Privacy policy

Effective 8 September 2026. Have this reviewed by an attorney against your actual data flows before you rely on it.

1. Scope

This policy covers esaanimalregistration.com and the products sold through it. It explains what we collect, why, who sees it, and what you can require us to do with it.

2. What we collect

2.1 Information you give us

Registration details: your name, email address, postal address where a physical card is ordered, and phone number.
Animal details: species, breed, name, and a photograph where you supply one.
Payment details, handled by our payment processor. We do not store full card numbers on our systems.
Anything you write to us through the contact form, by email, or by phone.

2.2 Health information, handled separately

If you purchase the clinician consultation add-on, the clinical information you share during that evaluation is held by the clinician, under the professional and legal confidentiality obligations that apply to them, not as ordinary customer data on our systems. We do not receive your diagnosis, your clinical notes, or the contents of your evaluation. We learn only whether the consultation took place and whether a letter was issued, which is what we need to complete the order and to apply the refund policy.

2.3 Information collected automatically

Server logs: IP address, browser and device type, pages requested, timestamps, kept for security and troubleshooting.
Cookies, described in section 7.
Analytics on how pages are used, in aggregate.

We do not buy personal data, and we do not build profiles from third party sources.

3. Why we use it

To create your registration record, produce your ID, and operate the lookup that lets a card be checked.
To take payment and to handle refunds.
To arrange your consultation with a clinician, where you buy the add-on.
To answer your messages.
To keep the site secure and detect fraud or abuse.
To meet legal, tax and accounting obligations.
To send you service messages about your order. Marketing email is sent only if you opt in, and every one carries an unsubscribe link.

We do not use your data to make automated decisions that have a legal or similarly significant effect on you.

4. What we never do

We do not sell your personal information. We do not rent, trade or broker it. We do not share it with ESA letter services, registries, insurers, landlords or airlines. We do not sell or share personal information for cross context behavioural advertising as those terms are used in California law.

5. Who we share it with

Service providers who process data on our instructions and only for us: hosting, payment processing, card printing and fulfilment, email delivery, customer support tooling.
The clinician you are matched with, where you buy the add-on, limited to what they need in order to contact and evaluate you.
Anyone who checks a card through the public lookup, limited to what the lookup shows. The lookup returns the registration number, the animal’s name and species, the registration date and whether it is active. It does not return your address, your email, your phone number or anything about your health. Your own name is shown only if you ask for it to be.
Authorities, where we are legally required to disclose.
A successor, if the business is sold, subject to this policy.

6. How long we keep it

Registration records: for as long as the registration is active, so the lookup keeps working, plus three years after you cancel, so a card presented before cancellation can still be checked and disputed.
Order and payment records: as long as tax and accounting law requires, typically several years.
Support correspondence: two years.
Server logs: ninety days, then deleted or reduced to aggregate counts.

7. Cookies

We use cookies that are necessary for the site to work, including keeping your session and your cart. We use analytics cookies to understand which pages are read. We do not run advertising or retargeting cookies. You can block or delete cookies in your browser. Blocking the necessary ones will break checkout.

8. Your rights

Wherever you live, you can ask us to show you the personal information we hold about you, correct it, delete it, or send you a copy in a portable format, and you can withdraw consent to marketing at any time.

If you are a California resident, the CCPA and CPRA give you the right to know what is collected and disclosed, to delete it, to correct it, to opt out of sale or sharing (we do neither), to limit the use of sensitive personal information, and not to be discriminated against for exercising any of these rights. If you are in a state with a comparable law, including Colorado, Connecticut, Virginia, Texas or Utah, equivalent rights apply and we honour them without asking which state you are in.

To exercise any of these, write to us through the contact page. We respond within 45 days and will tell you if we need longer. We may need to verify your identity first, and we will ask for no more information than that requires.

9. Security

Traffic is encrypted in transit. Access to registration data is limited to staff who need it. Payment card data is handled by a PCI compliant processor and is not stored by us. No system is perfectly secure, and we will notify affected people and regulators as the law requires if a breach occurs.

10. Children

The site is not intended for anyone under 18 and we do not knowingly collect their information. If you believe a child has given us data, tell us and we will delete it.

11. Changes

If this policy changes materially, we will update the effective date and say so on the site. Where the law requires consent for a change, we will ask.

12. Contact

Privacy questions and requests: the contact page, or by post to ESA Animal Registration, 771 Virgil St, Abilene, TX 79602, United States. Mark it for the attention of the data lead and we will respond in writing.