Privacy Policy

Last updated: 23 June 2026

This policy explains what personal information Whelpkeep collects, why we collect it, who can see it, and the choices you have. We handle personal information in line with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). “We”, “us” and “Whelpkeep” mean the operator of Whelpkeep; “you” means the breeder using the service.

What we collect

We collect only what we need to run your back office:

Account details — your email, password (stored hashed by our auth provider), kennel name and prefix, and your state.
Compliance details — your breeder registration/identification numbers (e.g. BIN, source, supply, DACO), and the care & premises information you enter.
Breeding records — the animals, litters, pups, weights, photos and documents you add or upload (including any details inside files you import).
Buyer details you enter — the names, contact details and notes you record for your waitlist and sales. You are responsible for having a basis to enter these.
Payment-related information — handled by Stripe. We store identifiers and status (not full card numbers) so we can show your subscription and the deposits your buyers pay.
Technical data — basic logs and security data (such as a hashed IP for rate-limiting), plus anonymous usage analytics about how our website is used (see “Cookies” below), needed to keep the service running, safe and improving.

Why we use it

To create and run your account; to generate your compliance checklists, listings and contracts; to take buyer deposits through your own payment account; to send functional emails (such as reminders and contract notifications); to optionally pre-fill records from documents you upload using AI; and to keep the service secure. We do not sell your personal information, and we do not send marketing email.

Who can see it, and overseas handling

Your data is private to your account. Buyers only ever see their own puppy page (their pup, deposit receipt and contract) — never your other records, your waitlist, your pick order or your ledgers. To run the service we use trusted providers, some of whom process data outside Australia (APP 8):

Database & file hosting — Supabase, hosted in Japan.
AI document reading — Anthropic (Claude), in the United States, used only to pre-fill records from files you upload.
Payments — Stripe, in the United States, for your subscription and buyer deposits.
Email — Brevo, in the European Union, for functional emails.
SMS — Twilio, in the United States (buyer SMS notifications; not active at launch).
Website analytics — Google (Google Analytics), in the United States, to measure visits to our website (such as pages viewed, approximate location by city, and device type). This is aggregate usage data and is not used to personally identify you.

We share data with these providers only so they can perform their part of the service, and we take reasonable steps to ensure they protect it. We may also disclose information where required by law.

How we store and protect it

Data is encrypted in transit. Uploaded files are kept in private storage accessible only to your account. Database access is restricted per account (row-level security), and two-factor authentication is available on your login. No system is perfectly secure, but we take reasonable steps to protect your information.

How long we keep it

We keep your data while your account is active. Because breeding records support legal and compliance obligations, some records may be retained for a period after deletion to meet those obligations. When you ask us to delete your account we remove personal information that we are not required to keep, and retain only what the law requires (de-identified where we can).

Your rights

You can view and correct most of your information directly in the app. You can ask us to provide a copy of your personal information, correct it, or delete your account — email support@whelpkeep.com.au and we will action it. If you are a buyer, your data is held by the breeder who entered it; contact them, or contact us and we will help.

Cookies

We use essential cookies to keep you signed in and the service secure. We also use Google Analytics, which sets cookies to measure how our website is used (such as pages viewed and approximate location) so we can improve it. We do notuse third-party advertising cookies, and we do not sell your information. You can opt out of Google Analytics across all websites using Google’s official browser add-on at tools.google.com/dlpage/gaoptout.

Children

Whelpkeep is a business tool and is not directed at children.

Changes & contact

We may update this policy as the service evolves; we will change the “last updated” date above. Questions, requests or privacy complaints: support@whelpkeep.com.au. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC).

Guidance, not legal advice.