TopDogSF HQ privacy notice

Who this notice covers

This notice explains how Top Dog SF handles personal information in TopDogSF HQ, the software we provide to dog-walking and pet-care businesses at topdogsfhq.com and in the TopDogSF HQ apps. In this notice, “we” and “us” mean Top Dog SF.

HQ is used by three groups of people: business owners, their staff, and their clients. If you are a client or a staff member, the business you deal with decides what information about you goes into HQ, and we handle it on that business's behalf. Questions about that information are best sent to the business first. We help the business respond.

Information we collect

What we hold about you depends on your role and on the features your business uses. It comes from you, from the business you work for or are a client of, from services that business connects, and from the device you use.

• Account and identity data: names, email addresses, phone numbers, sign-in identifiers, roles, and the businesses an account belongs to.
• Pet-care and business records: client and pet profiles, addresses, emergency and vet contacts, vaccination and care details, bookings, visits, service notes, invoices, and other financial or operational records.
• Content people add: messages, intake answers, photos, files, visit reports, signed waivers, and staff credential documents.
• Audio data, transcripts, and the commands taken from them, only when someone at a business chooses to use the voice feature.
• Precise location of a staff member's device while the app is open, for pickup, drop-off, and visit routes when a business has turned those on.
• Device and notification data: push tokens, notification preferences, delivery receipts, and basic app and device details needed to deliver notifications.
• Data from services a business connects, such as calendar events, or client, pet, and message records brought in from other pet-care or customer software, within the access the business approves.
• Security and diagnostic records: sign-in activity, IP addresses, request identifiers, error reports, and delivery or sync status.
• Billing details for an HQ plan. Card details go to our payment provider, and we do not receive or store full card numbers.

How we use information

We use this information to run HQ: to sign people in, keep each business's data separate, show each person only what their role allows, schedule and record care, send messages and notifications, create invoices, keep connected services in step, and answer support requests.

Some features use AI to flag things or draft text for a business to review, and the voice feature turns speech into commands. To do that, HQ sends the relevant content to the AI providers listed below and uses what comes back only to provide the feature.

We also use information to keep HQ secure, find and fix faults, bill for HQ plans, and meet our legal obligations. We do not use personal information for advertising.

How we share information

Inside a business, owners and staff see the records their role allows, and a client sees their own pets, bookings, messages, reports, and invoices.

We use service providers to run HQ. They may process information only to provide their service to us: Supabase, Vercel, and Fly for hosting, storage, and the database; Expo and Apple for the apps and push notifications; Apple and Google for sign-in; Google for address lookup, calendar connections, and the font used in our emails; OpenAI, OpenRouter, Anthropic, and NVIDIA NIM for AI features; Sentry for error monitoring; Stripe for HQ plan payments; and Resend for email.

When a business connects another service, such as Google Calendar or QuickBooks Online, HQ sends that business's data to the service as the business directs. That service handles it under its own terms and privacy policy.

We may disclose information when the law requires it, to protect people or the service, or as part of a merger or sale of our business, in which case this notice continues to apply to the information transferred.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

Cookies, tracking, and Do Not Track

HQ uses only the cookies and browser storage it needs to keep you signed in, protect the service, and remember settings such as appearance. HQ has no advertising cookies and no third-party analytics trackers.

We do not allow other parties to collect personal information about your online activity over time and across different websites when you use HQ.

Because HQ does not track you across other sites, it behaves the same way whether or not your browser sends a Do Not Track or Global Privacy Control signal.

Location

Location is collected only from staff devices, only while the app is open, and only for the visit features a business has turned on. HQ does not collect location in the background. If a phone is offline, route points wait on the device in encrypted form for up to 24 hours.

Exact route points are kept for 30 days unless the business owner chooses 90, 180, or 365 days. An owner can erase the exact points from finished visits and keep the visit record itself.

A client can see the route of their own pet's walk in its visit report. Parts of a route that belong to another client's visit are left out.

Keeping and deleting data

Retention: we keep a business's data while its account is open or paused, so it is there when the business comes back. Messages, photos, files, and care and invoice records stay with the business's account until the business removes them or the account is deleted.

Deletion: in the app, you can submit, view, and cancel an account-deletion request, or you can email hello@topdogsf.com. Each request is checked before anything is removed. For a staff-only account, deletion can be completed after a 24-hour cancellation window. Requests from business owners, admins, and clients are reviewed by a person first, because a business's records, invoices, and client history may need to be kept, handed over, or anonymized. You can see the status of your request in the app.

After we confirm a request, we delete or anonymize the data within a reasonable time, except records we must keep to meet legal, tax, or security obligations. Copies in backups are removed as those backups expire.

Signing out or clearing an app's stored data on a device does not delete an account or the records held on our servers.

Your choices and rights

You can see and update most of your information in your HQ account. You can change notification settings in the app, and notification and location permissions in your device settings.

You can ask us for a copy of your personal information, ask us to correct it, or ask us to delete it by emailing hello@topdogsf.com. To protect your account, we confirm the request through the email address on the account before acting on it. We respond within 45 days.

If you are a client or staff member of a business that uses HQ, please ask that business first, because it controls those records. If you write to us, we pass the request to the business and help it respond.

We will not treat you differently for making a privacy request. Someone you have authorized in writing can make a request for you as your authorized agent, and we may check with you before acting on it.

California residents

If you live in California, you have the right to know what personal information we hold about you and how we use and share it, the right to delete it, and the right to correct it, subject to the exceptions the law allows. Use the steps under “Your choices and rights” to make a request.

In the last 12 months HQ has handled these categories of personal information, for the purposes described in this notice: identifiers and contact details; customer and pet-care records; commercial and billing information; activity in HQ, such as sign-ins and errors; precise location of staff devices; audio from the voice feature; work-related information about staff, such as roles and credentials; and account sign-in details.

We do not sell personal information or share it for cross-context behavioral advertising, including information about anyone under 16, so there is nothing to opt out of. We use sensitive information, such as precise location and sign-in details, only to provide HQ.

We do not disclose personal information to other companies for their own direct marketing.

Children

HQ is for businesses and the adults who work for them or use their services. It is not directed to children, and we do not knowingly collect personal information from children under 13. If you believe a child has given us personal information, email hello@topdogsf.com and we will remove it.

Security and where data is processed

We protect information with measures such as encrypted connections, access limited by role, and keeping each business's data separate from every other business's. No service can promise perfect security, so please use a strong password and tell us at once if you think your account has been misused.

HQ is operated from the United States. Information is stored and processed there and in the other places our service providers operate.

Changes to this notice

We may update this notice. When we make a meaningful change, we will update the date on this page and tell account owners by email or in the app before the change takes effect.

Contact

Questions about this notice, or a privacy request? Email hello@topdogsf.com.

Change history

1. 1.0, November 5, 2026: First public notice, approved by the product owner. Rewritten in plain language to cover what we collect, who receives it, cookies and Do Not Track, how long we keep data, and the rights of California residents.
2. 1.0-draft.4, October 13, 2026: Uses the TopDogSF HQ product name throughout. No data-handling, entity, or approval-status change.
3. 1.0-draft.3, July 29, 2026: Adds the evidence-derived opt-in voice data category and the known AI, diagnostics, billing, and email processing surfaces without changing draft approval status.
4. 1.0-draft.2, July 16, 2026: Records the request, status, and cancellation surface while keeping end-to-end erasure and retention decisions explicitly blocked.
5. 1.0-draft.1, July 16, 2026: Initial repository-backed review draft covering the current mobile privacy inventory and explicit approval gaps.