Legal
Privacy Notice
Last updated: 7 October 2025
How Saltaire Dog Walks collects, uses and protects your personal data for dog walking, pet sitting and related services in Saltaire, Shipley and Baildon.
Summary at a glance
Who we are
The short version
Your rights
Security
Contents
1. Who we are
Saltaire Dog Walks is a locally owned dog walking and pet sitting service covering Saltaire, Shipley and Baildon (West Yorkshire, UK). We act as the data controller for the processing described here. For all privacy queries, contact saltairedogs@proton.me.
2. Key definitions
- “Personal data”
- Any information relating to an identified or identifiable person (e.g., name, email, phone, address, messages).
- “Processing”
- Any operation on personal data (collecting, storing, using, sharing, deleting).
- “Controller”
- The person or organisation deciding why and how personal data is processed (that’s us).
- “Processor”
- A third party that processes personal data on our behalf under a contract (e.g., email provider).
3. Data we collect (by category)
We collect different types of data depending on how you interact with us. You can choose what you share—some details (like a phone number or emergency contact) help us provide safe, reliable care.
Contact & identification
- Name, email address, phone number.
- Home area/postcode to plan routes and confirm coverage.
Service information
- Service preferences (walk length, solo/group), preferred times/days.
- Meet & greet notes, care instructions, door/entry details you choose to share.
Pet information (non-human)
- Pet name, breed, age, temperament, on-lead/off-lead preferences, triggers.
- Feeding instructions, medication timings (for care planning—not medical diagnosis).
Emergency contacts
- Emergency person’s name and phone number (you must have their permission).
- Veterinary practice details for urgent care decisions.
Operational records
- Booking history, invoices/receipts, schedule changes, cancellation records.
- After-walk updates (photos, GPS summary) and general feedback you request.
Communications
- Emails, phone calls, SMS/WhatsApp messages and their metadata (time, sender).
- Inbound website form submissions and our replies.
Web/analytics (optional)
- Basic analytics if you consent to cookies (pages viewed, device type, approximate location).
- See our Cookies page for details and how to change your choice.
4. Why we use your data (purposes)
- Replying to enquiries, arranging meet & greets, planning routes, and delivering safe services.
- Sending schedules, confirmations, invoices, and after-walk updates you expect from us.
- Keeping records needed for insurance, safety, and HMRC compliance.
- Improving our service based on aggregated feedback and anonymised patterns.
- With your consent, sharing testimonials or sending occasional updates.
5. Lawful bases explained
Contract
- Taking steps at your request before a contract (replies, quotes, scheduling a meet & greet).
- Providing agreed services and keeping you updated (e.g., walk times, after-walk notes).
Legitimate interests
- Day-to-day customer service, planning safe routes and groups, key handling records.
- Quality and training (improving our service based on aggregated feedback).
- Protecting our business and clients (insurance, fraud prevention, dispute handling).
Consent
- Optional marketing updates (you can withdraw any time).
- Non-essential cookies/analytics on our website.
- Using your testimonial, name and (optionally) street/area on our website or GBP.
Legal obligation
- Keeping financial records for HMRC (usually 6 years).
- Responding to lawful requests by authorities when required.
7. International transfers
Some providers may store data outside the UK/EEA. When this happens, we use appropriate safeguards such as UK-approved Standard Contractual Clauses or adequacy decisions. We review vendor documentation annually and on material changes.
8. Security measures
Technical
- Encrypted transport (HTTPS) for website and email providers.
- Device passcodes/biometrics; automatic lock and remote-wipe enabled.
- Least-privilege access to accounts; strong, unique passwords and 2FA.
- Regular software updates for browsers and operating systems.
Organisational
- Need-to-know access to client records and keys.
- Key tags use codes, not addresses; separate list kept securely.
- Basic incident response plan (identify, contain, notify if required).
- Annual vendor review and policy refresh.
No system is perfectly secure, but we take appropriate steps to protect your data. If we reasonably believe a personal data breach has created a risk to you, we will assess promptly and notify where required by law.
10. How long we keep data
Enquiry data (not becoming a client)
Client records & care plans
Invoices & payments
Marketing preferences
Website analytics (if consented)
We may keep minimal records longer if needed to resolve disputes, defend legal claims, or comply with laws.
11. Your rights & how to use them
You can exercise your UK GDPR rights at any time. We will respond within one calendar month of verifying your identity.
- Access – get a copy of your personal data and supplementary information.
- Rectification – fix inaccurate or incomplete data.
- Erasure – ask us to delete data we no longer need (subject to legal retention).
- Restriction – pause certain processing while we resolve a concern.
- Objection – object to processing based on legitimate interests or to direct marketing.
- Portability – receive data you provided in a machine-readable format when processing is based on consent/contract.
12. Children’s data
Our services are aimed at adults arranging pet care. If a child contacts us, we will limit data to what is strictly necessary to respond and encourage an adult to continue the conversation.
13. Marketing preferences
We only send optional updates if you have explicitly opted in. You can withdraw consent at any time by replying “stop”, using an unsubscribe link (if present), or emailing saltairedogs@proton.me.
We may still contact you about bookings, safety, invoices or changes to our terms (these are service messages, not marketing).
14. How to make a data request
What to include
- What right you want to use (e.g., access, correction, deletion).
- Enough detail to help us locate your data (e.g., email/phone used, date range).
- Proof of identity (to protect you) — we’ll tell you what we need, usually a quick check.
How we respond
- We acknowledge receipt and confirm identity if needed.
- We respond within one month (can extend by two months for complex requests, we’ll explain why).
- We provide data securely. If requests are manifestly unfounded/excessive, we may charge a reasonable fee or refuse with reasons.
To start, email saltairedogs@proton.me or use our contact form.
15. Complaints & the ICO
If you’re unhappy with how we handle your data, please contact us first so we can put things right quickly. You can also complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk.
16. Changes to this notice
We review this notice at least annually and when we add new services or providers. We post updates on this page and highlight significant changes directly to clients.
17. Accessibility & alternative formats
We want everyone to be able to understand this notice. If you need it in a different format (large print, high contrast, plain text email), message us at saltairedogs@proton.me.
18. Version history
- v1.1 — 7 October 2025: Design refresh, added clearer lawful bases, retention schedule, cookies explainer, security detail, and DSAR how-to.
- v1.0 — 1 October 2025: Initial publication.
Original overview (summary)
1. Who we are
- Saltaire Dog Walks is a locally owned dog walking and pet sitting service covering Saltaire, Shipley and Baildon (West Yorkshire, UK).
- We act as the “data controller” for the personal data described in this notice. If you have questions or requests, please contact us using the details below.
2. What data we collect
- Details submitted through our contact form (your name, email, phone, service preferences and message).
- Emails, WhatsApp messages or direct messages that you send to us when enquiring about services.
- Booking records, appointment history, feedback and testimonials that you voluntarily provide.
- Emergency contact details, veterinary contact information and care instructions you choose to share for your pet.
3. Why we use your data
- To respond to your enquiries, arrange meet and greets and deliver the agreed services (legitimate interests/contract).
- To send service updates, schedules, invoices and after-walk reports (performance of a contract).
- To send optional marketing updates only when you have explicitly opted in (consent, which you may withdraw at any time).
- To improve our services through aggregated feedback and reviews (legitimate interests).
4. Lawful bases
- Legitimate interests for routine customer communications and service delivery.
- Contract for providing services and pre-contract steps at your request.
- Consent for optional marketing emails, testimonials and non-essential cookies.
- Legal obligation where we must keep records for insurance or taxation purposes.
5. Retention
- Enquiry information: kept for up to 12 months after our last contact if you do not become a client, in case you return.
- Client records and care plans: retained for the duration of the service agreement and archived for up to six years for insurance purposes.
- Invoices and financial records: stored for at least six years in line with UK accounting rules.
6. Sharing your data
- Email and calendar providers that help us manage bookings (currently Google Workspace).
- Our website hosting and analytics partners who process data on our behalf under strict contractual terms.
- Professional services such as insurers or legal advisers where required to protect our business and clients.
- We never sell your data. We only share it when necessary to deliver the services you have requested or to meet legal obligations.
7. International transfers
- Where our third-party processors store data outside the UK or EEA, we ensure appropriate safeguards are in place such as UK-approved Standard Contractual Clauses.
8. Your rights
- Access – request a copy of the personal data we hold about you.
- Rectification – ask us to correct inaccurate or incomplete data.
- Erasure – request deletion of your data when it is no longer needed.
- Restriction – ask us to limit processing in certain circumstances.
- Objection – object to direct marketing or processing based on legitimate interests.
- Portability – request data you provided in a machine readable format where processing is based on consent or contract.
9. Contact for data requests
- Email: saltairedogs@proton.me
- Phone: 07305 367941 (Mon–Sat 08:00–18:00).
- By post: Request details via email so we can ensure a secure exchange.
- We aim to respond to all data subject requests within one calendar month.
10. Complaints
- If you have concerns, please contact us first so we can put things right quickly.
- You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) in the UK.
11. Changes to this notice
- We review this notice at least annually and whenever we introduce new services or processing partners.
- We will post any updates on this page and highlight significant changes to clients directly.
Contacting us
Please email saltairedogs@proton.me or use our contact form to exercise your rights or ask questions about this notice.