Privacy Policy

For your account information and this website, we decide how data is handled — we're the controller. For everything inside a company's workspace (rosters, travel details, registrations, documents), the company that runs the workspace decides why the data is there; we process it on their instructions. If you're a dancer, parent, staff member, or studio whose information lives in a workspace, the company running that workspace is your first point of contact for privacy requests, and we support them in honoring those requests.

• Account information: name, email address, role, and sign-in records for each user.
• Workspace content: whatever your company puts in — events, staff profiles (including travel details like home airports), schedules, rooming lists, registrations, uploaded documents, and financial records.
• Payment information: handled by Stripe. Card numbers never touch our servers; we see only what's needed to manage your subscription (plan, status, invoice history).
• Usage and log data: technical basics like IP address, browser type, pages viewed, and actions taken — used for security, debugging, and understanding what to build next.

• We don't sell personal information. To anyone. Ever.
• We don't run third-party advertising or ad-tracking cookies on the site or in the product.
• We don't use your workspace content to market to your customers or staff.
• We don't let AI providers train their models on your content (see “AI processing” below).

To run the Service: hosting your workspace, sending the emails you trigger (invites, notifications, sign-in codes), processing subscriptions, and keeping tenants strictly isolated from each other. To keep it safe: detecting abuse, debugging, and maintaining audit trails your admins rely on. To improve it: aggregate, de-identified usage patterns guide the roadmap. And to talk to you: service announcements and replies to things you send us. We only email marketing to people who asked for it.

The Herding Cats app for iPhone, iPad and Android is for people whose company has invited them; there's no sign-up inside the app. It collects only what its features need:

• Sign-in: your email address, and either your password or a one-time code we email you. The app keeps your signed-in session on the device.
• Push notifications: if you allow notifications, the app sends us your device's push token so we can deliver alerts to it. Apple Push Notification service delivers them to iPhone and iPad, and Firebase Cloud Messaging delivers them to Android.
• Camera: used to scan QR codes and barcodes on cases and gear. Those are read on the device; the camera picture isn't saved or sent. Photos you choose to take are uploaded: your profile photo, a photo of a gear label, or a picture you attach in a chat with the Kitten (the app's AI assistant). Label and chat photos are read by our AI features, described below.
• Photos and files: only the photos and documents you pick yourself, to set your profile photo or to attach to a chat with the Kitten. The app doesn't browse or upload anything else in your library.
• Microphone and speech recognition: when you tap the microphone to say an item's name, your phone's own speech service turns what you say into text — on the device wherever the phone supports it, otherwise through Apple's or Google's speech service. We receive only the text. We never receive or store audio.
• Location: none. The app doesn't ask for or use your location.
• No advertising, analytics or tracking: the app contains no advertising, analytics or tracking SDKs, and nothing in it tracks you across other apps or websites.

The app's demo needs no account and keeps its sample data on the phone. If you allow notifications while trying the demo, the device's push token joins an anonymous demo pool, with no name or account attached, so demo updates reach other phones in the demo; it's removed when you leave the demo, or after 30 days unused.

In the app, Me → Settings → Privacy offers two ways out: Delete my app data (removes what the app saved and signs you out) and Delete my account. See Delete your account for what each one does.

Some features send relevant content — a document you drop in, a question you ask the AI assistant, a photo you attach, roster facts a staffing run needs — to our AI model providers, OpenAI and Anthropic, through their business APIs (sometimes routed through Vercel's AI Gateway). Those APIs are used under terms that prohibit the provider from training models on your content. AI features run when you invoke them; usage-priced AI features show their meter before anything is spent.

We use a short list of subprocessors to run the Service, each bound by data-protection terms:

• Supabase — database, authentication, and file storage.
• Vercel — application hosting and delivery.
• Stripe — subscription billing, and payment processing for companies using the Registration module.
• Resend — transactional email delivery.
• OpenAI and Anthropic — AI model processing for the features described above, via no-training business APIs.
• Apple — delivery of push notifications to iPhone and iPad (Apple Push Notification service). Delivery only.
• Google — delivery of push notifications to Android devices (Firebase Cloud Messaging). Delivery only.

We'll update this list as it changes; materially new subprocessors get a mention in the changelog or by notice to workspace admins.

Companies running competitions routinely enter participant information, which can include minors' names, ages, and event details. That data belongs to the company's workspace: the company is responsible for collecting it lawfully and with the right consents, and we process it solely to provide the Service to them. Our website and product accounts are not directed at children, and we don't knowingly collect personal information directly from children.

We use essential cookies only: keeping you signed in and keeping the site secure. No advertising cookies, no cross-site tracking, no cookie banner theatrics required.

Data is encrypted in transit and at rest. Workspaces are isolated with row-level security enforced in the database itself, finance visibility is gated per person, and changes are recorded in audit trails. No system is perfectly secure, but security decisions here are structural, not bolted on — if you find a weakness, tell us at MeowCaniHelpYou@tryherdingcats.com and we'll act on it fast.

Workspace data is retained while the workspace is active. Close your account and we delete Customer Data from production systems within a reasonable period, with backup copies expiring on their fixed schedule. You can export your data in standard formats at any time first — we'd rather you leave with your data than feel locked in by it.

Anyone with a Herding Cats login, including staff invited by their company, can ask us to delete their account at any time, in the app or on the web. We delete the login and the personal details on the profile within 30 days; the company's event records stay, without contact details. Delete your account explains how, and exactly what goes and what stays.

Depending on where you live (GDPR, UK GDPR, CCPA, and similar laws), you may have rights to access, correct, delete, or receive a copy of your personal information, to object to or restrict certain processing, and to complain to a supervisory authority. For data inside a company's workspace, we'll route your request to that company and support them in honoring it. We don't discriminate against anyone for exercising privacy rights.

For your own account data, write to us and we'll handle it. To delete your account, follow Delete your account.

Our infrastructure is hosted in the United States. If you use the Service from elsewhere, your information is transferred to and processed in the US under appropriate safeguards with our subprocessors.

When this policy changes materially, we'll notify workspace admins in the product or by email before the change takes effect. The “Last updated” date above reflects the current version.