How Digitizing Vivariums collects, uses, and protects information across Digital Animal Room Log and Vivarium SOP. We collect only what is needed to deliver the contracted service.
Digital Animal Room LogHusbandry logs and room care
Vivarium SOPTraining, quizzes, and certificates
This Privacy Policy describes how Digitizing Vivariums LLC ("we," "us," "our") collects and processes personal data through our mobile applications Digital Animal Room Log and Vivarium SOP (together, the "Services"), and through our websites at digitizingvivariums.com and vivariumsop.com.
The Services are built for vivarium facilities and laboratory animal care professionals. Digital Animal Room Log records daily husbandry care, room checks, and schedules. Vivarium SOP delivers standard operating procedures, training, quizzes, and certificates. By using the Services, you agree to the practices described in this policy.
The customer institution owns the data entered in its organization account. We process that data only to deliver the contracted service. We do not sell personal data. We do not use customer or institutional data to promote our business, for advertising, or for behavioral profiling.
Information comes from the user, from the customer institution, and from the device used to sign in. We collect the following categories:
| Category | Examples | Which product | Purpose |
|---|---|---|---|
| Account Information | Full name, work email, job title or role | Both | Account creation and identification |
| Facility Assignment | Building, room, zone, facility name, organization ID | Both | Routing work and training to the right people |
| Husbandry and Room Records | Daily care entries, environmental readings, schedules, task completion | Room Log | Recording and reporting room care |
| QR Label Content | Building, room, and zone name only | Room Log | Identifying a room inside the signed-in app. Labels do not contain animal, protocol, or personal data and do not open a web address |
| Training Records | Quiz scores, completion dates, pass/fail status, SOP view history | Vivarium SOP | Compliance tracking and reporting |
| Certificates | Training certificates earned, issue dates | Vivarium SOP | Proof of compliance |
| SOP Content | PDF documents uploaded by the organization | Vivarium SOP | Delivering training content to staff |
| Access Requests | First name, last name, work email, role, institution or facility name | Both | Reviewing requests before an organization or account is created |
| Application Activity | Last login, app version, session activity | Both | Platform stability and update management |
| Log Data | Device name, OS version, error reports, timestamps | Both | Diagnosing technical issues |
A small amount of the signed-in user's own recent records may be stored on the device so the app can work offline. That cache is cleared on sign-out, is excluded from device backup, and can be removed by the institution's mobile-device management tools.
If the institution turns on single sign-on, its identity provider sends an authentication assertion so the user can sign in. That flow carries a user identifier. It does not send husbandry records, training files, or animal data.
We use the information we collect only to provide and improve the Services:
We do not use personal data for advertising, retargeting, or any purpose outside delivering the contracted service. Optional email and optional AI features are off unless the organization enables them.
We use the following sub-processors to operate the platform. Each receives only the data needed for that function. In the last 12 months we have disclosed personal information to these providers for a business purpose. We have not sold personal information and we have not shared it for cross-context advertising.
No other third parties have access to your personal or institutional data. We do not sell, license, or share data with data brokers, advertisers, or any parties not listed above. We require these providers to protect the data they receive with protections at least as strong as those described in this policy.
Vivarium SOP can use artificial intelligence to help administrators generate quiz questions from SOP documents and to translate content into Spanish. These features use OpenAI's API and are optional. Digital Animal Room Log does not use artificial intelligence and does not send data to an AI service.
AI features are administrator-controlled. Staff members do not interact directly with AI. They only see quiz content after an administrator has reviewed and approved it. This is not used to make automated hiring, credit, housing, or other significant decisions about a person.
Apple requires each app to declare its data practices. The summaries below match our App Store Connect disclosures. Neither app tracks users across other companies' apps or websites.
Digital Animal Room LogVivarium SOP| Data Type | Retention Period |
|---|---|
| Husbandry records, room logs, and schedules | Retained for the life of the organization's account, or until a deletion request is submitted |
| Training records, quiz scores, and certificates | Retained for the life of the organization's account to support compliance auditing, or until a deletion request is submitted |
| SOP documents and facility content | Retained for the duration of the service agreement |
| AI usage logs | Retained in Google Cloud Firestore for auditing |
| SOP text processed by OpenAI | Not retained by OpenAI beyond the individual API request, subject to that provider's abuse-monitoring period |
| Application audit records | Retained for the life of the account |
| Platform logs | Retained 400 days, then purged automatically |
| Device cache | Cleared on sign-out |
| All organizational data when service ends | The institution may export in CSV and PDF at any time, at no extra charge. After termination there is a 90-day export window. Production records are then deleted, and backup copies expire within a further 30 days. Written confirmation of deletion is provided |
Depending on your location and applicable law, you may have the following rights regarding your personal data:
To exercise these rights, email [email protected]. We will verify the requester and respond within 24 hours. An authorized agent may submit a request on your behalf using the same address. We will not discriminate against you for exercising these rights.
California residents (CCPA / CPRA): You have the right to know what personal information is collected, to request its deletion, to correct inaccurate data, and to non-discrimination for exercising any of these rights. We do not sell or share personal information for cross-context behavioral advertising. Because we do not sell or share personal information, we do not process opt-out preference signals for that purpose.
FERPA: The Services do not process student education records. They handle institutional workforce records for employed laboratory animal care staff, which are not subject to FERPA.
HIPAA and PCI: The Services do not process protected health information or payment-card data. Those regulations do not apply.
GDPR (European users): For institutions in the European Economic Area, we are prepared to execute Standard Contractual Clauses and a Data Processing Agreement. Contact us for more information.
Cookies are small text files stored on your device when you visit a website. They are used to maintain sessions, remember preferences, and collect basic analytics.
The Digital Animal Room Log and Vivarium SOP mobile apps do not use cookies. Cookies only apply when you visit our websites.
| Cookie Type | Source | Purpose |
|---|---|---|
| Session cookies | digitizingvivariums.com and vivariumsop.com | Maintain your browsing session on the site. Deleted when you close your browser. |
| Font delivery | Google Fonts (fonts.googleapis.com) | Load the Inter typeface used on the sites. Google may set a cookie as part of font delivery. |
| Analytics | Site analytics tools, if enabled | Aggregate, anonymous data about page visits used to improve content. No personal identifiers are collected. |
You can accept or refuse cookies through your browser settings. Refusing cookies will not affect your ability to use the mobile apps, though some portions of the websites may function differently.
We implement commercially accepted security measures to protect your information:
The platform is hosted on Google Cloud infrastructure, which maintains SOC 2 Type 2, ISO 27001, and FedRAMP authorizations.
Children's Privacy: The Services are intended for adults in professional vivarium and laboratory animal care settings. We do not knowingly collect personal information from anyone under the age of 16. If we become aware that a minor has provided personal information, we will delete it promptly.
Changes to This Policy: We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will update the "Last updated" date at the top of this page and notify users through the applications when material changes are made. We review this policy at least once every 12 months.
Contact us directly. We respond to all privacy inquiries within 24 hours.
[email protected]Digitizing Vivariums LLC · digitizingvivariums.com