This Privacy Policy explains how Stockyard Social LLC (“Stockyard Social,” “we,” “us” or “our”) collects, uses, shares and protects personal information through stockyardsocial.com, my.stockyardsocial.com (the “App”), the partner dashboard, staff check-in tools at the Campus and related services (the “Services”).
1. Information We Collect
We collect the following categories of information:
Account and identity information: name, email address, phone number, Stockyard ID, sign-in records and account preferences.
Pack information: the Pack you belong to, your role in the Pack, invitations sent and accepted, and changes to Pack membership.
Dog information: dog names, breed, age, photos, profile details, vaccination and veterinary documents you upload, record expiry dates, and clearance status and review notes made by staff.
Photos: photos of you and members of your Pack that you upload for identification.
Purchase information: membership and product selections, amounts paid and due, payment-processor transaction and capture identifiers, payment status, refunds and disputes. Full payment-card numbers are collected and processed by our payment processor and are not stored by Stockyard Social.
Visit information: Gate check-ins and check-outs, the dogs checked in, the staff member and station that recorded the visit, and Yard capacity records.
Scan records: each time a staff member scans a scan code, we record the time, station, staff member and result of the look-up.
Messages: messages you send through Contact us, staff replies and internal staff notes about a conversation. For messages sent without signing in, we store a one-way hashed form of the network address to limit spam; we do not store the address itself.
Events: RSVPs, guests, dogs registered for an event and attendance.
Releases and acceptances: signed Participant Releases, the document version accepted, the signer, and the date and time of signature or acceptance.
Incidents: incident reports, photos, statements and staff notes about bites, injuries or other incidents on the Campus.
Benefit and program records: Pack Points, Stockyard Credit and other Wallet balances, cooler and welcome-fill selections, Clubhound former-member claims and attestations, and referral attribution.
Business information: for Perk Partners, business details, listing content, perks, the people authorized to manage the business and ownership-claim submissions.
Device and usage information: browser type, device type, pages viewed, and essential cookies used to keep you signed in and secure the Services.
2. How We Use Information
We use personal information to:
- create and administer accounts, Packs, memberships and benefits;
- process purchases, payment plans, refunds and disputes;
- review dog records and determine clearance to enter the Yard;
- check in visitors, manage capacity and keep the Campus safe;
- operate events, RSVPs, Pack Points, credits, perks and referral programs;
- respond to messages and provide support;
- send transactional, safety, membership and, where permitted, marketing communications;
- detect and prevent fraud, abuse and security incidents, and maintain audit records of staff actions; and
- comply with law, enforce our terms and protect people, animals and property.
3. How We Share Information
We do not sell personal information. We share personal information only as follows:
Within your Pack: adults in your Pack can see the Pack’s adult members, registered dogs, dog clearance status and shared benefits.
With staff: authorized Stockyard Social staff see the information needed for their role, such as check-in, clearance review or support.
With service providers that process information on our behalf, including payment processing (PayPal), application hosting and database services, website hosting, and customer-relationship and email delivery services (GoHighLevel). Service providers may use information only to provide services to us.
With Perk Partners: only the information needed to verify your eligibility for a perk you choose to use. We do not give Perk Partners our member list.
For legal reasons: to comply with law, legal process or a governmental request, including required reporting of animal bites, and to protect the rights, safety and property of Stockyard Social, our members, staff, animals or the public.
In a business transfer: in connection with a merger, financing, acquisition or sale of assets, subject to this Policy.
4. Email and Customer Communications
Text Messaging and Consent. Account and service-related text messages may be sent when permitted by law. Promotional SMS/MMS messages require a separate, affirmative opt-in; consent to marketing texts is not a condition of purchase or membership. Message frequency varies; message and data rates may apply. Reply STOP to unsubscribe from promotional messages or HELP for assistance. Stockyard Social maintains records of opt-in, opt-out, and consent source and honors legally required revocation requests. Mobile numbers and SMS opt-in or consent information are not sold, rented, or shared with third parties or affiliates for their independent marketing purposes; service providers may process that information only to deliver messages on Stockyard Social’s behalf.
We use a customer-relationship platform to send account, purchase, support and event emails and to keep contact records current. Contact details and membership status may be synchronized with that platform for this purpose. You may unsubscribe from marketing email at any time using the link in the message.
5. Cookies and Analytics
Security Cameras and Future Identification Tools. Cameras may monitor common areas for safety, security, and incident investigation, subject to posted notices and applicable law. Biometric identification or facial recognition will not be introduced without separate notice and any legally required consent.
We use essential cookies to operate and secure the Services and may use limited analytics to measure performance. If we add advertising or other nonessential tracking technologies, we will update this Policy and provide any required consent choices.
6. Retention
Retention and Access. Records will be retained only as reasonably necessary for the stated operational, safety, legal, tax, and dispute purposes, and will be protected by role-based access and deletion procedures. Where an incident or legal hold requires longer retention, applicable records may be preserved.
We retain personal information for as long as reasonably necessary for the purposes described in this Policy, including membership administration and transaction, tax, dispute, safety and legal requirements. Specifically:
Scan look-up records are retained for twelve (12) months and then deleted.
Dog records, including records of dogs removed from a Pack, are retained so that clearance, safety and incident history remain available, and are not automatically deleted when a membership changes.
Purchase records are retained for as long as required for accounting, tax and dispute purposes.
Your Stockyard ID and its history are retained when you leave a Pack or a membership ends.
Signed releases, and the record of each electronic acceptance, are retained for as long as the account exists and for the period afterward needed to address any claim that could arise from a visit.
Incident records, including photos, witness statements and related dog records, are retained for the same period as signed releases.
Photos you upload are retained until you remove them or your account is closed, except where a photo is part of an incident record.
Marketing preferences and unsubscribe requests are retained so they can be honored.
7. Security
We use administrative, technical and physical safeguards appropriate to the information we hold, including access controls limited by staff role, encryption in transit and audit logging of staff actions. No system can guarantee absolute security. We will notify affected individuals of a security incident as required by law.
8. Children
Accounts are available only to adults aged 18 or older. Children do not have accounts. A parent or guardian may provide limited information about a child, such as a name or an event headcount, to manage the family’s visits and events, and is responsible for that information. Our online Services are not directed to children under 13, and we do not knowingly collect personal information directly from children under 13. Before offering any feature designed for children or teens, we will update this Policy and obtain any parental consent required by law. A parent or guardian who believes a child has submitted information should contact us so we can delete it.
9. Your Choices and Requests
You may update your account information in the App. You may request access to, correction of or deletion of your personal information by emailing hello@stockyardsocial.com. We will verify your identity before acting on a request. We may retain information we are required to keep by law or that is necessary for safety, dispute or fraud-prevention purposes, and we will explain any information we cannot delete.
10. Changes to This Policy
We may update this Policy as our Services change. We will post the updated Policy with a new effective date and, for material changes, provide notice through the App or by email.
11. Contact
Questions and privacy requests: hello@stockyardsocial.com, or Stockyard Social LLC, 415 E. Remington Street, Garden City, Idaho 83714.