Privacy Policy

Effective Date: October 14, 2025
Policy Owner: Lynn George, President

1. Purpose and Scope

This Safety and Security Policy establishes guidelines to ensure the safety and well-being of all staff, volunteers, visitors, dogs in training, and service dog recipients at Service Dog Project. This policy applies to all activities conducted at our training facility, during off-site events, and in the management of organizational data and information systems.

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2. Facility Safety Standards

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2.1 General Facility Safety

• All facility areas must be maintained in clean, safe condition with clear pathways free of obstacles

• Emergency exits must remain unobstructed and clearly marked at all times

• Fire extinguishers, first aid kits, and emergency equipment must be accessible and inspected regularly

• Facility capacity limit of 20 dogs must never be exceeded per licensing requirements

• All electrical equipment and wiring must meet safety codes and be inspected annually

• Slip-resistant flooring must be maintained in all dog training and care areas

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2.2 Kennel and Training Area Safety

• All kennel areas must be inspected daily for hazards, damage, or maintenance needs

• Secure fencing and gates must be checked regularly to prevent escapes

• Temperature controls must maintain comfortable conditions for dogs (60-75°F)

• Ventilation systems must be operational to ensure air quality

• Training equipment must be inspected before each use and maintained in good condition

• All cleaning supplies and chemicals must be stored securely away from dog access areas

2.3 Emergency Preparedness

• Emergency evacuation plan must be posted in multiple locations throughout the facility

• All staff and volunteers must complete emergency procedure training within first week

• Emergency contact information for veterinary services must be posted prominently

• Fire drills must be conducted quarterly

• Emergency supplies (flashlights, batteries, first aid, dog food, water) must be maintained

• Backup power systems must be tested monthly

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3. Dog Health and Safety Protocols

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3.1 Daily Health Monitoring

• All dogs must receive daily health checks by trained staff

• Any signs of illness, injury, or behavioral changes must be documented and reported immediately

• Dogs showing signs of illness must be isolated and evaluated by a veterinarian

• All dogs must be current on vaccinations per veterinary recommendations

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3.2 Breeding Program Safety

• All breeding dogs must pass OFA health screening before breeding

• Dogs failing OFA screening must be immediately removed from breeding program

• Pregnant dogs must receive specialized care and monitoring

• Whelping areas must be sanitized and prepared in advance of delivery

• Veterinary support must be available during whelping

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3.3 Training Safety

• All training must use positive reinforcement methods only

• Dogs showing signs of stress or fear must have training modified or paused

• Training equipment must be properly fitted and never cause discomfort or injury

• Public access training must only occur in safe, controlled environments

• Dogs must never be left unattended in vehicles or unsafe conditions

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4. Personnel Safety

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4.1 Staff and Volunteer Safety

• All personnel must complete safety orientation before working with dogs

• Proper lifting techniques must be used when handling dogs or equipment

• Personal protective equipment (gloves, closed-toe shoes) must be worn as appropriate

• Staff must report all injuries, bites, or safety incidents immediately

• Tetanus vaccinations are recommended for all personnel working with dogs

• Adequate rest breaks must be provided during long training sessions

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4.2 Visitor and Recipient Safety

• All visitors must sign in and be accompanied by staff in dog areas

• Children under16 must be supervised by adults at all times

• Visitors must follow all posted safety guidelines and staff instructions

• Service dog recipients must complete safety training before taking placement

• Recipients must demonstrate proper handling techniques before placement approval

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5. Physical Security Measures

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5.1 Facility Access Control

• Facility must be secured when staff are not present

• Access codes or keys must be provided only to authorized personnel

• Visitor access must be logged and monitored

• Perimeter fencing must be maintained to prevent unauthorized entry

• Security cameras may be used in common areas (not private spaces)

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5.2 Dog Security

• All dogs must be microchipped for identification

• Kennel areas must be secured to prevent theft or unauthorized removal

• Dogs may not be removed from facility without authorization

• Transport vehicles must be secured and climate-controlled

• Lost or missing dogs must be reported immediately to local authorities

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6. Data Security and Privacy

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6.1 Information Security

• All applicant and recipient personal information must be stored securely

• Computer systems must be password-protected with strong passwords

• Passwords must be changed every 90 days

• Physical documents containing personal information must be stored in locked cabinets

• Documents for disposal must be shredded

• Staff may only access information necessary for their role

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6.2 Digital Security Practices

• SSL encryption must be used for all website data transmission

• Regular software updates and security patches must be applied

• Anti-virus and anti-malware software must be maintained on all systems

• Regular data backups must be performed and stored securely

• Suspicious emails or security threats must be reported immediately

• Public Wi-Fi must not be used to access sensitive organizational data

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6.3 Data Retention and Disposal

• Applicant information retained for up to 7 years post-placement

• Donor information retained for 7 years for tax and accounting purposes

• Analytics data retained for 2 years

• Data disposal must ensure information cannot be recovered

• Electronic data must be permanently deleted using secure methods

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7. Communication and Streaming Security

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7.1 Live Streaming Protocols (Explore.org)

• Camera placement must respect privacy of staff and visitors

• No cameras in private areas (offices, restrooms, break rooms)

• Staff and visitors must be informed of camera locations

• Streaming must not compromise facility security

• Camera systems must be password-protected and secure

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7.2 Social Media and Public Communications

• Recipient personal information may only be shared with explicit written consent

• Photos and videos of recipients must have signed release forms

• Staff must not share confidential organizational information publicly

• All public communications must align with organizational values

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8. Incident Reporting and Response

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8.1 Incident Reporting Requirements

All incidents must be reported immediately to the President or designated safety officer, including:

• Human injuries requiring medical attention

• Dog injuries or illnesses

• Dog bites or aggressive behavior

• Facility damage or safety hazards

• Security breaches or unauthorized access

• Data breaches or privacy violations

• Vehicle accidents during transport

• Near-miss incidents that could have caused harm

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8.2 Incident Investigation and Documentation

• All incidents must be documented in writing within 24 hours

• Investigation must identify root cause and contributing factors

• Corrective actions must be implemented to prevent recurrence

• Serious incidents must be reviewed by leadership team

• Incident reports must be retained for 7 years

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8.3 Data Breach Response

• Suspected data breaches must be reported immediately to President

• Affected systems must be isolated to prevent further compromise

• Investigation must determine scope and impact of breach

• Affected individuals must be notified as required by law

• Breach must be reported to authorities as required by applicable regulations

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9. Training and Compliance

9.1 Safety Training Requirements

• All new staff and volunteers must complete safety orientation

• Annual refresher training required for all personnel

• Specialized training required for specific roles (breeding, veterinary care, transport)

• Training completion must be documented

• Training materials must be updated annually

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9.2 Policy Compliance

• All personnel must acknowledge receipt and understanding of this policy

• Violations must be addressed through corrective action

• Serious or repeated violations may result in removal from program

• Policy compliance will be monitored through regular audits

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10. Policy Review and Updates

• This policy must be reviewed annually by leadership team

• Updates must be made to reflect changes in operations, regulations, or best practices

• All personnel must be notified of policy changes

• Updated policy must be posted on website and provided to all staff

• Version history must be maintained

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11. Contact Information

Safety and Security Officer: Lynn George, President
Website: https://www.servicedogproject.org
Emergency Contact: 603-770-0849

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12. Acknowledgment

I acknowledge that I have received, read, and understand the Service Dog Project Safety and Security Policy. I agree to comply with all provisions of this policy and understand that violations may result in corrective action.

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Name: _______________________________

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Signature: _______________________________

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Date: _______________________________

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Role: ☐ Staff ☐ Volunteer ☐ Board Member

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This policy is effective October 14, 2025, and supersedes all previous safety and security policies.