Breeding Management Privacy & Data Policy
Last updated: 20 August 2026
At Kennel Digital, we understand that information relating to your dogs and breeding programme is private and important.
Our Breeding Management System has been designed so that your day-to-day breeding records are managed privately within your own Kennel Digital website.
This policy explains what information is stored, who can access it, what may be made public, and how information is handled by the system.
1. Your Private Breeding Records
The Kennel Digital Breeding Management System allows you to maintain records relating to your breeding programme, including:
- Heat cycles
- Breeding records
- Breeding dates and methods
- Progesterone results
- Pregnancy tracking
- Pregnancy confirmation information
- Expected whelping dates
- Whelping preparation tasks
- Whelping records
- Individual birth records
- Birth weights
- Calendar events
- Reminders
- Breeding notes
These records are stored within the WordPress database used by your website.
Breeding Management records are configured as private administrative records. They are not displayed on the public areas of your website, do not have public archive pages and are not made available through the public WordPress REST API.
They are intended for use within your private breeder administration area.
2. Who Can Access Your Private Records?
Your Breeding Management records can be accessed by authorised users of your website who have permission to manage breeder content.
This normally includes you and any other authorised breeder users you have been provided with.
Kennel Digital personnel with WordPress Administrator access may also have technical access to these records where this is necessary to provide website administration, maintenance, support, troubleshooting or development services.
Your website hosting provider and authorised server or database administrators may also have technical access to information stored within the website database or its backups.
Private therefore means that these records are not available to ordinary visitors to your website. It does not mean that they are technically inaccessible to authorised administrators responsible for operating or maintaining the website and its hosting environment.
3. Private Records and Your Public Website
Your private Breeding Management records are separate from information you choose to publish about your dogs, puppies and litters.
Kennel Digital websites can publicly display information such as:
- Dogs
- Pedigrees
- Health information you choose to publish
- Litters
- Available puppies
- Photographs and galleries
- Dog and litter descriptions
- Selected litter and puppy information
Some Breeding Management workflows allow you to create or link public website records using information you have already entered privately.
For example, puppies recorded during a Whelping can be transferred into the corresponding Litter record, and an individual puppy can subsequently be given its own Dog Profile.
When you choose to perform such an action, selected information is copied into the public Dog or Litter record.
The underlying Heat Cycle, Breeding, Pregnancy or Whelping record does not itself become public.
You remain in control of the information you choose to publish through the public areas of your website.
4. Puppy and Birth Records
During Whelping, the system can record information about individual puppies, including details such as:
- Name or identifier
- Sex
- Date and time of birth
- Birth order
- Birth weight
- Colour and markings
- Collar or other identifier
- Birth outcome
- Notes
These Birth Records form part of the private Whelping record.
Where you choose to create or update a Litter from a Whelping, selected puppy information can be transferred into the Litter system.
Where you choose to create an individual Dog Profile for a puppy, selected information can also be carried forward into that profile.
This is designed to reduce duplicate data entry while keeping the original breeding and birth history connected.
5. Breeding Calendar and Reminders
Breeding-related Calendar Events and Reminders are private administrative information.
These can include information relating to breeding dates, expected whelping dates, preparation tasks and other events you choose to record.
They are not automatically displayed to public website visitors.
6. Website Enquiries
Your Kennel Digital website may allow visitors to submit enquiries about your dogs, litters or puppies.
Depending on the information supplied by the visitor, an enquiry may contain:
- Name
- Email address
- Telephone number, where provided
- Enquiry message
- The Dog, Litter or Puppy concerned
- IP address
- Browser information
- Date and time of submission
This information is stored privately within your website.
A copy of an enquiry may also be sent by email to the notification address configured for your website.
Deleting an enquiry from the website cannot automatically delete copies that have already been delivered by email.
7. Enquiry Consent
Visitors submitting an enquiry are required to confirm that they consent to their details being stored and used for the purpose of responding to their enquiry.
For new enquiries, PBF records:
- That consent was provided
- The date and time of consent
- The version of the consent statement presented
Where your website has a Privacy Policy configured, visitors are also provided with access to that policy from the enquiry form.
Older enquiries created before this functionality was introduced may contain only the previous consent record.
8. Enquiry Data Retention
Kennel Digital includes controls allowing an authorised website Administrator to determine how long enquiries are retained within the website database.
Available retention periods include:
- 6 months
- 12 months
- 24 months
- 36 months
- Until manually deleted
New installations use a default enquiry retention period of 24 months.
Existing websites upgraded from an earlier version of the system retain their previous behaviour until a retention period is deliberately selected.
Where a finite retention period is configured, expired enquiry records are automatically removed from the website database.
This does not remove copies of enquiries that may already have been delivered or retained within an email system or contained within hosting backups.
9. Website and Hosting Backups
Information stored within your website database may also be contained within backups maintained as part of the website hosting and maintenance service.
Backups are an important part of protecting your website and records against accidental loss, corruption or technical failure.
The retention and operation of hosting-level backups may be governed by the policies and systems of the relevant hosting provider.
10. Removal of the Breeding Management Software
Removing or deactivating the Professional Breeder Framework software does not automatically erase your breeding records.
This behaviour is intentional and helps protect important kennel and breeding history from accidental loss.
Where permanent deletion of stored PBF information is required, this can be handled separately by an authorised Administrator.
11. Kennel Digital Software Updates
The Professional Breeder Framework periodically checks Kennel Digital's update service for software updates.
These requests may identify the address of the website and the version of PBF currently installed.
This information is used to support software maintenance and update delivery.
Private breeding records are not transmitted as part of the software update check.
12. Kennel Digital Breeder Network
Kennel Digital has developed infrastructure for a future central Breeder Network service.
The central Breeder Network is not currently being used as part of the normal Breeding Management service.
The current Breeding Management system does not depend on your individual breeding records being stored within a central Kennel Digital database.
If central Breeder Network services are introduced operationally in the future, this policy will be updated as appropriate to explain the information involved and how it is used.
13. Your Data Remains Part of Your Website
The Breeding Management System is built directly into your Kennel Digital website.
It is not a separate public database of breeding activity.
Your private breeding-management information is maintained as part of your website's own administrative data, subject to the authorised administrative and hosting access described in this policy.
This allows your website and kennel-management system to work together while keeping private operational records separate from the information you deliberately choose to publish.
14. Security
Kennel Digital uses access controls within WordPress to restrict Breeding Management information to authorised users.
Breeding Management records are configured as non-public records and are not exposed through the normal public website or public WordPress REST API.
No internet-connected system can be guaranteed to be completely secure. Kennel Digital therefore also relies on appropriate website hosting, software maintenance, access control and security practices to protect the websites we manage.
15. Changes to This Policy
The Professional Breeder Framework is actively developed and its functionality may change over time.
Where changes materially affect how private breeder information or personal information is stored, transmitted or used, this policy may be updated to reflect those changes.
The date at the top of this page indicates when this policy was last updated.
16. Questions About Your Data
If you have questions about how your Breeding Management information is stored or handled, please contact Kennel Digital.
We are happy to explain how the system works and what information is private, public or stored as part of your website.
In simple terms
Your Heat Cycles, Breeding Records, Pregnancy Tracking, Whelping Records, Birth Records, Calendar and Reminders are private management records.
They are not automatically published on your website.
Information only becomes part of your public Dog, Litter or Puppy content when you choose to use the relevant publishing features.
Your website is the public face of your kennel. Your Breeding Management area is your private workspace behind it.