Privacy Policy

Effective: June 2026 · Last updated: June 2026 · Version 1.0

Plain-English Summary: We collect only what we absolutely need to generate your hazard map. Child safety information (name, age, diagnosis, emergency contacts) is held in memory only — never written to disk — and destroyed the moment your poster is generated. We do not sell your data. Ever.

1. Who We Are

Elephant Trace is a product of Cleat & Pintle LLC, an Iowa limited liability company operating under the DBA "Elephant Trace" (filed June 2026). We provide Elopement Terrain Intelligence™ (ETI™), a tool that helps caregivers of individuals with autism and other elopement-related conditions identify nearby environmental hazards.

Contact:
Cleat & Pintle LLC dba Elephant Trace
6701 Corporate Dr Ste N, Johnston, Iowa 50131
contact@elephanttrace.net

2. Children's Information — COPPA Disclosure

COPPA Notice: Elephant Trace is not directed at children. The service is used about children by their parents, guardians, and caregivers. We do not knowingly collect personal information from any child under 13 years of age as an end user.

Information you enter about a child (name, age, diagnoses, emergency contacts) is classified as Child Safety Data and receives the strictest protection we offer:

RAM only. Child Safety Data is stored exclusively in server-side memory — never written to any database, log file, or disk storage.
Session TTL: 4 hours. If no poster is generated within 4 hours, the data is automatically purged from memory.
Immediate destruction. The moment your safety poster is rendered, Child Safety Data is deleted from memory.
No third-party access. Child Safety Data is never transmitted to analytics services, advertising platforms, or data brokers.
Not sold or shared. We do not sell, rent, or trade child-related information under any circumstances.

If you are a parent or guardian and believe we have inadvertently collected information about your child in a way inconsistent with this policy, please contact us immediately at contact@elephanttrace.net and we will delete it promptly.

3. What We Collect and Why

We collect the minimum information necessary to deliver the service. Here is exactly what we collect:

A. Address / Location Data

The address you enter for hazard mapping
Used to geocode coordinates and run the ETI™ scan
Stored in our database to retrieve your report; not used for marketing

B. Child Safety Data (RAM only — see Section 2)

Child's first name (or nickname), age, diagnoses, non-verbal status, emergency contacts, and caregiver notes
Used solely to personalize the hazard poster
Never written to disk; destroyed after render

C. Contact Information

Your name and email address, provided voluntarily before checkout
Used to email your report, send order confirmation, and (with your consent) occasional product updates
You may unsubscribe at any time via the link in any email we send

D. Payment Data

Payments processed by Stripe, Inc. We never store your card number, CVV, or full payment details
We retain: amount, Stripe session ID, and order tier for fulfillment and tax records

E. Shipping Information (Physical Poster orders only)

Name and shipping address collected at checkout via Stripe
Transmitted to our print fulfillment partner (Printify / Storm Lake IA) for order fulfillment
Retained for order tracking and tax compliance

F. Usage Data

Server logs (IP address, browser type, pages visited, timestamps)
Retained for up to 30 days for security and debugging; not used for advertising

4. How We Use Your Information

Deliver the ETI™ hazard map and safety poster you ordered
Process your payment and fulfill physical orders
Send transactional emails (order confirmation, download link, shipping status)
Send occasional product updates if you opted in (unsubscribe anytime)
Improve our hazard detection algorithms using anonymized, aggregated scan data
Comply with applicable law, including tax and financial regulations

We do not use your data for behavioral advertising, user profiling, or sale to data brokers.

5. Who We Share Data With

We share data only with service providers required to operate the product:

Stripe, Inc. — payment processing (Stripe Privacy Policy)
Printify / Storm Lake Printing, IA — physical poster fulfillment (name + shipping address only)
Resend — transactional email delivery (name + email only)
Mapbox — map tile rendering for reports (address coordinates only)
htmlcsstoimage.com — poster rendering API (poster HTML only; no PII)
Fly.io — application hosting infrastructure

Each provider is bound by data processing agreements. We do not sell data to any third party.

6. Data Retention

Child Safety Data: Up to 4 hours (RAM only); deleted immediately after poster generation
Scan + lead records: Retained for 3 years for product improvement and tax compliance
Payment records: 7 years per IRS requirements
Server logs: 30 days

7. Your Rights

You have the right to:

Access the personal information we hold about you
Correct inaccurate information
Delete your data (subject to legal retention requirements)
Opt out of marketing emails at any time via the unsubscribe link in any email

California Residents (CCPA): You have the right to know what personal information we collect, request deletion, and opt out of the "sale" of personal information. We do not sell personal information. To exercise your rights, email contact@elephanttrace.net with the subject line "Privacy Rights Request."

To opt out of marketing emails, use the unsubscribe link in any email we send, or visit elephanttrace.net/unsubscribe and enter your email address.

8. Security

All data is transmitted over TLS/HTTPS. Our application runs in an isolated container environment (Fly.io). Child Safety Data never touches persistent storage by architectural design — not just policy. Payment processing is delegated entirely to Stripe's PCI-compliant infrastructure.

9. Cookies and Tracking

Elephant Trace does not use advertising cookies, tracking pixels, or third-party analytics SDKs. We use only session-level state to maintain your scan flow within a single visit. No data is shared with advertising networks.

10. Changes to This Policy

We will post material changes to this policy with an updated effective date at the top of this page. Continued use of the service after changes constitutes acceptance of the updated policy. For significant changes affecting children's data, we will provide additional notice.

11. Contact Us

Questions about this policy or your data? We're a lean team and we respond to every message:

contact@elephanttrace.net
Cleat & Pintle LLC dba Elephant Trace
6701 Corporate Dr Ste N, Johnston, Iowa 50131

To opt out of marketing emails: Unsubscribe page