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privacy policy

Last modified 1st April 2021 

 

Introduction 

 

This policy sets out your rights as a client and our obligations, policies & procedures regarding the processing of personal data, which is information capable of identifying an individual. We are referred to as “we”, “us” or “our” in this policy. We update this policy from time to time. By using our services, you agree to the collection & use of your data in accordance with this policy. 

 

Disclaimer 

 

Whilst we endeavour to keep the information on our website up to date & correct, we make no guarantees to do so. Therefore, any reliance you place on such information is at your own risk. We’re committed to keeping your data confidential & protected against accidental loss, destruction, or damage. However, no method of transmission over the Internet or electronic storage is 100% secure. Accordingly, whilst we strive to protect your data, we cannot guarantee its absolute protection. In no event will we be liable for any loss or damage arising out of, or in connection with, the use of this website. Our website may contain links to third-party sites, plug-ins & applications. As we don’t control or operate third-party sites, we assume no responsibility for their content, policies or practices. Our website contains material which is owned by or licensed to us, including the design, layout, look, appearance & graphics. Reproduction is prohibited other than in accordance with the copyright notice. Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.

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Cookie Policy 

 

This Website uses Cookies in order to work more efficiently and provide a better user experience. By using our Website, you agree to the use of Cookies. You can change your preferences at any time. 

 

Data Controller 

 

We are the Data Controller, meaning we decide the purposes for collecting data & decide how it’ll be processed. The data we obtain from you is as follows: 

 

  1. Your contact details: Your name, mobile number, landline number, email address, home address & postcode 

  2. Your emergency contact details: Their name, relationship to you, mobile number, landline number, email address, home address & postcode 

  3. Your normal veterinarian’s contact details: Their name, telephone number, address & postcode 

  4. The following information about your dog(s): Their

 

  • Name  

  • Sex  

  • Breed  

  • DOB & age  

  • Size  

  • Have they been neutered/spayed?  

  • Colour  

  • Microchip number  

  • Insurance details (if relevant)  

 

Health & medical history  

  

  • Do they have any past or present injuries?  

  • Are any exercise restrictions needed?  

  • Are they receiving any medication or medical treatment?  

  • Do they have any allergies?  

  • When were the date(s) of their most recent vaccination(s)? (Including any worm, tick & flea treatments)  

  

Behavioural history  

  

  • Have they ever bitten any other human or animal?  

  • Do they have any other behavioural problems we should know about?  

  

Dietary details  

  

  • What type/brand of food do they eat?   

  • How many meals do they have a day?   

  • How much food do they have per meal?  

  • Do they have any dietary requirements we should know about?  

  • Are there any particular times of the day you want them to be fed? 

 

  5. Online identifiers: We might also obtain online identifiers through the use of Cookies, consisting of your IP Address, location, & information regarding the timing, frequency & pattern of your service use. We’ll also process any data given to us directly. 

 

Obtaining your Data 

 

We obtain your data through the Personal Details form & the Terms of Service form. Our purposes for processing your data are to ensure your dog(s) have met our criteria for accepting dogs, to ensure all their needs are being met & for contacting you in an emergency. We might also obtain online identifiers for the purposes of analysing the use of our website & services. 

 

Our legal basis for processing your data 

 

Our legal basis for processing your data is the legal obligation basis. We’re legally required to process your data & retain accurate records of all the dogs in our care. 

 

Consent 

 

We require your consent in order to store & process your data, which you must give by signing this form. Your free to withdraw your consent at any time. If you wish to do so, please contact us & we’ll delete all the data we have of you from our system. 

 

Processing personal information 

 

Data is processed in accordance with the data protection principles: 

 

  1. Lawfulness, fairness and transparency: Data is processed lawfully, ethically, fairly, transparently, securely & confidentially. 

  2. Purpose limitation: Data is only used for specified, explicit purposes. We don’t share data with any third parties, we don’t transfer data abroad/outside the EEA & we don’t use any forms of automated decision making (e.g., profiling). 

  3. Data minimisation: Data we obtain off you is adequate, relevant & limited to only the information we require for the task at hand. 

  4. Accuracy: Data is kept accurate & up to date. You must inform us of any changes regarding your personal information. 

  5. Storage limitation: Data is only kept for as long as necessary. If you don't engage with us for a 12-month period, we'll delete all your data from our system. If you wish to use our services after this period, you’ll have to redo all the forms & return them to us. 

  6. Integrity and confidentiality (security): Data is kept secure & confidential. All data is stored on an Office 365 Spreadsheet on Microsoft OneDrive, its access limited to just us. Both OneDrive & Office 365 use systems & processes to safeguard data. These include Access Control systems to prevent unauthorised access, security monitoring systems such as Windows Defender, Encryption, Firewalls, Passwords & Backups. In the event of a data breach or data loss (or either are suspected), we’ll aim to work out what data has been stolen/lost & we’ll aim to retrieve any stolen/lost data. All clients will be informed within 72 hours of us first becoming aware. The incident will be reported to the Information Commissioner's Office within 72 hours of us first becoming aware. 

  7. Accountability: We’ve put technical & organisational data protection measures into place to protect your data. 

 

Your rights as a client 

 

  1. The right to be informed: Regarding the data we obtain from you, how we use it, our purposes for processing your data, our lawful basis for processing your data, who your data will be shared with, our data storage retention periods & your rights as a client. 

  2. The right of access: You can request access to, and receive a copy of your data by making a verbal or written subject access request at any time. If you wish to do so, please contact us & we’ll send you a copy of your data free of charge in an electronic format (unless you request otherwise). 

  3. The right to rectification: You can make a verbal or written request to have your data rectified if it’s out of date, incomplete or incorrect.  

  4. The right to restrict processing: You can restrict the processing of your data by withdrawing your consent at any time. If you wish to do so, please contact us. After withdrawing your consent, we’ll ensure all the data we have of you is deleted from our system. If you wish to use our services after withdrawing consent, you’ll have to redo all the forms & return them to us. 

 

Contact us 

 

If you have any questions, wish to exercise a right(s), raise a complaint, or inform us of any changes in your personal information, please contact us from the details below. If you’re not satisfied with our response or you don’t think we’re processing your data properly, you have the right to lodge a complaint with the Information Commissioner’s Office.​

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