Privacy Policy

Last updated October 11, 2026

Template — not yet reviewed by an attorney. This text is a plain-English draft and must be reviewed by a licensed attorney before launch.

This policy explains what information PetFoodFiled stores, why, who helps us process it, and how you can have it deleted. The short version: we keep what we need to prepare and track your state registrations, we do not run ads, we do not use tracking cookies, and we never sell your data.

1. What we store

Company profile — business name, entity type, addresses, phone, contact person, email addresses, tax ID/EIN if you enter it, and the states you sell in.
Products — product names, species, package sizes, estimated volumes and the states each product sells in.
Filings — for each state and season: status, due dates, fees calculated, permit or licence numbers, confirmation references and certificate expiry dates you enter.
Uploaded documents — labels, certificates and other files you or our staff upload to your account, and the packet PDFs we generate for you.
State-issued credentials — only for filings you authorize us to submit, the account numbers, PINs or passcodes a state issues for that filing. These are stored encrypted (AES-256) and are visible only to staff who need them to file.
Email logs — the address, subject, type and delivery result of each email we send you (deadline reminders, sign-in links, notices).
Account and security data — your sign-in email, a salted hash of your password (never the password itself), and session records.
Usage statistics — which pages are viewed and which features are used; see “Usage statistics” below.

Usage statistics

We count page views and feature use with our own, first-party code only — no third-party analytics, advertising or tracking scripts run on this site. For visitors who are not signed in we set no cookies and do not store IP addresses: each page view is counted with the page address (without query parameters, except campaign tags such as utm_source), the referring website's domain, browser and device type, the country and US state your connection comes from, and an anonymous identifier computed from your IP address and browser together with a secret that changes every day, so visits cannot be linked from one day to the next. We do not record anything when your browser sends Do Not Track or Global Privacy Control. When you are signed in, the pages you view and the features you use (for example, downloading a packet or saving your products) are linked to your account, so we can support you and see which parts of the service help. Raw usage records are deleted after 13 months.

2. What we do not collect

We do not collect card numbers (Stripe handles payment details directly), bank logins, or your logins to state portals. We do not take or hold state fees. We do not use advertising, third-party analytics or tracking cookies; the only cookies we set are the ones needed to keep you signed in (our own usage statistics, described above, use no cookies).

3. How we use it

To fill your state forms, calculate fees and due dates, send reminders, check public state registries for your registrations, file on your behalf where you authorize it, provide support, and keep the service secure. We do not sell, rent or share your information for marketing.

4. Who processes it for us

Stripe — subscription payments and invoices.
Resend — delivery of our emails.
Our hosting provider — runs the application, database and file storage.

Each processes data only to provide its service to us. When we file a registration you authorized, the information on that registration goes to the state agency, which may publish parts of it (for example on a public registrant list) under its own rules.

5. Security

State-issued credentials and other secrets are encrypted at rest. Passwords are stored only as salted hashes. Staff access is limited to people who need it, every staff action is recorded in an audit log, and staff accounts require two-factor authentication.

6. How long we keep it, and deletion

We keep your data while your account is open, and for up to 12 months after you close it so that renewal history and records are available if you return or a state asks about a past filing — unless you ask us to delete it sooner. You can ask us at any time to export or delete your data by emailing support@petfoodfiled.com; we will confirm and complete the deletion within 30 days, except for records we must keep by law (for example billing records).

7. Your choices

You can view and correct your company, product and filing information in your account at any time. You can turn off reminder emails by contacting us; service emails about your account (sign-in links, billing) will still be sent.

8. Changes to this policy

If we change this policy in a way that matters, we will email you before the change takes effect.

9. Contact

Questions or requests: support@petfoodfiled.com. See also our Terms of Service.