Effective October 21, 2026
There is a difference between the people who use CompanionTracker and the people whose records are kept in it.
If you are a volunteer or client whose information is in CompanionTracker and you have questions about it, please contact the program that serves you; they control that record.
If you fill in the trial request form, we keep what you typed (name, program, email, phone, city, size, message) so we can reply. Our website does not use advertising or analytics cookies. The app sets only the cookies and browser storage it needs to keep you signed in and remember things like which screen you were on.
We use account information and program data to provide the service, keep it secure, back it up, answer your support requests, send service emails (invitations, password resets, billing, notices about changes), and improve the software. We don't use program data to train anything, build profiles, or market to the people in it. We send marketing email only to the program contacts who asked to hear from us, and every such email has an unsubscribe link.
We share information only with the companies that help us run CompanionTracker, each bound to protect it and use it only for that purpose:
If we add a payment processor for card payments, it will handle card details directly and we will list it here. We will also disclose information if the law requires it, or to protect the safety of a person or the security of the service. We do not sell personal information and we do not share it for advertising.
Program data is kept for as long as the program has an account. When a program closes its account, it has 30 days to download its data; after that we delete the program's records and files from our live systems, and from backups as those backups age out. Account information for a login that is removed is kept only as long as needed for the activity log and billing records. We delete trial requests we don't end up working with.
Connections are encrypted with HTTPS; the database and uploaded files are encrypted at rest. Each program's data is separated from every other program's by rules enforced in the database. Uploaded documents are private and only opened through short-lived links. Logins are by invitation only, passwords are hashed, two-step sign-in is available, and an activity log records who viewed or changed sensitive records. Details are on our Security page. If we learn of a security incident affecting your data, we will tell your program director and follow the laws that apply.
CompanionTracker is used by program staff who are adults. Programs that serve children may keep limited records about them (such as a first name, last initial and the station where they are served); those records are program data entered and controlled by the program, which is responsible for any consent its funder or the child's parent or guardian requires. We never collect information directly from children.
Staff can see and correct their own account information in the app. Program directors can export, correct or delete their program's data at any time. Depending on where you live you may have additional rights to access, correct or delete personal information, or to object to how it is used; to exercise them, contact us or the program that holds your record and we will help. We don't discriminate against anyone for exercising privacy rights.
Our servers are in the United States. If you use CompanionTracker from outside the United States, your information will be transferred to and stored there.
If we change this policy in a way that matters, we will email program directors before the change takes effect and update the date at the top of this page.
Privacy questions: support@companiontracker.com. CompanionTracker is operated from Missouri, USA.