This Privacy Policy explains how Foxhound Group LLC collects, uses, stores and protects information when visitors use this website, contact the yard office, or work with us on field run systems. This website is operated by Foxhound Group LLC, a computer systems design and related services company with its yard office at 30 Vine Cir, Clearfield - 84015-2116, United States (US). The policy is written and maintained under the developer name Foxhound Group, the working name we use for the systems design practice behind the company. Throughout this document, the terms the Company, we, us and our refer to Foxhound Group LLC, and the terms you and your refer to any visitor, client contact or user of our services.
We believe that a field record should serve the people who keep it, and the same principle guides how we handle personal information. We collect as little as we can while still running a professional practice, we explain in plain language why each item is needed, and we give you clear routes to ask questions about your information. Reading this policy should take only a short time, and every section below explains one part of the picture so that you can jump directly to the matter that interests you.
1. Scope of This Policy
This policy applies to this website and to any enquiry that reaches Foxhound Group LLC through the contact form, by email, by telephone or in person at the yard office. It also applies to the administrative information we keep about clients, prospective clients and suppliers while we plan, build and maintain computer integrated systems for their field operations.
The policy does not cover information that a client organisation keeps inside its own systems once we have completed a handover, and it does not cover third party websites that we link to for convenience. When you leave this website through a link, the privacy practices of the destination site apply, and we encourage you to read them before you submit any personal information there. If you work for a client organisation, that organisation may also have its own privacy notice that governs how it treats records about you, and that notice sits alongside this one rather than in place of it.
We operate the site as a professional services practice rather than as a consumer platform. Nothing in this policy should be read as a promise that a specific feature will remain online even if we retire it, but any information already collected will continue to be handled in line with the commitments set out here until it is properly deleted.
2. Who Controls Your Information
Foxhound Group LLC is the controller of the personal information described in this policy. The company decides what information is collected, how it is used and how long it is kept. Our registered and operating address for privacy matters is 30 Vine Cir, Clearfield - 84015-2116, United States (US). Privacy questions may be sent to contact@foxhoundgroup.lol or raised by telephone on +15309828681 during normal office hours.
The office is small and the people who answer the telephone are the same people who review privacy requests, which means a question about your record does not disappear into an anonymous queue. If a request needs a written response, the reply will identify the person handling it and the date on which we expect to finish. We believe that accountability is easier to trust when it has a name and an address attached to it.
Where we act as a processor for a client, the client remains the controller of the records we maintain on its behalf. In that situation, requests about the substance of the records should usually go to the client first, although we will always help by locating the material and explaining the technical steps involved.
3. Information We Collect
We collect information in three broad groups. The first group is information you give us directly, such as your name, email address, telephone number, organisation, the content of a message and any attachment you choose to send with an enquiry. The second group is information generated when you use the website, such as the pages you view, the date and time of a visit, the type of browser and device you use, and the approximate region from which a request originates. The third group is information created in the course of a project, such as meeting notes, run sheet templates, configuration records and correspondence about a field system.
We do not ask you to share sensitive categories of personal information through this website. If you choose to include such details in a message because they are genuinely relevant to a project, we will treat the message with added care and restrict access to the people who need to handle it. Please do not send photographs of identity documents, financial account numbers or medical records unless a member of the yard office has asked for them in writing for a defined purpose.
Technical information is limited to what a standard web server records in order to deliver a page and keep the site healthy. This typically includes an Internet protocol address, a request path, a response status and a user agent string. We do not build advertising profiles from this information, and we do not combine it with data from unrelated websites.
4. How Information Reaches Us
Most information reaches us because you decide to send it. You might complete the contact form, write an email, telephone the office, hand a business card to a crew member at a site visit, or accept an invitation to a yard walkthrough. In each case the information you choose to share is used to answer your enquiry and to keep a record of the conversation so that later questions receive a consistent response.
A smaller amount of information arrives automatically when a browser requests this website. Our hosting provider may keep ordinary server logs for reliability and security, and those logs are retained for a limited period before they are rotated or deleted. When a client engages us on a project, information also arrives through the ordinary course of that work, including project briefs, meeting minutes, sample run sheets and correspondence about timelines.
We do not purchase marketing lists, and we do not acquire personal information from data brokers. If a third party recommends our services to you, we will only contact you where that recommendation includes a clear expectation that contact is welcome, and we will stop at once if you ask us to.
5. Why We Use Information
We use personal information for a small number of connected purposes. We use it to answer enquiries and to provide quotations for the six field services described on this website. We use it to plan, deliver and maintain computer integrated systems for clients, which includes writing project notes, preparing run sheet templates and testing field tools with real crews. We use it to keep accurate business records for accounting, contractual and legal reasons, and to protect the website and our systems against misuse, fraud and technical failure.
We may also use contact details to send a short follow up message after a conversation, to share an update about a project that you have asked us to watch, or to inform you about a change to the yard office schedule. These messages are limited in volume and always identify the company plainly. We do not send bulk promotional email, and we do not sell the attention of our visitors to anyone.
Where we rely on your consent for a particular use, that consent is requested in clear terms and can be withdrawn at any time by writing to the address given in this policy. Withdrawing consent does not affect the lawfulness of anything we did before the request arrived, but it does stop the relevant use going forward.
6. Legal Bases for Processing
Where data protection law requires a legal basis for processing, we aim to rely on the following bases. We process information that you send in an enquiry on the basis of our legitimate interest in responding to professional correspondence and in understanding whether we can help. We process information needed to prepare or perform a contract on the basis of that contract or the steps taken before it is signed. We process accounting and tax records because we are required to keep them by law.
We rely on legitimate interests for the ordinary protection of the website, such as reviewing logs for signs of abuse, provided that those interests are not overridden by the rights of the people concerned. When we ask for consent for a specific optional use, that consent becomes the legal basis for that use until it is withdrawn. If we ever rely on a different basis, we will record the reasoning internally and make it available on request.
Because the company operates from the United States, some visitors may be entitled to additional protections under the law of their own country. Nothing in this section removes a right that a visitor holds under applicable law, and where local rules provide a stronger basis or a stronger right, those rules prevail for the visitor concerned.
7. Cookies and Local Storage
This website is deliberately light. It does not set advertising cookies, it does not use cross site tracking pixels, and it does not embed a social media widget that loads third party code without a click. The navigation and the contact form work with the browser features that are already present, so no persistent cookie is required for the site to function.
If we introduce a small functional cookie in the future, it will be limited to remembering a preference such as a dismissed notice, and it will not be used to identify you across other websites. Any such change will be described in an update to this policy before the cookie goes live. Where a browser offers a setting to block cookies, enabling that setting will not prevent you from reading the pages or contacting the office.
Server logs and infrastructure monitoring are separate from cookies. They exist to keep the site available and secure, and they are retained only for the period needed to investigate faults or to meet a legal requirement. We do not use them to build a behavioural profile of any visitor.
8. How We Share Information
We do not sell personal information. We share it only where there is a clear operational or legal reason. Inside Foxhound Group LLC, access is limited to the people who need the information for their part of the work, and the same person who answers a telephone call may also hold the project note that explains it. If a colleague is absent, access passes to the person covering the yard office during that period.
We may share information with professional advisers such as an accountant or a lawyer when that is necessary to run the business or to obtain advice. We may share information with a client where the information was collected in the course of that client work and the client is entitled to receive it. We may disclose information where a valid legal request requires it, where we must do so to protect a person from harm, or where it is necessary to establish or defend a legal claim.
If the business is reorganised, for example through a merger or a sale of assets, information may be transferred to a successor organisation that agrees to honour the commitments in this policy. We would give affected contacts notice of such a transfer where the law allows us to do so, and we would update this page with the new details.
9. Service Providers and Vendors
Like most professional practices we rely on a small number of vendors to keep the lights on. These include a hosting provider that serves the website, an email provider that delivers and stores correspondence, and an accounting service that handles invoices. Each vendor receives only the information it needs to perform its function, and each is expected to protect that information under a written agreement or standard terms.
We choose vendors with reasonable care and we review the relationship when a service changes materially. Where a vendor processes information outside your country, we take the steps required by applicable law to ensure an appropriate level of protection, which may include contractual safeguards and checks on the vendor security practices.
We do not permit a vendor to use information we share for its own marketing purposes. If a vendor needs to use information for a purpose of its own, that use must be disclosed to you and supported by a lawful basis, and you will be told how to object.
10. Retention of Records
We keep information only for as long as we need it for the purpose that justified collection, or for as long as the law requires. Enquiries that do not lead to a project are usually cleared within a reasonable period once the conversation has ended, although we may keep a short note where a future question is likely. Project records are kept for the life of the engagement and for a further period so that we can answer questions about a field system after handover.
Financial and tax records are kept for the period required by applicable law, which is typically several years. We do not keep these records longer than necessary, and when the retention period ends we delete them or destroy them in a way that does not leave a recoverable copy in the ordinary course of business.
Where a record contains information about several people, we may remove the details of one person while retaining the rest, so that the legitimate record of a project remains intact. When a request to delete is received, we will explain any legal obligation that prevents immediate deletion and will confirm what can be removed now and when the remainder will be reviewed.
11. How We Protect Information
We protect information with a combination of technical and organisational measures suited to the size and nature of the practice. Access to systems requires an individual account, and administrative access is limited to the people who need it to support the yard office. Correspondence and project files are stored in services that provide encryption in transit and at rest, and devices that hold client information are kept under physical control.
We train the people who handle information to recognise phishing, to avoid sharing credentials, and to escalate anything that looks unusual. Backups are kept so that an accidental deletion can be corrected, and we test the ability to restore them from time to time. No system is perfectly secure, and we do not promise that a breach will never occur, but we are prepared to respond quickly and to tell the people affected if the law requires it.
If you believe that you have found a security weakness in this website, please write to contact@foxhoundgroup.lol with enough detail for us to reproduce the issue. We ask that you do not access information that does not belong to you and that you give us a reasonable chance to fix the problem before you share it publicly.
12. Your Privacy Rights
Depending on where you live, you may have the right to know what personal information we hold about you, to obtain a copy of it, to correct information that is inaccurate, to request deletion in defined circumstances, and to object to or restrict certain processing. You may also have the right to receive information in a portable format and to withdraw consent where consent is the basis for a use. We will not discriminate against you for exercising a privacy right.
To make a request, write to contact@foxhoundgroup.lol or to the yard office address given in this policy, and describe the information concerned and the right you wish to exercise. We may ask for information that helps us confirm that a request comes from the right person, but we will not demand more than is reasonable. We aim to respond within thirty days, and where a request is complex we will tell you why more time is needed and when to expect a reply.
If you are not satisfied with our response, you may be entitled to complain to a supervisory authority in your country. We would rather resolve the matter directly first, and we will cooperate fully with any authority that reviews a complaint about us.
13. Your Communication Choices
You control the correspondence you receive from us. If you ask for a quotation or a project update, we will reply in the way you request. If you later decide that you no longer want to hear from us, say so in a short email and we will update the record, keeping only the minimum needed to remember your preference.
Where the law permits, we may send a service related notice even after a marketing preference has been recorded, for example a message about a security issue that affects a system we built for you. These notices are rare and are limited to matters that a reasonable client would want to know about.
You can also adjust your browser to limit the technical information it shares, although some information is unavoidably part of an ordinary web request. Blocking that information entirely is not possible, but it does not affect your ability to read the site.
14. Privacy for Children
This website is intended for business and professional audiences, and our services are not directed at children. We do not knowingly collect personal information from a child through this website. If a child has sent information to the yard office, a parent or guardian may contact us and we will delete the information promptly once we have confirmed the request.
Where a client project involves records that relate to minors, those records are handled under the client own policy and under the applicable law that governs the client work. Our role is limited to the technical handling described in the project agreement, and we ask clients to ensure that their own notices and consents cover the material they ask us to process.
If you believe that a child has created an account or submitted a message on this site, please tell us at contact@foxhoundgroup.lol so that we can investigate and take appropriate action.
15. International Data Transfers
Foxhound Group LLC operates from the United States, and information submitted through this website is normally processed there. If you contact us from another country, the information you send will be transferred to and stored in the United States, where privacy laws may differ from those in your own country.
Where the law requires additional safeguards for a transfer, we put them in place before the transfer occurs. These safeguards may include standard contractual clauses, a review of the receiving organisation safeguards, and internal procedures that limit access to the information. We review these arrangements when a service provider changes or when the law is updated in a way that affects them.
If you would like more detail about the safeguards that apply to a particular transfer, write to the address in this policy and we will explain the mechanism in plain terms.
16. Field Records and Client Data
Much of our work involves run sheets, kennel logs, training notes, trail windows, health check review rounds and field sittings. These records may contain information about people as well as about animals and operations, and we treat them as confidential client material unless the client instructs otherwise in writing.
When we design a system for a client, we aim to minimise the personal data that the system needs and to separate operational records from personal records where that is practical. The client decides the business rules for its own records, and we provide the technical means to apply those rules. Our staff access client records only as needed to build, test or support the system, and access is removed when the work ends.
Example data used in development is de identified or invented for the purpose. Where a live record must be used to reproduce a fault, we use the narrowest possible slice and remove it once the fault is resolved. This approach keeps the field record useful to the crew while reducing the amount of personal information that moves through the design process.
17. Changes to This Policy
We may update this policy when our practices change, when we add a new service, or when the law requires a different approach. The date at the top of the page shows when the current version took effect, and a material change will be described in a short note at the top of the policy so that returning visitors can see what moved.
If a change affects a use of information that relies on consent, we will ask for fresh consent where the law requires it rather than assuming that an earlier choice continues to cover the new use. If you do not agree with an updated policy, you can stop using the site and ask us to remove information that is no longer needed, subject to any legal retention obligation.
We keep earlier versions of this policy available on request so that you can see how the commitments have evolved. Requests for a previous version should be sent to the same contact address used for other privacy questions.
18. How to Contact the Office
Questions about this policy, requests to exercise a right, and reports of a possible security issue are all welcome at the yard office. The quickest route is an email to contact@foxhoundgroup.lol. You may also call +15309828681 during office hours, or write to Foxhound Group LLC, 30 Vine Cir, Clearfield - 84015-2116, United States (US).
When you write, please include enough context for us to find the relevant record, such as the date of a previous message or the name of the person who handled the enquiry. We will acknowledge the message, explain what we plan to do, and give you a date by which we expect to finish. If the matter needs to move faster because of a risk to a person, say so in the first line and we will treat it as urgent.
This policy is maintained by Foxhound Group for Foxhound Group LLC and applies to the website and the professional services described here. Thank you for taking the time to read it.