Vigil · privacy policy
How we handle
your data.
Last updated: May 18, 2026
Summary
Vigil is operational software used by pet crematories and the veterinary practices that refer pets to them. The data we hold is the data required to track a pet from intake to return to the family. We do not sell, rent, or share this data with third parties for marketing or advertising purposes.
Information we collect
- Operator and vet user accounts: name, email, hashed authentication credentials.
- Veterinary practice records: practice name, address, contact info.
- Pet owner records: name, mobile phone number, optional email. Provided by the veterinary practice during intake.
- Pet case records: species, weight, service tier, intake and return timestamps, an audit log of every state transition (intake → in cooler → in chamber → cooling → processed → ready → returned).
- SMS audit log: every text message we send, its recipient phone number, body, and delivery status. Stored append-only and never modified or deleted.
How we use SMS
We send SMS to pet owners on three specific events: (1) confirmation that their pet has arrived at the crematory, (2) when cremation is in progress, and (3) when the pet is ready for pickup. Each message contains a link to a status page for that specific pet.
Opt-in is initiated by the referring veterinary practice on behalf of the pet owner. The practice clicks Share status with owner in our portal after confirming with the owner that they want SMS updates.
Owners can opt out at any time by replying STOP to any message. Message and data rates may apply from your mobile carrier.
How we store data
All data is stored on encrypted Postgres infrastructure hosted in the United States. Authentication is required for all operator and veterinary practice access. Pet owner access to their pet's status page is gated by a 122-bit unguessable token included only in the SMS link.
Operational sub-processors strictly for service delivery: Fly.io (application hosting), Twilio (SMS delivery). No data shared with advertisers or data brokers.
Retention
Operational records (cases, audit events, SMS log) are retained for the legal retention period required for chain-of-custody evidence — typically seven years from the date of return. Operator and vet user accounts are retained for as long as the account is active and deleted on request.
Your rights
Pet owners may request a copy of, or deletion of, their phone number and SMS audit log by contacting the veterinary practice that referred their pet, or by emailing us directly. Operators and veterinary users may request a copy or deletion of their account data at any time.