenticate users, administer organization access, maintain animal and incident records, support agency-to-shelter workflows, produce records and reports, deliver account and workflow messages, preserve audit history, provide support, and investigate errors or misuse.
Participating organizations decide what case information to enter and how their authorized personnel use TRACE. Requests concerning an agency or shelter’s official records may need to be handled by that organization.
Who receives information
Records are available to users according to their assigned organization, role, authorized relationships, and applicable record restrictions. Workflow messages and exported reports may be sent to the participating organizations’ designated recipients. An authorized user may also download or share a record through their organization’s processes; TRACE cannot recall copies already exported.
Service providers process information to operate TRACE. The current service uses Amazon Web Services for hosting, storage and email delivery, and Cloudflare for network delivery and security. Device and app-store providers may separately process installation, permission, diagnostic and beta-testing information under their own policies.
Information may also be disclosed when required by applicable law or legal process, or as necessary to investigate misuse and protect the service and its users. Access to an agency record is not granted merely because someone asks TRACE support for it.
Camera, photos, files, and dictation
Camera and photo or file selection are used when you choose to attach material. Device permissions can be changed in your device settings. Declining permission may prevent that feature from working; it does not authorize access to unrelated photos or files.
Where speech-to-text is available, your browser or device provider may process audio online. Review the transcript before adding it to a record. TRACE’s dictation control adds reviewed text rather than submitting a recording automatically.
Cookies and local storage
TRACE uses a session cookie for sign-in and may store interface preferences on your device. These support authentication and the requested interface. Sign out on shared devices and protect downloaded records. TRACE’s application does not include advertising features or an advertising tracking SDK.
Retention and deletion requests
Within 30 days of an account-deletion request, we remove the user’s account email and personal profile information. Information that forms part of official agency records is preserved for the applicable legal retention period, including permanently where required. Account deletion does not erase case history, attachments, or official-record copies of that information. Existing access restrictions continue to apply; retention does not make restricted information publicly accessible.
Account information, records, attachments, audit history, delivery records, and backups have different operational and recordkeeping purposes. Closing a case, disabling a user, or removing an attachment from the current view does not necessarily erase historical records or backups. Official records and information subject to a legal hold may need to be retained.
To request access, correction, account deletion, or deletion of personal information, contact support@tracestrays.com. Include the email associated with your TRACE account, your organization, and the nature of your request. Do not send a sign-in code or unnecessary case details. We may need to verify your identity and coordinate with the organization responsible for the record. We will explain any information that must be retained rather than promising that deleting an account erases official case records.
Security and your choices
TRACE uses encrypted network connections, authenticated access, organization and role restrictions, and record-level controls. No system can guarantee absolute security. Keep your work mailbox and device secure, use your individual account, and do not share sign-in codes. Contact your organization administrator or TRACE support if you suspect unauthorized access.
You can ask your organization administrator to update your access, use device settings to manage permissions, and contact us about your information. Available privacy rights depend on applicable law and the organization’s responsibilities for its records.
Children
TRACE is an organizational work tool, not a service directed to children. A case record may contain information entered by authorized personnel about people involved in an incident. Such information should be limited to what is appropriate for the organization’s work.
Policy changes and contact
10573 LLC may update this policy when TRACE’s practices change. The published page will identify the effective date of the current policy.