Purpose & Scope
Welcome to Canine Coffee Society (“CCS,” “the Society,” “we,” “us,” or “our”). Our goal is to create enjoyable outdoor experiences where people and their dogs can explore, connect, and build community. Participation requires responsible dog handling and respect for fellow participants, their dogs, our host locations, and the lands and trails we are privileged to enjoy.
These policies are intended to apply to CCS programs and events, including Pack Walks and Tails & Trails, together with any additional requirements stated for a particular event or venue.
1. Dog Registration, Health & Vaccination Policy
1.1 Dog Registration
Each dog participating in a Canine Coffee Society event must be registered with CCS before participation. Registration may include:
· Dog’s name, age, and breed or breed mix
· Handler/owner contact information
· Emergency contact information
· Current rabies vaccination information
· Relevant behavioral information
· Relevant physical limitations or accommodations
· Veterinarian information
· Other information reasonably requested for event safety
Owners are responsible for keeping their dog’s information current. Registration with CCS does not constitute an assessment, certification, or guarantee regarding a dog’s health, temperament, behavior, or suitability for any particular event.
1.2 Rabies Vaccination
Dogs must have a current rabies vaccination as required by New York State law unless a legally recognized veterinary exemption applies. Participants must have acceptable proof of current rabies vaccination available when required by the venue or applicable law.
Participants should maintain access to the dog’s current vaccination certificate; a rabies tag alone may not satisfy every venue’s proof requirement.
1.3 Other Vaccinations and Preventive Care
CCS strongly recommends that participants consult their veterinarian regarding appropriate vaccinations and preventive care based on their dog’s age, health, lifestyle, and exposure risks, including risks associated with contact with other dogs, wildlife, ticks, and outdoor environments. CCS does not provide veterinary advice.
1.4 Health Requirements
Do not bring a dog to a CCS event if the dog:
· Is showing signs of contagious illness
· Has vomiting, diarrhea, unexplained coughing, or other potentially infectious symptoms
· Has recently been exposed to a known contagious canine illness and has not been medically cleared
· Has an injury or medical condition that makes the planned activity inappropriate
· Is a female dog in heat
· Otherwise cannot safely participate
Participants are responsible for determining, in consultation with their veterinarian when appropriate, whether their dog is physically capable of completing an event.
1.5 Puppies
Dogs must be old enough to satisfy applicable rabies vaccination requirements before participating in CCS group events unless CCS expressly identifies a particular event as suitable for younger puppies and applicable law and venue rules permit participation.
1.6 Licensing
Participants are responsible for complying with applicable state and local dog licensing requirements.
1.7 Venue Rules
Every participant must comply with the rules of the park, trail, municipality, private property owner, coffee shop, farm, business, or other venue hosting or permitting the event.
When CCS rules and venue rules differ, the more restrictive requirement applies.
2. Event Rules & Safety Expectations
We walk together, but our dogs don’t have to.
Dogs have different personalities, histories, and comfort levels. Participants must respect each dog’s space and never assume that another dog wants to meet or interact.
2.1 Leashes
Dogs must remain leashed at all times during ordinary CCS Pack Walks and Tails & Trails events. No off-leash participation is permitted.
· Leashes may not exceed six feet in length.
· Retractable leashes are not permitted.
· The CCS six-foot standard applies even when a particular venue would otherwise allow a longer leash.
2.2 Control of Dogs
Handlers must maintain physical control of their dog at all times. Participants may not allow their dogs to:
· Charge or rush another dog or person
· Repeatedly invade another dog’s space
· Chase wildlife
· Damage vegetation or property
· Interfere with other trail users
· Create a continuing disturbance
· Otherwise create an unsafe situation
A CCS event leader may require additional distance, reposition a participant within the group, or require a participant and dog to leave when reasonably necessary for safety.
2.3 Space Between Dogs
Participants must maintain reasonable spacing between dogs. Do not allow your dog to approach another dog without the other handler’s permission. If another participant asks for additional space, give them space immediately and without question. Yellow ribbons, leash sleeves, verbal requests, or other indicators that a dog needs space should be respected.
2.4 Dog Greetings
On-leash greetings are not required or expected. Both handlers must affirmatively agree before allowing their dogs to greet. Participants should never pressure another handler to allow interaction.
2.5 One Dog Per Handler
Unless CCS provides prior approval for a particular event, each adult handler may bring one dog. This is intended to ensure that every handler can maintain adequate control, particularly on trails, around other dogs, and during unexpected situations.
ATTORNEY REVIEW: Confirm whether CCS wants any standing exception to the one-dog-per-handler rule and whether minors may ever serve as primary handlers.
2.6 Waste, Water & Food
· Carry dog-waste bags, immediately pick up after your dog, and properly dispose of waste according to venue rules.
· Do not leave filled waste bags along trails.
· Bring sufficient water for yourself and your dog unless the event description expressly states otherwise.
· Use individual water containers rather than communal dog bowls when practical.
· Do not give food or treats to another participant’s dog without permission.
2.7 Equipment & Trail Etiquette
Handlers are responsible for ensuring collars, harnesses, leashes, footwear, and other equipment are secure and appropriate for the planned activity. CCS may prohibit equipment it reasonably believes creates a safety risk.
Participants must respect other hikers, runners, cyclists, equestrians, wildlife, park employees, property owners, and other dogs and handlers, and must follow reasonable event-leader instructions regarding group positioning, crossings, spacing, and safety.
2.8 Children
Minors participating in an event must be accompanied and supervised by their parent or legal guardian unless CCS expressly establishes a different written policy for a specific program. A minor should not serve as the sole dog handler unless CCS has approved the arrangement for that event and the parent or guardian maintains responsibility and supervision.
ATTORNEY REVIEW: Counsel should review the minimum-age policy, parental consent process, and any minor-specific waiver/release requirements.
2.9 Unsafe or Disruptive Behavior
CCS reserves the right to deny or discontinue participation by any dog or person when CCS reasonably believes continued participation could create a safety concern or materially disrupt the event. Removal for safety reasons is not a determination that a dog is generally aggressive or “bad”; group environments may simply not be appropriate for every dog.
3. Membership Terms & Conditions
3.1 Membership & Programs
Membership provides access to the benefits described for the membership level purchased.
Pack Walks are casual daily walks lasting less than 60 minutes and are open to members and non-members. Tails & Trails are members-only moderate hikes generally covering 2–4 miles and lasting approximately 2–4 hours.
3.2 Event Availability
Membership does not guarantee registration or admission to every event. Events may have capacity limits, dog-specific or venue-specific requirements, advance-registration requirements, or may be changed, postponed, canceled, or filled before a member registers.
3.3 Personal Membership
Memberships are personal to the registered member and may not be transferred, shared, resold, or assigned unless expressly authorized by CCS.
3.4 Payments & Renewal
Membership fees are due according to the membership option selected at purchase. Any recurring billing frequency and automatic-renewal terms will be clearly disclosed before purchase.
ATTORNEY REVIEW: If membership renews automatically, review checkout disclosures, cancellation method, renewal notices, and recurring-charge authorization for compliance with applicable New York automatic-renewal law.
3.5 Member Responsibilities
Members agree to provide accurate information, keep dog records current, comply with CCS and venue rules, treat other participants respectfully, and take reasonable responsibility for themselves and their dogs.
3.6 Suspension or Termination
CCS may suspend or terminate membership for material or repeated rule violations, unsafe conduct, harassment, abuse of staff or participants, intentional misrepresentation of dog information, or conduct that materially jeopardizes the safety or integrity of the Society. Where appropriate, CCS may provide a warning or opportunity to correct the issue, but immediate action may occur when safety requires it.
4. Cancellation, Weather & Refund Policy
4.1 Participant Cancellations
Because many CCS events have limited capacity, participants are asked to cancel promptly if they cannot attend.
Recommended operating rule: Event registrations canceled at least 48 hours before the scheduled event may be eligible for an event credit when applicable. Cancellations within 48 hours and no-shows are non-refundable unless otherwise stated for that event.
Membership fees are generally non-refundable once the applicable membership period begins, except where required by law or expressly stated otherwise.
ATTORNEY REVIEW: Confirm the final 48-hour cancellation/credit rule, whether cash refunds are ever offered for participant cancellations, and whether credits expire.
4.2 Weather & Conditions
Outdoor adventures involve changing weather. Events may proceed in ordinary seasonal conditions when CCS determines the activity can reasonably proceed. CCS may modify, postpone, or cancel an event because of severe weather, lightning, dangerous heat or cold, poor air quality, flooding, trail or road conditions, closures, government advisories, or other circumstances beyond CCS’s reasonable control.
4.3 CCS Cancellations
If CCS cancels a separately paid event and does not provide a reasonable rescheduled date, participants will generally receive either an event credit or refund of the event registration fee. Cancellation of an individual event does not ordinarily entitle a member to a refund of membership dues.
4.4 Failure to Meet Requirements
A participant denied participation because they or their dog do not satisfy published health, vaccination, equipment, conduct, or safety requirements is not ordinarily entitled to a refund.
5. Participant Agreement, Assumption of Risk & Liability Waiver
ATTORNEY REVIEW: HIGH-PRIORITY LEGAL REVIEW. Counsel should tailor this section to CCS’s exact business structure, insurance, event fees, venues, and New York law, including General Obligations Law § 5-326 and applicable case law.
IMPORTANT — PLEASE READ CAREFULLY
Participation in outdoor activities and activities involving dogs carries inherent and other risks. By registering for or participating in a Canine Coffee Society event, I acknowledge that I am voluntarily choosing to participate.
5.1 Assumption of Risk
I understand that potential risks may include, without limitation, dog bites, scratches or other animal interactions; unpredictable animal behavior; falls; slips; uneven or unstable terrain; rocks, roots, mud, ice and water; steep terrain; road crossings; motor vehicles; cyclists; horses; wildlife; insects and ticks; poisonous or irritating plants; falling branches; extreme or changing weather; heat or cold; dehydration; physical exertion; getting lost or separated from the group; limited cellular service; delayed emergency response; and other hazards associated with outdoor recreation and group dog activities.
I understand that dogs, including my own dog and dogs belonging to others, are animals whose behavior cannot be guaranteed. I knowingly and voluntarily assume the inherent and reasonably foreseeable risks associated with my and my dog’s participation.
5.2 Participant Responsibility
· I am capable of participating in the activity for which I register.
· I am responsible for determining whether my dog is physically and behaviorally suited to participate.
· I will maintain control of my dog.
· I will follow CCS and venue rules and reasonable safety instructions from event leaders.
· I am responsible for my personal belongings and equipment.
· I accept responsibility for injuries or property damage caused by my dog to the extent provided by applicable law.
5.3 Emergency Care
If an emergency occurs and I am unable to provide instructions, I authorize CCS representatives to contact emergency services and/or seek reasonable emergency assistance for me or my dog when CCS determines such action is appropriate. I understand that CCS does not guarantee the availability of medical or veterinary care and that I remain financially responsible for medical, veterinary, transportation, or emergency expenses incurred on behalf of myself or my dog.
5.4 Release
TO THE FULLEST EXTENT PERMITTED BY APPLICABLE NEW YORK LAW, I release and hold harmless Canine Coffee Society, its owners, officers, employees, volunteers, event leaders, and agents from claims arising from the inherent risks of voluntarily participating in CCS activities, except to the extent such release is prohibited or unenforceable under applicable law.
Nothing in this agreement is intended to release any person or entity from liability that cannot legally be waived under New York law.
5.5 Indemnification
To the extent permitted by law, I agree to be responsible for claims, losses, damages, or expenses arising from my own acts or omissions or the acts of my dog, including my violation of CCS rules.
ATTORNEY REVIEW: Counsel should approve or revise the indemnification language and identify any insurance-driven requirements.
5.6 Third-Party Venues
I understand that CCS may conduct events on property owned or controlled by third parties, including public parks, municipalities, farms, coffee shops, and other private businesses. Unless expressly stated otherwise, those entities are not sponsors of CCS and do not control CCS activities.
5.7 Event-Specific Acknowledgment
I understand that each CCS event may involve different terrain, conditions, distances, and risks. I agree to review the description and requirements of each event before participating.
6. Photo, Video & Media Release
Canine Coffee Society events may be photographed, filmed, or otherwise recorded. By affirmatively accepting this Media Release, I authorize CCS and its authorized representatives to photograph, video record, and/or otherwise capture my image, likeness, and voice during CCS activities and to use such media for legitimate business and promotional purposes, including the CCS website, social media, email, advertising, printed materials, public relations, event promotion, and other marketing or informational materials.
I understand that I will not receive compensation for authorized use of such materials. CCS will not intentionally sell an individual’s likeness as a standalone commercial product without additional permission.
6.1 Opt-Out
A participant who does not wish to appear in identifiable promotional photography should notify CCS before the event and the event leader upon arrival. CCS will make reasonable efforts to honor such requests but cannot guarantee that a participant will never appear incidentally in crowd, background, or public-location imagery.
6.2 Minors
A parent or legal guardian must provide authorization before CCS intentionally uses an identifiable image of a minor for promotional purposes.
ATTORNEY REVIEW: Counsel should confirm the minor media-release procedure and whether separate guardian signatures should be retained.
7. Privacy Policy
7.1 Information We Collect
CCS may collect information voluntarily provided by users, including name, email address, telephone number, mailing or billing information, emergency contacts, membership information, event registrations, dog information, vaccination information, waiver acknowledgments, communications with CCS, and marketing preferences. Our website and service providers may also collect technical information such as IP address, browser/device information, cookies, and website usage information.
7.2 Payment Information
Payments may be processed by third-party payment providers. CCS should not directly store full payment-card numbers when payments are handled by an independent payment processor.
7.3 How We Use Information
· Manage memberships and dog registrations
· Administer events and verify participation requirements
· Process transactions
· Communicate event information and provide support
· Maintain safety and waiver records
· Send requested marketing communications
· Improve services and the website
· Prevent fraud or misuse
· Meet legal obligations
7.4 Sharing Information
CCS does not sell personal information in the ordinary meaning of selling customer lists for money. We may disclose information to service providers that help operate our website, membership system, payments, communications, and events; when required by law; to protect safety or legal rights; or in connection with a legitimate business transaction.
7.5 Vaccination Records
Vaccination information will be collected and used for participation, safety, and compliance purposes. Access should be limited to persons who reasonably need the information to administer CCS activities.
7.6 Cookies, Security & Retention
Our website may use cookies and similar technologies for essential website functions, analytics, preferences, and marketing. Where required, visitors will be provided appropriate choices regarding non-essential cookies.
CCS uses reasonable administrative and technical measures appropriate to the nature of the information it maintains; however, no internet-based system can guarantee absolute security. CCS may retain membership, transaction, waiver, and participation records for as long as reasonably necessary for business, legal, safety, insurance, and recordkeeping purposes.
7.7 User Choices
Users may contact CCS to update inaccurate information, change communication preferences, unsubscribe from marketing email, or ask questions about their information. Certain records may need to be retained after a deletion request when required or reasonably necessary for legal, transactional, insurance, or safety purposes.
7.8 Children’s Privacy
The CCS website and membership services are not intended to be independently used by children under 13. Information concerning minors participating with a parent or guardian should be provided by the parent or legal guardian.
7.9 Privacy Contact
Canine Coffee Society
Email: [PRIVACY EMAIL]
Mailing Address: [BUSINESS MAILING ADDRESS]
ATTORNEY REVIEW: After the website platform, analytics, email/SMS provider, payment processor, and cookie tools are finalized, counsel should confirm whether this Privacy Policy needs vendor-specific disclosures or additional state-law language.
8. Website Terms of Use
By using the Canine Coffee Society website, you agree to these Terms of Use.
8.1 Website & Event Information
CCS provides website information for general informational and transactional purposes. We attempt to keep information accurate but cannot guarantee that every event description, trail condition, schedule, price, route, mileage, duration, difficulty rating, or other item will remain unchanged. Actual conditions can change because of weather, closures, construction, trail conditions, group pace, or other circumstances. CCS may reasonably alter a route or activity when conditions require it.
8.2 Intellectual Property
The Canine Coffee Society name, logos, original photographs, graphics, written content, and other original brand materials are owned by CCS or used with permission. Website content may not be copied, reproduced, republished, or commercially used without permission except as allowed by law.
8.3 Third-Party Websites & Venues
Our website may link to third-party websites or services. CCS does not control and is not responsible for third-party websites, policies, availability, or content. References to a park, coffee shop, business, or other location do not necessarily imply sponsorship or endorsement.
8.4 Acceptable Use
Users may not misuse the website, attempt unauthorized access, interfere with website operation, impersonate another person, submit fraudulent information, or use CCS systems for unlawful purposes.
8.5 Changes & Governing Law
CCS may update website terms, policies, membership offerings, and operational rules periodically. Material changes will be posted with an updated effective date and, where appropriate, communicated to affected members. These terms are governed by the laws of the State of New York, without regard to conflict-of-law principles, except where applicable law requires otherwise.