Privacy Policy

This privacy notice explains how Paws Indoors Southend uses the personal information we collect from you, either through using our website, or in any other way, electronically, verbally or in writing. 

Topics:

  • Data controller
  • Basis for collecting your data (Lawful processing)
  • Recipients of data and data transfers
  • Sensitive Information
  • Retention policy
  • Data Storage and Security
  • Cookies
  • Your Rights as a data subject
  • Automated decision making
  • 3rd Party Websites
  • Contact Details

Data controller

Paws Indoors Southend is the data controller, that is because we make decisions about what data we collect and how it is used and with whom it is shared with. We can be contacted at pawsindoorssouthend@gmail.com or telephone number 01702 612247.

On what basis do we collect and process your data?

Data Protection law defines the basis by which we can lawfully collect and process personal data. 

Consent

We will collect and process your personal data on the basis of your freely given and informed consent where we have concluded that this is the most appropriate basis for the processing. You are free to withdraw your consent at any time and can do so by contacting us on the numbers above or using the email address. 

To enter into or in pursuance of a contract:

We will collect personal data when engaging to enter into a contract, such as the commercial agreement for services or goods. We will continue to process that data for the duration and often subsequently after the contract expires or is terminated.

Where we have a legal obligation:

We will collect personal data when we are required to through a legal obligation, such as requirements from public agencies in relation financial returns.

Where processing your data is in your vital interests:

We will process your data if we feel it is required to protect your vital interests, or the vital interests of another person. This might occur in serious life or death situations where immediate disclosure of personal data is required. We have documented our justification for processing your data on this basis.

In our legitimate interest:

We will collect and process personal data where it is in the legitimate interest of Paws Indoors Southend to do so. Specifically, we use legitimate interest in relation to processing our customer’s personal data and the personal data of third party emergency contacts. 

For the data we act as data controller for, we have determined the following basis:

Customers

Purpose of Processing Data Category Data Type Legal Basis

Engage commercially Identity Details First Name Legitimate Interest

Engage commercially Contact Details Surname Legitimate Interest

Engage commercially Contact Details Mobile No. Legitimate Interest

Engage commercially Contact Details Work No. Legitimate Interest

Engage commercially Contact Details Email address Legitimate Interest

Engage commercially Identity Details Alternative contact name Legitimate Interest

Engage commercially Identity Details Alternative contact number Legitimate Interest

Engage commercially Identity Details Alternative contact relationship Legitimate Interest

Engage commercially Identity Details Alternative contact email Legitimate Interest

Engage commercially Contact Details Home address Legitimate Interest

Engage commercially Contact Details Post Code Legitimate Interest

Engage commercially Financial Details Bank Name Legitimate Interest

Engage commercially Financial Details Bank details for refunds Legitimate Interest

Marketing Identity Details First Name Consent

Marketing Identity Details Last Name Consent

Marketing Contact Details Email Address Consent

Security Identity Details CCTV Images Legitimate interest

Customer Service Identity Details Voice Recording Legitimate Interest

Where we have used consent to process data, you are free to withdraw that consent at any time.

Contractors

Purpose of Processing Data Category Data Type Legal Basis

Engage Commercially Identity Details Name Contract

Engage Commercially Contact Details Phone number Contract

Engage Commercially Contact Details Email address Contract

Engage Commercially Contact Details Address Contract

Engage Commercially Financial Details Vat No. Contract

Engage Commercially Financial Details Sort code Contract

Engage Commercially Financial Details Bank name Contract

Engage Commercially Financial Details Account number Contract

We collect data in relation to your communications and interaction with us. This can include emails, text messaging, voice recording for customer service purposes, postal service delivery, social media posting or any other form of communication. In addition to the lawful purpose described previously for the above categories, we have a legitimate interest purpose to collect and retain this data to enable and improve our communication and for record keeping purposes.

The data we collect as data controllers from our data subjects is obtained directly from the data subject themselves, or is obtained from sources such as social media platforms. Please see our Cookie Policy for information on the data collected by our website.

Data recipients and data transfers

We do not sell any of your personal data to any third party. Where required, Bruce’s Doggy Day Care share personal data with service providers such as our accountants and insurance companies. We may, as required, share your personal information with printing and mailing companies, as well as email service providers and other delivery companies.

Specifically, we share your data with:

  • SD Accountancy LTD our accountants.
  • Email providers (Apple and Google) in the USA.

Where required we will disclose your personal data with law enforcement and fraud prevention agencies. This is so we can help tackle fraud or where such disclosure is necessary for compliance with a legal obligation to which we are subject. Additionally, in order to protect your vital interests or the vital interests of another natural person, or in connection with the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

Personal data in electronic form is held in EU or UK accredited data centres. Limited data transfers take place to South Africa and this is covered by the use of European Union Standard Contractual clauses. Our email system stores data in the USA and is protected by the US Privacy Shield framework. 

Sensitive information

Paws Indoors Southend does not process special category data as defined by Article 9 of the GDPR. 

Retention policy

The data we collect directly from you is the minimum we require to facilitate the lawful processing described above. Personal Data placed on our system will be deleted in accordance with legal obligations, such as HMRC requirements or in compliance with our own retention policy. This is to ensure personal data is held only for as long as is required for the purpose we collected it or for our legitimate purposes. 

In summary, personal data required for financial transaction and audit purposes, including reporting to the HMRC will be retained for 6 years plus the current year it is collected. The data we process for direct marketing purposes will be retained until you withdraw consent.

Personal data collected for the purposes of engaging with contractors will be maintained for the duration of the commercial relationship and for a further 7 years thereafter. 

Data Storage and Security

Paws Indoors Southend follows strict security procedures to ensure that your personal information is not damaged, destroyed, or disclosed to a third party without your permission and to prevent unauthorised access. We store both physical and electronic records. We have put in place technical and organisational measures to ensure our physical security as well as technical measures for data backup, authorisation and authentication onto systems. We use secure firewalls and other measures to restrict electronic access, including anti-virus and anti-malware measures. If the data must be transferred to a third party, we require them to have in place similar measures to protect your personal data. We have a process in place to mitigate the impact of any data breach that should occur.

Only persons who need the information to fulfil their duties are granted access to personal data. We may require you to cooperate with our security checks before we disclose information to you. You can update the personal information that you give us at any time by contacting us directly. 

Cookies from our website

To make our website work properly and to provide viewing data, we place small data files called cookies on your device. See our Cookie Policy for details of the Cookies we use.

What are cookies?

Cookies are pieces of data, normally stored in text files, that websites place on visitors’ computers to store a range of information, usually specific to that visitor – or rather the device they are using to view the site – like the browser or mobile phone. It enables the website to remember your actions and preferences (such as login, language, font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another. They can also provide anonymous analytical data of your browsing on our website

How do we use cookies?

We set cookies on your browser that are strictly necessary for the operation of our website as well as analytical cookies and cookies to enable third party functions such as video playback and links to social media sites. The cookie-related information is not used to identify you personally and the pattern data is fully under our control. These cookies are not used for any purpose other than those described here.

How to control cookies

You can control and/or delete cookies as you wish – for details, see https://cookiepedia.co.uk/all-about-cookies

You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work.

Your rights as a data subject

The regulations provide a number of rights to you as the Data Subject. Paws Indoors Southend is committed to upholding those rights and those applicable to the personal information we collect and process are listed below. In addition to these rights, you have the right to escalate any concern to the Supervisory Authority, which in the UK is the Information Commissioners Office https://ico.org.uk. A full and detailed explanation of all rights can be found at https://ico.org.uk/for-the-public/

  • The Right to be Informed – you should be clear about what, why and in what way your personal information will be processed at the time it is processed. This privacy policy sets out that information
  • Right of Access – you have the right to know what personal information is held, by whom and why.
  • The Right to Rectification – If the information we have collected and processed is inaccurate or incomplete, you have the right to have it rectified.
  • Right to Erasure – You have the right to have your personal data erased and to prevent processing in some specific situations.
  • Right to Restrict Processing – If you contest the accuracy of the personal data we hold, we will restrict the processing of your data until accuracy is verified.
  • Right to Data Portability – You have the right to move, duplicate or transfer your data easily from one IT environment to another in a safe and secure way.
  • Right to Object – You have the right to object to profiling and direct marketing
  • You also have rights in relation to automated decision making.

You also have the right to lodge a complaint with the UK’s supervisory body, The Information Commissioners Office www.ico.org.uk

Automated decision making

Paws Indoors Southend does not use automated decision making to process personal data.

Third party websites

Our website may contain links to other websites. This privacy policy only applies to Paws Indoors Southend, so if you follow a link to another website, you should read that organisation’s own privacy policy.

Changes to our privacy policy

We keep our privacy policy under review and we will place any updates on our website. This privacy policy was last updated in Jun 2020

How to contact us

You can write to us at this address:

Paws Indoors,
5 Carlton Court,
Grainger Road,
Southend
SS2 5BZ

You can telephone us on this number:
01702 612247

You can email us by using this link:
pawsindoorssouthend@gmail.com