Privacy policy
Last updated September 22, 2026
TheTrainersRoom is booking and client-management software for dog trainers. This policy explains what information the service handles, why, and what you can do about it. It covers our website at https://thetrainersroom.com, the trainer workspace, and the booking pages and client portals we host for trainers.
Who we are, and whose data this is
TheTrainersRoom ("we", "us") operates the service. We play two different roles depending on whose information it is:
- Trainers and their staff sign up with us directly. For account, workspace and subscription information, we decide how it is used.
- A trainer's clients — the people who book with a trainer, and their dogs — are the trainer's customers, not ours. The trainer decides what to collect and how to use it; we store and process it on the trainer's behalf, only to run the service for them. If you are a client and want to access or change your information, the trainer you book with is your first point of contact, and we will help them respond.
What we collect
From trainers and their staff
- Name, email address, and a password (stored only as a one-way hash), or your Google profile if you sign in with Google.
- Business details you enter: business name, address, time zone, hours, services, prices and policies.
- Subscription and billing records. Card details go directly to our payment processor, Stripe; we never see or store full card numbers.
From clients, on a trainer's behalf
- Contact details: name, email, phone number and, for in-home services, an address.
- Information about your dogs: name, breed, age, sex, vaccination records you or the trainer upload, and the behavior, handling and bite-history notes the trainer records to work with your dog safely.
- Booking requests and history, intake form answers, and training notes and homework the trainer shares with you.
- Signed waivers: the text you agreed to, your typed signature, the time, and the IP address it was signed from, kept as a record of the agreement.
- Photos or documents you choose to upload, such as vaccination records or homework photos.
- Payment records. Payments are processed by Stripe on the trainer's own Stripe account; we keep the amount, status and date, not card details.
Automatically
- Basic technical information needed to run and secure the service, such as IP address and browser type, used for rate limiting, bot protection and security logs.
We do not use advertising trackers, sell information, or build profiles for marketing.
How we use it
- To provide the service: bookings, scheduling, capacity checks, client portals, reminders and receipts.
- To send service emails: sign-in codes, password resets, booking confirmations and reminders, and similar messages a trainer's settings call for.
- To process payments and subscriptions through Stripe.
- To keep the service secure and working: preventing abuse, fixing problems, and keeping audit records of changes.
- To meet legal obligations.
Google data
Two optional features connect to Google.
Sign in with Google
If you choose it, Google shares your name, email address and profile picture with us so we can create and sign in to your account. We use them for nothing else.
Google Calendar sync (trainers)
A trainer can connect a Google Calendar so their bookings appear in it. When connected, we request permission to:
- See the list of your calendars (names and IDs only), so you can choose which calendar to use. We do not read the events in your calendars.
- Create, update and delete events — and only the events we create for your bookings. Each event shows the service, the dog's name and the client's first name; no contact details, addresses or notes.
The access tokens Google issues are encrypted before we store them. You can disconnect at any time from Settings → Integrations, which deletes the stored tokens, or revoke access from your Google account.
TheTrainersRoom's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, do not sell it, do not let humans read it except with your consent or where needed for security or the law, and do not use it to train AI or machine-learning models.
Who we share it with
We share information only with the service providers that run the service for us, only as needed to do so:
- Cloudflare — hosting, file storage, email delivery, and bot and abuse protection.
- Neon — our database.
- Stripe — payment processing and subscription billing.
- Google — Sign in with Google, Calendar sync if a trainer connects it, and maps and travel-time estimates for in-home services.
A trainer's client information is visible to that trainer and the staff they invite, and to no other trainer. We may also disclose information if the law requires it, to protect someone's safety, or as part of a merger or sale of the business, in which case this policy would continue to apply.
Cookies
We use only the cookies needed to keep you signed in and to protect forms from bots. We do not use advertising or analytics cookies.
How long we keep it
We keep information for as long as the trainer's account is active or as needed to provide the service. Trainers can archive or delete records in their workspace. When a trainer closes their account, we delete their workspace data within 90 days, except records we must keep for legal, tax or dispute purposes — such as payment records and signed waivers.
How we protect it
All traffic is encrypted in transit. Each trainer's data is kept separate from every other trainer's, uploaded files are private, passwords are hashed, and third-party access tokens are encrypted at rest. No system is perfectly secure; if we learn of a breach affecting your information, we will tell the affected trainers and, where required, you.
Your choices and rights
You can ask to access, correct or delete your information, or to receive a copy of it. Trainers can do most of this directly in their workspace; clients can update their profile and dogs in the client portal. Depending on where you live, you may have additional rights under local law. To make a request, contact us at the address below — if you are a trainer's client, we may pass your request to that trainer, since it is their record.
Children
The service is not directed to children under 13, and we do not knowingly collect their information.
Changes to this policy
If we make material changes, we will update the date above and notify trainers by email or in the app before the changes take effect.
Contact
Questions or requests: support@thetrainersroom.com. See also our terms of service.