Privacy Policy

When you use Cold Dog Distribution, we collect information necessary to operate the platform and provide our services to you and your organization.

Account Information — name, email address, job title, and company details provided during registration or profile setup.

Transaction Data — orders, invoices, payments, and related records you create or interact with through the platform.

Usage Data — pages visited, features used, actions taken, timestamps, and session duration. This helps us understand how the platform is used and where we can improve it.

Device & Technical Data — IP address, browser type and version, operating system, and device identifiers collected automatically when you access the platform.

Communications — any messages or support requests you send to us directly.

We use collected information strictly to operate and improve Cold Dog Distribution. Specifically:

• To authenticate you and manage your account access
• To process orders, generate invoices, and record payments
• To send transactional emails — order confirmations, invoice notifications, delivery updates
• To provide customer support and respond to your inquiries
• To monitor platform performance, diagnose technical issues, and prevent fraud
• To comply with applicable legal and regulatory obligations

We do not use your data for advertising, and we do not sell it to any third party.

Cold Dog Distribution does not sell or rent your personal information. We share data only in the following limited circumstances:

Service Providers — trusted third-party vendors who process data on our behalf under strict confidentiality obligations:

• Stripe — payment processing and card tokenization
• Extensiv (3PL Central) — warehouse order fulfillment integration
• Amazon Web Services — cloud infrastructure and file storage
• Sidekiq / Redis — background job processing

Legal Requirements — we may disclose information if required to do so by law, court order, or to protect the rights and safety of our users or the public.

Business Transfers — in the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify affected users before data is transferred and becomes subject to a different privacy policy.

We implement industry-standard security measures to protect your information from unauthorized access, alteration, disclosure, or destruction:

• All data is encrypted in transit via TLS 1.2+
• Data at rest is encrypted using AES-256
• Role-based access control limits data visibility within the platform
• Payment card data is never stored on our servers — Stripe handles tokenization
• Access to production systems is restricted and logged

No system is 100% secure. If you believe your account has been compromised, contact us immediately at security@colddogdist.com.

We retain your data for as long as your account is active or as needed to provide services. Specific retention periods:

• Account data — retained while your account remains active, then deleted within 90 days of account closure
• Financial records (invoices, payments, payouts) — retained for 7 years to comply with accounting and tax regulations
• Order history — retained for 5 years for operational and dispute resolution purposes
• Usage logs — retained for 12 months, then aggregated and anonymized

You may request deletion of your personal data at any time. Deletion requests are honored within 30 days, subject to our legal retention obligations above.

Depending on your location, you may have the following rights regarding your personal data:

• Access — request a copy of the personal data we hold about you
• Correction — request correction of inaccurate or incomplete information
• Deletion — request erasure of your personal data, subject to legal retention requirements
• Portability — request your data in a structured, machine-readable format
• Objection — object to processing of your data in certain circumstances

To exercise any of these rights, email us at legal@colddogdist.com. We will respond within 30 days.

Cold Dog Distribution uses cookies and similar technologies to operate the platform. This includes session cookies required for authentication, CSRF protection tokens, and optional analytics cookies.

For full details on the cookies we set, why we set them, and how to manage your preferences, see our Cookie Policy.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will:

• Update the "Last updated" date at the top of this page
• Send an email notification to account holders at least 14 days before the changes take effect

Your continued use of the platform after the effective date constitutes acceptance of the updated policy.

For privacy-related questions, data requests, or to report a concern, reach us at: