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Privacy Policy — K9 Compass

1. Introduction

K9 Compass is committed to protecting your privacy and handling your personal information in a fair, secure and transparent manner. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, how long we keep it, and your rights in relation to that data.

2. Controller and contact

  • Data controller: K9 Compass.

  • Contact: k9compass2025@icloud.com.
    For privacy questions, requests to access or correct your data, or to raise a concern, contact us at the address above.

3. Personal data we collect

We collect personal data necessary to provide dog walking, training, pet transport and related services. This includes:

  • Client identity and contact details: name, address, telephone numbers, email, emergency contact details.

  • Pet information: name, breed, age, sex, microchip number, veterinary details, vaccination status, medical history, medication and behavioural notes.

  • Booking and service records: dates and times of services, locations, service types, incident reports, consent records and route/SOG preferences.

  • Payment and billing data: payment method details, transaction records and invoicing information.

  • Communications: copies of emails, messages and notes related to bookings, service delivery and feedback.

  • Images and video: where provided or taken by us for training records, identification or marketing (only with consent).

  • Device and technical data: limited data such as device type, IP address or other usage information when you interact with our online services.

4. Legal bases for processing

We process personal data on lawful grounds including:

  • Contractual necessity: to provide booked services, manage bookings, process payments and perform contractual obligations.

  • Legal obligations: to comply with health, safety, transport and animal‑welfare laws and record‑keeping requirements.

  • Legitimate interests: to operate, improve and protect our business (including anti‑fraud, incident investigation, and training), provided your rights do not override these interests.

  • Consent: for optional processing such as marketing communications, photographs or video used for promotional purposes; you may withdraw consent at any time.

5. How we use personal data

We use personal data to:

  • Deliver, manage and improve our services and bookings.

  • Assess animal suitability and risk, plan safe routes and transport, and maintain welfare standards.

  • Process payments, invoices and refunds; manage debts and recoveries where necessary.

  • Communicate with clients about bookings, updates, incidents and legal or safety matters.

  • Maintain records required by law, insurance or regulatory bodies.

  • Provide training, quality assurance and staff supervision.

  • With your consent, send marketing materials, promotions or service updates; you may opt out at any time.

6. Data sharing and disclosures

We may share personal data with:

  • Service providers: payment processors, booking software, accounting services and IT providers who process data on our behalf and are contractually required to protect it.

  • Veterinary clinics: where necessary for emergency treatment or vet referrals, using the minimum information required.

  • Regulators, law enforcement or courts: when required by law or to protect our legal rights.

  • Debt recovery agents or solicitors: only when necessary to recover unpaid invoices and where other recovery attempts have failed.
    We do not sell your personal data to third parties.

7. International transfers

If we transfer personal data outside the UK or EEA, we will ensure appropriate safeguards are in place (for example, standard contractual clauses or transfers to countries with an adequacy decision) to protect your information.

8. Data retention

We retain personal data only for as long as necessary to fulfil the purposes set out in this policy, to satisfy legal, accounting or regulatory requirements, or to handle any disputes or claims. Typical retention periods include:

  • Booking, service and incident records: up to 7 years.

  • Payment and invoicing records: typically 6–7 years for tax and accounting purposes.

  • Marketing consents and preferences: until consent is withdrawn or the account is closed.
    We securely dispose of or anonymise data when no longer required.

9. Data security

We implement appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. Security measures include access controls, staff training, secure storage, encrypted communications where appropriate and regular review of procedures.

10. Your rights

Subject to applicable law, you have rights regarding your personal data, including:

  • The right to access the personal data we hold about you.

  • The right to request correction of inaccurate or incomplete data.

  • The right to request erasure of personal data where there is no lawful reason for continued processing.

  • The right to restrict or object to certain processing, including for direct marketing.

  • The right to request portability of data you provided to us in a structured, commonly used and machine‑readable format.

  • The right to withdraw consent where processing is based on consent.
    To exercise your rights contact k9compass2025@icloud.com. We may need to verify your identity before responding. If you remain unhappy with our response you have the right to complain to the UK Information Commissioner’s Office.

11. Children and vulnerable people

Our services are targeted at adults. If you provide information about minors or vulnerable people, you must ensure you have the proper authority or consent to do so. We will take particular care when processing such data and only process it where necessary and lawful.

12. Marketing communications

We will only send you marketing communications where you have given consent or where we have a legitimate interest and you have not objected. You can opt out of marketing emails at any time using the unsubscribe option or by contacting k9compass2025@icloud.com.

13. Changes to this policy

We may update this Privacy Policy periodically. The version provided with your booking confirmation or published on our website is the operative version for that booking. Where changes are material we will notify existing clients by email.

14. Acceptance

By providing personal data and booking services with K9 Compass you accept the practices described in this Privacy Policy.

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