Privacy, Records Retention & Information Handling Standards

Crown & Collar Institute may collect information submitted through membership forms, recognition interest forms, breeder applications, professional membership forms, club interest forms, leadership interest forms, conflict-of-interest disclosures, event requests, fundraising requests, verification requests, complaint forms, safety reports, contact forms, and related communications.

Information may include:

Crown & Collar Institute may use submitted information to:

Please do not submit private veterinary records, full medical files, sensitive personal documents, confidential research materials, financial account information, private child information, legal records, protected professional records, or sensitive documents through public website forms unless Crown & Collar Institute specifically requests them through an appropriate review process.

Public forms should be used for initial interest, summaries, contact details, explanations, and pathway requests.

Crown & Collar Institute may request additional documentation later if needed.

Crown & Collar Institute may request or review health, DNA, veterinary, orthopedic, cardiac, eye, airway, reproductive, temperament, puppy development, registry, pedigree, or breeding-related documentation during recognition review.

Applicants should submit only information they are authorized to share.

Crown & Collar Institute documentation review does not replace veterinary care, genetic counseling, legal registration, registry requirements, professional breeding guidance, or specialist review.

Some forms may ask for veterinary references, member recommendations, professional references, club references, leadership references, or other contact information.

Applicants should only provide reference information when they have permission to do so.

Crown & Collar Institute may contact references when appropriate for review, clarification, membership evaluation, professional participation, good standing, or leadership consideration.

Complaint, concern, grievance, safety, governance, financial-authority, branding, conflict-of-interest, or good standing submissions may contain sensitive information.

Crown & Collar Institute may keep some review information private and may not publicly disclose every detail of a concern, complaint, safety report, conflict disclosure, review process, internal decision, or corrective action.

Public records may show only the status needed for accuracy, such as Active, In Review, Additional Documentation Needed, Suspended, Removed, Revoked, Not Verified, or similar status labels.

Some information may be displayed publicly only when appropriate, such as:

Crown & Collar Institute may retain submitted information, documentation summaries, forms, applications, review notes, correspondence, records, verification requests, complaint records, safety records, club records, leadership records, and related materials for organizational, legal, administrative, documentation, good standing, recognition, verification, and historical purposes.

Retention periods may vary depending on the type of record, legal requirements, administrative needs, recognition status, dispute status, safety concerns, financial relevance, or organizational purpose.

Crown & Collar Institute may update record retention practices as the organization develops.

A person may contact Crown & Collar Institute to request correction or update of inaccurate submitted information, contact information, public listing details, directory information, recognition records, club interest records, or professional profile details.

Crown & Collar Institute may request verification before making changes to records.

Not all internal records, complaint records, review notes, historical documentation, or good standing records may be deleted or altered upon request if Crown & Collar Institute has a legitimate organizational, legal, documentation, safety, financial, governance, or review reason to retain them.

Crown & Collar Institute intends to handle submitted information responsibly.

However, no website form, email, database, online system, or digital communication method can be guaranteed to be completely secure.

Applicants and users should avoid submitting highly sensitive documents through public forms unless specifically requested through an appropriate process.

Crown & Collar Institute may use submitted contact information to respond to inquiries, review applications, request clarification, discuss documentation, verify records, communicate about program participation, or follow up on submitted forms.

Crown & Collar Institute may develop future youth and family education programs, but public forms should not collect private information from minors unless appropriate permission, structure, safety review, and legal guidance exist.

If a program involves children, youth, schools, families, or minors, additional parent or guardian permission, safety policies, media permissions, supervision standards, and review may be required.

Crown & Collar Institute may request permission before using photos, videos, testimonials, breeder stories, professional quotes, event images, dog photos, puppy photos, or family stories in public materials.

Images or testimonials should not be used in a misleading way or in a way that suggests guaranteed health, temperament, service-dog status, therapy-dog status, facility-dog status, working outcome, registry acceptance, or professional endorsement.

Crown & Collar Institute may share limited information internally or with authorized reviewers, officers, administrators, professional contributors, legal advisors, accountants, CPAs, insurance professionals, veterinary professionals, safety reviewers, or other appropriate representatives when needed for review, documentation, compliance, safety, financial, governance, legal, or organizational purposes.

Crown & Collar Institute should not sell private applicant information.

Crown & Collar Institute may retain, review, or share information when necessary for legal, accounting, tax, nonprofit compliance, safety, governance, complaint review, financial review, insurance, veterinary, animal welfare, child-safety, law-enforcement, or emergency-related concerns.

These privacy, records retention, and information handling standards are organizational and educational. They do not replace legal advice, privacy-law review, cybersecurity review, nonprofit compliance review, tax advice, accounting advice, CPA review, veterinary advice, child-safety law, insurance review, or state and federal filing requirements.

Crown & Collar Institute may update these standards as the organization, website, forms, membership structure, recognition system, club system, and legal requirements develop.