Introduction
This Privacy Policy describes the practices of INDY CAT CLUB INC, the operator of a clubhouse cattery row at 2648 Branigin Creek Blvd, Franklin - 46131-7507, United States (US). The club is supported in its public outreach by the developer known as Indy Cat Club, which maintains the website and the digital forms used to reach the membership desk. This document explains, in plain language, what information the club collects, why the club collects it, how the club stores it, and what choices members and visitors have about the information that touches their lives.
The club exists to support careful cat ownership. That purpose shapes everything below. We collect what we need to run show sheets, member rosters, litter notes, adoption windows, health review rounds and show sittings, and we avoid collecting anything that does not serve those tasks. We do not operate a large marketing program, we do not sell data, and we do not run advertising networks on this site. When we must collect information, we try to explain in a single sentence why it is needed before the person hands it over.
Please read this policy together with our Terms of Service. If you have a question that this document does not answer, write to the membership desk at membership@indycatclub.com or call +16088054953. A member of the office team will reply on a business day and will stay with the question until it is resolved.
Scope of This Policy
This policy applies to information collected through this website, through email and phone contact with the membership desk, through the contact form, and through the paper and digital records kept at the Franklin clubhouse. It covers members, applicants, visitors, adoption families, show volunteers and anyone who simply reads the public pages of the site.
The policy does not cover third party websites that a visitor may reach by following a link away from our pages. Those sites run their own privacy rules, and we cannot speak for them. We also do not control the email provider that a visitor uses to send a message to the membership desk, though we do control what happens to that message once it arrives in our mailbox.
This policy is written for a single clubhouse operation. If the club ever opens a second clubhouse or a partner location, this document will be updated before that location begins taking in member information, and the change will be announced on the homepage.
Information We Collect
We collect information in a few clear categories. The first category is contact information, which means a name, an email address, a postal address and a phone number. Members provide these details when they join, and applicants provide them when they ask for a tour or an adoption window visit. The second category is membership information, which means the roster entry, dues history, stall requests and any volunteer desk assignments a member has accepted.
The third category is cat and litter information, which means the notes that travel with an animal: birth dates, weights, coat descriptions, health round entries, show classes and adoption or retirement placements. This information belongs to the club record, and the owner of the cat is named within it. The fourth category is message content, which means whatever a person writes in the contact form or sends by email or describes on the phone.
- Name and preferred form of address
- Email address used for club notices and show sheets
- Postal address for renewal letters and show packets
- Phone number for urgent show day contact
- Membership status, dues record and volunteer desk choices
- Cat names, pedigree references and litter note entries
- Adoption application details and household routine notes
- Health review round observations recorded by the vet partner
- Messages, questions and requests sent to the membership desk
We do not ask for payment card numbers through this website. Dues and show fees are handled in ways described in the Terms of Service. We do not ask for government identification documents, and we do not collect biometric information of any kind, whether from members or from animals.
How We Collect Information
Most information reaches us directly from the person it concerns. A member fills in an application, a family sends a message through the contact form, or a breeder hands a litter note to the desk on the row. Some information reaches us through a volunteer, such as a sitter who writes a note about a show day or a desk clerk who initials a show sheet correction.
Our website is a small, mostly static site. It does not run tracking scripts for advertisers, and it does not build a profile of a visitor across other websites. The server that hosts the site may keep ordinary access logs, such as a request time and a page name, for the short period needed to keep the site working and to spot abuse. Those logs are not used to identify a reader and are not combined with membership records.
The contact form on the contact page does not store messages on the website. When a visitor submits the form, the page opens a draft in that visitor own email program addressed to the membership desk. The message travels through the visitor email provider and then through ours, and it is handled like any other email that arrives at the clubhouse.
Why We Use Information
We use information to run the clubhouse row. That means confirming membership, printing the weekly roster run, preparing show sheets for the event binder, keeping litter notes in order, scheduling adoption windows, walking the health rounds and shaping the sitting rota for a show day. Each of these tasks depends on accurate, current records, and a small error in a roster can cost a member an award or a family a visit.
We also use information to reply to a question. If a visitor asks about a retire cat, we need an email address or a phone number to answer. If a member reports a change of address, we need to update the roster before the next mailing. The reply is the whole purpose of collecting the detail, and we do not add that detail to a marketing list as a side effect.
- Processing membership applications and renewals
- Preparing show sheets, event binders and steward notes
- Maintaining litter notes and pedigree references
- Booking and reviewing adoption window visits
- Recording health review rounds and follow-up actions
- Staffing show sittings and tracking rest periods
- Answering questions sent to the membership desk
- Meeting legal and record keeping duties that apply to the club
We do not use member information to train machine learning models, and we do not sell it to anyone. We do not use photos of members or cats in public campaigns without a separate, specific permission for that use.
Legal Basis for Processing
Where the law requires a stated basis for handling personal information, the club relies on a small number of clear grounds. The first is the performance of a membership agreement. A member who joins expects the club to hold a roster entry and to send renewal notices, and that expectation is bound up with the membership contract itself.
The second is legitimate interest. The club has a genuine need to keep a working record of show entries, litter notes and health rounds so that animals are cared for and members are treated fairly. We balance that need against the privacy of the person concerned, and we limit what we keep to what the task actually requires. The third is consent, which we use where the specific act asks for it, such as a member agreeing to appear on a public show results sheet.
The fourth is a legal obligation. Some records, such as certain health and adoption entries, must be kept for a set period under the rules that apply to animal care and to business record keeping in the United States. When the law asks for a record, we keep it for the required time and no longer, unless a separate reason justifies a longer hold.
Member Roster Records
The member roster is the central record of the club. It carries the household name, the breeding name where the club recognizes one, the contact lines and the volunteer desk choices for each member. The roster is used for the weekly run and for mailings, and it decides stall order at the clubhouse and seating at the annual meeting.
The roster is available to the office team and to the membership committee, and to no one else. We never publish a full roster on the website. A show results sheet may name a member who entered a cat, but only after that member has agreed to be named, and the sheet never carries a home address or a private phone line.
Members can ask to have a contact line corrected at any time. The office updates the roster within two business days of a request and confirms the change by email. Members can also ask to be removed from print mailings while staying on the roster for show purposes, and that request is honoured without any effect on membership status.
Litter Notes and Cat Records
Each litter raised under the club banner keeps a written note from the first weighing to the day a cat leaves the row. The note holds birth dates, weights, coat calls, vaccination dates, health round entries and a departure note. The written page is kept at the litter note desk, and a typed copy is kept in the office for search.
A litter note also names the breeder and, where relevant, the household that receives a cat. That naming is essential to the record. When a buyer asks about a grandparent cat, the desk must be able to show the line and the breeder who stands behind it. Without the name, the pedigree record loses its meaning, and the club cannot defend a placement when a question arises later.
A member can read the notes for the cats that member owns, and can ask for a written summary to give to a vet or to an adoption family. Notes for cats owned by another member are not shared without the written agreement of that owner, unless the law requires disclosure or a health concern makes limited disclosure necessary to protect an animal in the row.
Adoption Window Information
An adoption window visit produces a small but meaningful record. We keep the application, the household routine notes, the outcome of the visit and the signed agreement at the point of placement. We also keep the follow-up notes that a volunteer writes in the first months after a cat leaves the row, because those notes tell us whether the match is holding and whether a retire cat needs help later.
Applicants are asked about the home, the household schedule, other animals and the plan for feeding and vet care. These questions exist to protect the cat and to protect the family from a placement that will not settle. They are not used to score people on a scale, and a household that does not match one cat may be a strong match for a different cat in a later window.
We do not publish names or photos of adoption families and cats on the website unless the family has agreed in writing to a specific use. When a placement is announced on a club notice, the notice uses first names only, and only after the family has confirmed that it is comfortable with the wording.
Health Review Round Data
Health review rounds produce a written record of each cat on the row. The round book notes weight, coat, eyes, ears, teeth and movement, and it carries any follow-up action that the vet partner has scheduled. The round book is a care record first and an administrative record second, and we treat it with the care that description demands.
Round notes move to the litter desks on the same afternoon as the walk, so the record of a visit sits beside the record of the cat. A member can read the notes for the member own cats at any time and can ask for a written summary. Another owner notes are not shared without that owner agreeing in writing, unless a health concern requires a limited disclosure to protect an animal that shares the row.
We keep round records for as long as the cat remains in the club record and for the period required by the rules that apply to animal care. When a cat leaves the row, the round notes travel with the litter note summary and the original stays in the flat file. A family can ask for a copy of everything the club holds about the cat at any time.
How Long We Keep Information
We keep information for as long as a task needs it and no longer. A membership record is kept while the membership is active and for a short period after it closes, so that a former member can be assisted with a pedigree question or a show record. Contact details for someone who never joined are deleted once the inquiry is closed.
Litter notes and pedigree references are kept for the life of the record, because they are the history that makes a club row trustworthy. Show sheets and event binders are kept for a few seasons and then archived in a compact form. Health round notes are kept for the period that animal care rules require, and adoption records are kept for the period that business record rules require.
Message content is kept only as long as it is needed to answer a question and to keep a short note of the reply. A routine tour request is cleared within a season. A complaint or a dispute is kept until the matter is fully closed. When a record reaches the end of its period, the office destroys the paper copy and removes the digital copy from the working system.
How We Protect Information
We protect member information with ordinary, disciplined measures. Paper records live in locked cabinets at the clubhouse, and the flat file that holds litter notes is kept in a room that only the office team can enter. Digital records live on accounts protected by long passwords and by a second verification step where the provider offers one. The office shares access only with the people who need it for a specific desk.
We train volunteers on the small habits that matter. A show sheet is not left on a counter. A roster printout is collected at the end of a meeting. A phone call about a cat is logged before the desk closes. These habits prevent more problems than any software tool, and they are part of what makes the club row trustworthy.
No system is perfect, and we do not promise otherwise. If a breach ever touches member information, the office will notify the members concerned without unreasonable delay, will describe what happened in plain language, and will explain what the club is doing to close the gap. We will also report the matter to the appropriate authority where the law requires it.
Your Privacy Rights
You have the right to know what information the club holds about you, to ask for a copy, to ask for a correction and, in many cases, to ask for a deletion. You also have the right to object to a use that you did not expect, and to withdraw a consent that you gave earlier. We honour these rights without charge in the ordinary course and without asking you to justify the request.
To exercise a right, write to membership@indycatclub.com with the subject line Privacy Request, or call +16088054953 and ask for the privacy contact. Please tell us the name and contact line that the club holds so that we can find the right record. If the request concerns a cat, tell us the cat name and the litter note reference if you have it.
- Right to access a copy of the information we hold
- Right to correct an inaccurate roster or contact line
- Right to delete information that is no longer needed
- Right to object to a use that was not expected
- Right to withdraw a consent that was given earlier
- Right to ask how a decision about a request was made
We reply within thirty days of a complete request. If the request is complex, we tell you within that period how much more time is needed and why. If we cannot meet a request, we explain the reason in writing and point to the route for a review. Where a legal record keeping duty prevents a deletion, we delete what we can and keep only the part the law requires.
Privacy for Children
This website is written for adults who own, show, adopt or volunteer with cats. The club does not knowingly collect personal information from a child under the age of thirteen. A family that wishes to visit the clubhouse with a child is welcome, and the booking is made by the adult who will attend.
If a message reaches the membership desk and appears to come from a child, the office will not add the child to a mailing list and will ask an adult in the household to take over the correspondence. If we learn that we hold information from a child without the consent of a parent or guardian, we will delete it promptly and confirm the deletion to the family.
A parent or guardian who believes that a child has sent information to the club can write to membership@indycatclub.com and ask for a review. The office will search the desk records and reply with what it finds, and will act on the request without delay.
Email, Phone and Forms
The contact form on this site is a mailto instrument. It prepares a message in the visitor own email program and sends it to membership@indycatclub.com when the visitor chooses to send it. The club website does not receive or store the message before that step, and the visitor can edit or cancel the draft before it leaves the local mail program.
Email that reaches the membership desk is read on business days between nine and five Eastern time. A message may be forwarded internally to the volunteer who runs the desk concerned, and it may be summarised in a short handover note so a colleague can pick up the thread if the first reader is away. The original message stays in the mailbox and is not posted anywhere public.
Phone calls to +16088054953 reach the clubhouse office during business hours. A volunteer takes a short note of the call and passes it to the desk concerned. We do not record calls, and we do not use a call tracking service. If a call needs a written follow-up, the office sends an email and keeps the reply with the note.
Third Party Services and Links
This website links to a small number of outside pages, such as the email provider that handles messages to the membership desk. When a reader follows a link away from our pages, the privacy rules of the destination apply. We choose links with care, but we cannot control what another operator does with information once a reader arrives there.
The club uses ordinary service providers for hosting, email and printing. Each provider acts under a written agreement that limits its use of club information to the service it provides. We review those agreements from time to time, and we replace a provider if it cannot meet the standard the club expects.
We do not use third party advertising networks, we do not embed social media tracking buttons, and we do not use a content delivery service that profiles readers. A reader who follows a link to a social network from a member post is subject to that network own rules from the moment the link opens.
Changes to This Policy
We review this policy each year and whenever a program of the club changes in a way that affects personal information. When a change is material, we post the new version on this page with a fresh effective date and we notify members by email so that no one learns about a change by accident.
Small edits that correct a typo or clarify a sentence may be made without a separate notice, though the effective date will still be refreshed. A material change will be described in a short note at the top of the page for at least thirty days after it takes effect, so that a returning reader can see what moved.
Older versions of this policy are kept in the office for reference. A member can ask for a copy of a prior version by writing to the membership desk. If a change reduces a right that a member relied on, the club will explain the reason for the change and will offer a clear route to ask questions or object.
How to Contact Us
The membership desk of INDY CAT CLUB INC is the first point of contact for any privacy question. Write to membership@indycatclub.com, call +16088054953, or send a letter to the clubhouse at 2648 Branigin Creek Blvd, Franklin - 46131-7507, United States (US). The office answers on business days between nine and five Eastern time.
Please include enough detail for the office to find the right record, such as the name and contact line that the club holds, and the cat name and litter note reference where the question concerns an animal. A volunteer will acknowledge the message, tell you who is handling it and give a date by which you can expect a substantive reply.
If you are not satisfied with the reply from the membership desk, you can ask for the matter to be reviewed by the club office team. The request should be made in writing and should state what part of the reply you consider incomplete. The office team will review the file and respond in writing.