Privacy Policy

1. Who we are and what this covers

TagsForHope^® Inc., 55 Dennis Rd. Unit 4, St. Thomas, Ontario, Canada N5P 0B6, is the organization responsible for the information described here. This policy covers the TagsforHope^® Partners portal at partners.tagsforhope.com and the partner program it serves, a business-to-business wholesale program for pet retailers and animal non-profits.

Our consumer store at tagsforhope.com is a separate website with its own privacy policy; what happens there is governed by that policy, not this one.

Much of what we handle is information about organizations. But applications and accounts also contain information about people (your name, work contact details, and what you tell us about your business), and we treat all of it with the care this policy describes. If you give us information about a colleague (for example, naming them as a contact), make sure you're authorized to do so.

2. What we collect

Application information

What you submit when applying: organization name and type, your name, email, phone, address and locations, website and social media links, and your answers to our vetting questions (years operating, what you carry, a description of your store or organization, referral source, and (for non-profits) registration details and how you'll use our products). We also record the acknowledgments you accept and when you accepted them, including your answer to the optional ad-measurement notice on the application page.

Account and order information

Your account profile, authorized users and their emails, saved shipping locations, currency and country, orders, order notes and PO numbers, invoices, credits, and support conversations with us.

Portal activity

How your account uses the signed-in portal: pages viewed and time spent, searches and filters, products and designs viewed, order-pad and cart activity, and when your account was last active. This is our own internal record, used as described in section 4; detailed activity events are deleted after about 90 days (section 7).

Payment information

Records of payment method, status, references (like a cheque number), and dates. Most partners currently pay by cheque or bank draft; as we roll out card and PayPal payments, those are processed by our payment providers. Full card numbers never touch our systems.

Technical information

Standard web server logs (IP address, browser type, pages requested, timestamps) and the strictly necessary cookies described in our Cookie Policy.

3. What we don't do

• We run no third-party analytics and no advertising or social-media trackers on signed-in portal pages. The one exception anywhere is the optional Meta pixel on our public application page, described in sections 4 and 5 and governed by the consent rules in our Cookie Policy; decline or turn it off (or send Global Privacy Control) and nothing loads or is sent. Our own internal activity records (section 2) stay on our systems and involve no third party.
• We do not sell personal information, and we do not share it with anyone for their own advertising or marketing. The consent-based ad measurement in section 5 exists to measure our own ads, never to help anyone advertise to you.
• We make no automated decisions about you: partner applications are reviewed and decided by a person.

4. How we use information

• Running the program: evaluating applications, verifying organizations (including non-profit status), setting up and administering accounts, and providing support.
• Fulfilling orders: processing orders and payments, arranging shipping, generating invoices, and administering exchanges and damage credits.
• Communicating with you: transactional email (sign-in links, order and application updates) and program communications such as product news or restock suggestions. Anything promotional includes an unsubscribe option, and we honour it. Canada's anti-spam law (CASL) applies to us and we follow it.
• Supporting your account and improving the portal: our team reviews how your account uses the program (recent activity, searches, products viewed) to give better support, make timely suggestions, and improve the portal itself. This analysis is internal only; we never sell it or share it for anyone else's marketing.
• Measuring our ads: when the Meta pixel on the application page is allowed to run for you (your "Allow" where consent is required; elsewhere under the Cookie Policy's notice, with a one-click opt-out), we count which of our partner-program ads led to submitted applications. Turning it off changes nothing about your application.
• Protecting the business: security, fraud prevention, enforcing our Terms of Service, and meeting legal, tax, and accounting obligations.

Where a legal basis is required, we rely on performing our contract with you, your consent, our legitimate business interests in running a wholesale program, and compliance with law.

5. Who we share it with

We share information only with service providers who help us run the program, under contracts that limit what they may do with it:

• Hosting and network security: our web hosting and content-delivery/security providers (currently Liquid Web and Cloudflare).
• Email delivery: Google Workspace (our partner emails are sent through Gmail).
• Payment processing: as we roll out card and PayPal payments, Braintree (a PayPal service) and Stripe will handle card data under their own privacy policies. Today most partners pay by cheque or bank draft, and we keep only the payment records described in section 2.
• Shipping: the carriers who deliver your orders (such as FedEx and UPS) receive names, addresses, phone numbers, and customs details where required.
• Professional advisors: accountants, lawyers, and insurers where needed.
• Ad measurement: while the Meta pixel is allowed to run for you (see the consent rules in our Cookie Policy), Meta Platforms receives the pixel's browser identifiers and, when you submit, a one-way hashed version of your application contact details (email, phone, name, city, province, country), together with your IP address and browser (user-agent) information, so submitted applications can be matched to the ads that led to them. Turning it off, declining, or sending Global Privacy Control stops all future sending, and the signed-in portal sends Meta nothing at all. Meta's own handling is described in Meta's privacy policy.

We may also disclose information when the law requires it, to protect our rights or someone's safety, or as part of a corporate transaction such as a merger or sale, in which case this policy continues to apply to the transferred information.

6. Where information is stored

We are a Canadian company and run the business from Ontario. The portal itself is hosted in the United States by our hosting provider, and other providers (for example payment processors and email) also process data there; network-security and content-delivery traffic may pass through our network provider's global locations. If you are in Quebec, this means your information is communicated outside Quebec: to our office in Ontario and to providers in the United States. Wherever it's processed, we require protections consistent with this policy. By using the portal you understand your information may be processed in Canada and the United States, where laws may differ from your own jurisdiction's.

7. How long we keep it

• Accounts and orders: for the life of the partnership, then as long as tax, accounting, and legal obligations require (generally seven years for financial records).
• Applications that aren't approved: up to 24 months from the decision, so we have context if you reapply, then deleted or de-identified.
• Portal activity: detailed activity events are deleted after about 90 days.
• Server logs: rotated automatically on a short cycle and not kept long-term.
• Backups: deleted data leaves rotating backups on their normal cycle.

8. How we protect it

All portal traffic is encrypted in transit (TLS). Sign-in is passwordless (one-time email links and codes), so there is no partner password database to steal. Access to partner information inside TagsforHope^® is limited to people who need it to run the program. No system is perfectly secure, but if a breach ever affects your information we will notify you and the authorities as the law requires.

9. Your rights and choices

Email [email protected] to access, correct, or delete the information we hold about you, to withdraw a consent, or to ask questions about this policy. We answer within 30 days, verify who's asking, and honour requests except where we're legally required to keep records (unpaid invoices and tax records, for example). You can leave the program at any time (see the Terms).

• Canada: we comply with PIPEDA and provincial privacy law. You may also complain to the Office of the Privacy Commissioner of Canada.
• Quebec: we comply with the Act respecting the protection of personal information in the private sector (Law 25). You may request access, rectification, cessation of dissemination, and portability of computerized personal information. Our designated Person in Charge of the Protection of Personal Information can be reached at [email protected], Attn: Privacy Officer. You may also complain to the Commission d'accès à l'information du Québec.
• United States: whatever rights your state's privacy law gives you, we extend the access, correction, and deletion rights above to everyone. We do not sell or share personal information as those laws define it, so there is nothing to opt out of.
• EU / UK: if the GDPR or UK GDPR applies to you, you additionally have the rights to object, to restrict processing, to data portability, and to complain to your supervisory authority.

10. Children

The portal is a business tool for people 18 and over. We don't knowingly collect information from children, and we delete it if we learn we have.

11. Cookies

The portal sets only cookies that are strictly necessary to sign you in, keep your cart, and show your currency. The one optional exception is the consent-based Meta pixel on the public application page. The full list, and the switch to change your pixel choice, is in our Cookie Policy.

12. Changes to this policy

If we change how we handle information (for example, if we ever add analytics), we'll update this policy, change the date at the top, and flag material changes to active partners by email or in the portal before they take effect.

13. Contact

TagsForHope® Inc., Attn: Privacy Officer
55 Dennis Rd. Unit 4
St. Thomas, Ontario, Canada N5P 0B6
[email protected]