Privacy Policy

ResortKeeper Systems, operated by Brixon Web Services, Colorado, USA (“ResortKeeper”, “we”). We make software for pet boarding, daycare, grooming and training businesses. Contact: [email protected].

Your data as our customer — the name, email address and billing status of the person or business that subscribes. For this we are the data controller.

Your facility's records — the clients, pets, bookings, health and vaccination records, notes, signed waivers, report cards and ledger entries you enter. You own these, you decide what goes in, and you are responsible for having the right to hold them. We process them on your behalf and only to run the software for you. A data processing agreement is available on request.

If you are a pet owner using a facility's client portal, the facility is responsible for your record and this policy explains what we do with it on their behalf. Section 7 says how to get something corrected or removed.

• Account: name, email address, sign-in method (email/password, Google, or a passkey), role, and which facility you belong to.
• Billing: your subscription plan and status. Card details are entered on Stripe's checkout and are held by Stripe; we never see or store full card numbers.
• Facility records: everything you enter into the app, as described in section 2.
• Marketing and beta forms: the email address (and any details) you submit to the newsletter, beta application or registry forms on this site, plus the time you submitted it.
• Technical: standard server logs (IP address, browser type, time of request), error reports written to our server logs, and sync metadata (which records changed and when, so devices can be reconciled).
• Usage statistics: the app reports which screens and features are used, the device and app version, and crashes to Google Analytics for Firebase. This is counts and events, not your facility's records — no client, pet or booking data is included.

• On your devices. The app stores its working database in your browser or desktop app (IndexedDB). This is why it keeps working when the internet does not. Clearing browser storage, or uninstalling, removes that copy — export a backup first.
• Cloud sync. When a device is online, changes are mirrored to Google Cloud Firestore (United States region) so your other devices and your clients' portal see them. Data is encrypted in transit and at rest.
• Our web servers. This site and the app itself are served from a server we rent in the United States; that is where server logs are written. The desktop app checks that same server for updates when it starts. Every request reaches that server through Cloudflare's network (section 5), which handles it at the Cloudflare location nearest you.
• Your backups. Exports and backups you download are yours to keep wherever you choose.

We use a small number of services, each for one job:

• Google Firebase / Google Cloud — sign-in, cloud sync, server functions, bot protection for the app, and the usage statistics in section 3.
• InMotion Hosting — the server that delivers this site and the app to your browser, and keeps its logs.
• Cloudflare — sits in front of that server for this site and the app. Every request passes through it, so it sees your IP address, browser and the page you asked for. It encrypts the connection, caches files, and blocks attacks. It also counts page views and load times for our site statistics (Cloudflare Web Analytics), without cookies.
• Adobe Fonts — the typefaces this site is set in. They are served from Adobe's servers, so Adobe receives your IP address to deliver them; Adobe says it does not store it. Adobe logs which fonts were served, for which of our projects and on which site, to bill us and to pay the type foundries. It sets no cookies.
• Font Awesome (Fonticons, Inc.) — the icons on this site. They are served from Font Awesome's network, so Font Awesome receives your IP address and this site's address, and records which icon files were downloaded and when. It uses that to run the service, to bill us, and for statistics on which icons are used, and keeps it in identifiable form for a few weeks.
• Stripe — subscription billing for ResortKeeper itself.
• Stripe, Square or PayPal (your own account) — payments you take from your clients. You connect your own gateway; those transactions are between you, your client and your processor. ResortKeeper takes no percentage and stores no card numbers.
• Google reCAPTCHA — spam protection on the forms on this site. The reCAPTCHA script loads when you start filling in a form, not before, so simply reading this site sends nothing to Google.
• Google Gemini — the AI features. Two things are sent to Google, and only these:
  • The daily briefing, which runs when a Pro Resort user opens the dashboard: your facility's name and the day's counts — arrivals, departures, pets in house, capacity, and which services are active. No names of clients or pets.
  • The assistant chat, when someone types a question: for a pet owner in the client portal, that includes their name, their pets' names, breeds and weights, and their upcoming bookings and prices, so the assistant can answer about them.
  We use Google's paid API tier, under which Google does not use these prompts or responses to improve its models and keeps them only briefly for abuse monitoring.
• Open-Meteo — the weather tile on the dashboard sends your facility's address to look up local conditions. Nothing else is sent.
• MailerLite — the newsletter, if you subscribe.
• SMTP2GO — delivers the email we and the app send: the support requests and the beta and migration applications you send us (passed to our inbox with what you entered), our emails to beta applicants, and the booking receipts, notices and report cards your facility sends to its clients. It receives each message and the addresses it goes to.

We do not sell your data or your clients' data, we do not share it with advertisers, and we do not use your facility's records to train AI models.

Account and facility records are kept while your subscription is active. After cancellation the cloud copy stays for 90 days so you can come back or export, and we then delete it — by hand, and we confirm by email when it is done. Ask sooner and we delete sooner. Billing records are kept as long as tax law requires. Server logs are kept for a short rolling period for security and debugging.

• Export your facility's data at any time from inside the app.
• Correct anything in the app directly.
• Delete your account and cloud data by emailing us from the address on the account; we confirm before anything is removed.
• Unsubscribe from the newsletter with the link in any email.

If you are a pet owner using a facility's client portal, the facility is responsible for your record. Ask them, and they can correct or remove it; we will help them do so. If you want the portal account itself deleted, email us and we will do that directly.

If you are outside the United States: the cloud copy of your records, and our web server and its logs, are in the United States. Some of the services in section 5 also handle data in other countries. Networks such as Cloudflare's deal with each request at the location nearest you, and some providers are based outside the United States (SMTP2GO, which delivers our email, is in New Zealand). Each receives only what section 5 says it does. Email us to exercise any right your local law gives you and we will act on it within 30 days, and tell you if we need longer.

The app uses browser storage for its local database, your sign-in session, and preferences such as light or dark mode. This site uses no advertising or cross-site tracking cookies. Google sets its own cookies for reCAPTCHA (on this site) and for the usage statistics in section 3 (in the app).

Access to cloud data is enforced per facility and per role: a facility's staff can only reach that facility's records, and a pet owner can only reach their own. Traffic is encrypted. Cloud secrets are never sent to the browser. No system is perfectly secure. If we learn of a breach affecting your data we will tell you plainly, within the time the law requires and no later than 30 days after we confirm it — and because you are responsible for your own clients' records, we will tell you first and fast enough that you can meet your own obligations to them.

ResortKeeper is a business tool and is not directed at children under 13. We do not knowingly collect their information.

If this policy changes in a way that matters — a new subprocessor, a new kind of data, a new use — we will say so in the app and by email before it takes effect, and update the date at the top. If you do not like the change, export your data and cancel; we will not hold you to it.