GroomCaptain Privacy Policy

Last Updated: November 3, 2026

GroomCaptain helps pet grooming businesses manage appointments, customer communications, scheduling, and related business operations. This Privacy Policy explains what information we collect, how we use it, and the choices available to users.

GroomCaptain is a product of Goat Rodeo Software LLC. About GroomCaptain · Terms of Service

Information We Collect

We may collect:

How We Use Information

We use information to:

Google Account and Calendar Connections

Connecting Google Calendar is optional. When you connect, we use your Google account email address and account identifier to identify the connection. We identify your primary calendar and store its identifier and display name.

We request free/busy availability for your primary calendar to help avoid scheduling conflicts. We store the start and end of busy periods, their connection to your employee and business, and scheduling approval or review information. This integration does not import your personal Google Calendar event titles, descriptions, guest lists or attachments.

If you enable export, GroomCaptain creates, updates and deletes its exported appointment and finalized-shift events on your primary calendar. These exports can include appointment or shift times, customer and employee names, service information, business or appointment locations, notes entered on those records, and identifiers that link the event to the GroomCaptain record. These are details from GroomCaptain that you choose to export. Anyone with access to the destination calendar may be able to see them under your Google Calendar sharing settings.

We store Google OAuth access and refresh tokens so the connection can work without asking you to sign in for every sync, including background synchronization. Tokens are protected on the server using ASP.NET Core Data Protection before being stored. They are not displayed in the calendar settings. We also store connection settings, consent and synchronization times, error status, and the Google event identifiers needed to update or remove exports.

Use and Sharing of Google Data

We use Google account and Calendar information to provide and maintain the calendar connection, availability checks, conflict review and exports you enable. Approved busy periods affect availability and can be used by authorized people in your business who manage scheduling. Service providers that host and operate GroomCaptain process stored information as needed to provide the service. Exports are sent to Google Calendar as described above.

GroomCaptain's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements. Google account and Calendar data is not used for advertising, sold to data brokers, or used to train generalized artificial intelligence or machine-learning models. Human access is limited to the purposes allowed by that policy, such as help you request, security investigations, legal requirements, or permitted internal operations.

Disconnecting and Retention

To stop the connection, open Settings → Time & Sync → Calendar Availability Sync and disconnect Google Calendar. Disconnecting disables synchronization, clears the stored access and refresh tokens, and removes imported busy periods for that connection from GroomCaptain's active database. You can also remove GroomCaptain's access in your Google Account connections.

Disconnecting does not automatically delete events already exported to Google Calendar. You can remove those events in Google Calendar. Connection history and export records may remain in GroomCaptain after disconnection; there is no automatic deletion period for those records. Revoking access at Google stops future access but does not itself erase records already stored in GroomCaptain.

While connected, we retain the information needed for synchronization. Busy periods in the refreshed time window are replaced as synchronization runs; older periods outside that window are not automatically removed by that refresh. For deletion of retained Calendar or account information, contact support@groomcaptain.com. Deletion requests are reviewed as described below.

SMS Communications

Phone numbers may be used to send appointment reminders, confirmations, scheduling updates, customer service messages, and other transactional communications.

Users may opt out of SMS messages by replying STOP. Users may request assistance by replying HELP.

SMS consent and phone numbers collected for SMS communication purposes are not shared with third parties or affiliates for marketing purposes.

Payments

If payment processing features are used, payment transactions are processed by third-party payment providers such as Stripe. GroomCaptain does not store full payment card information on its servers.

Service Providers

We may share information with trusted service providers solely as necessary to operate the service, including:

These providers are permitted to use information only as necessary to provide services on our behalf.

Website Analytics and Advertising Measurement

We use Google Analytics to measure visits, registration, appointment creation, and subscription activity and to understand which advertising campaigns bring businesses to GroomCaptain. On our US-focused website, analytics starts automatically unless you disable it or your browser sends Global Privacy Control or Do Not Track.

Use the Analytics preferences link in the website footer to disable analytics or change your choice. No popup appears automatically. We preserve a saved decline until you change it. Advertising personalization and Google Signals remain disabled.

Analytics uses a pseudonymous browser identifier and cookies or local storage. Acquisition information can be associated with an organization when it registers. Browser acquisition information is retained for up to 90 days after the most recent visit; organization acquisition and subscription records follow our account data retention practices.

We do not send customer names, email addresses, phone numbers, addresses, pet details, or payment-method details in analytics events. Google receives analytics requests, including network and device information needed to process them. See how Google uses information from sites that use its services.

Marketing Page Recordings and Heatmaps

When analytics is enabled, we also use Microsoft Clarity on our public homepage, trial landing page, and public trial-registration page to understand clicks, scrolling, navigation, form progression, and where visitors leave the signup funnel. Clarity provides session replays and heatmaps and may receive pseudonymous identifiers, device and network information, and interaction data. Advertising storage is denied.

Clarity is excluded from sign-in, authenticated application, customer booking, payment, billing, scheduling, and other application pages. Registration input values, including passwords, names, email addresses, and business information, are masked, as are server error messages that could contain submitted values. Public labels, buttons, and non-sensitive validation messages remain visible. We remove captured campaign query strings before starting the recorder and do not add customer identifiers or user properties. Some visits are excluded when their URL or referrer could contain sensitive information.

The same Analytics preferences control disables Clarity, and we honor saved declines, Global Privacy Control, and Do Not Track. Disabling analytics or leaving a recorded marketing page may reload the page to unload the recorder. See the Microsoft Privacy Statement. Clarity session recordings and heatmap data are retained under the project's Microsoft Clarity retention settings.

Registration Progress

We automatically save the email, name and business details you enter on the registration form before submission to retain your account-setup progress for up to 30 days. Passwords are excluded. Incomplete registrations are then deleted. This does not authorize promotional email or SMS. Contact support to request deletion sooner.

For account setup diagnostics, we record approved onboarding step names, times and success or failure categories. These records do not contain form values and are not sent to advertising or session-recording providers.

Data Retention

We retain information for as long as necessary to provide services, comply with legal obligations, resolve disputes, and enforce agreements.

Your Choices and Deletion Requests

You can request access to, correction of, or deletion of your information by emailing support@groomcaptain.com. Signed-in users can also submit an account deletion request from their profile. This submits a request for review; it does not immediately erase the account or all business records. We may need to verify your identity and the authority to delete records belonging to a business or another person, and explain any records that must be retained.

A request to disconnect Calendar is separate from a request to delete your GroomCaptain account. Contact support if you need help with either.

Data Security

We use commercially reasonable administrative, technical, and organizational safeguards designed to protect information from unauthorized access, disclosure, alteration, or destruction.

Children's Privacy

GroomCaptain is intended for use by businesses and is not directed toward children under the age of 13.

Changes to This Policy

We may update this Privacy Policy from time to time. Updated versions will be posted on this page with a revised effective date.

Contact Us

If you have questions regarding this Privacy Policy, please contact:

support@groomcaptain.com

or visit:

https://groomcaptain.com

Rejoining the server...

Rejoin failed... trying again in seconds.

Failed to rejoin.
Please retry or reload the page.

The session has been paused by the server.

Failed to resume the session.
Please reload the page.