Trusted Tails Pet Care — Privacy Policy

Owner/Operator: Kate Bryant, trading as Trusted Tails Pet Care (“TT Pet Care”)
Effective Date: 17 July 2025
Contact: kate@trustedtailspetcare.co.uk

1. Who We Are

Trusted Tails Pet Care (“TT Pet Care”, “we”, “our”, “us”) is a sole-trader business providing professional pet care services, including pet sitting, dog walking, enrichment, and drop-in visits across South Gloucestershire and surrounding areas.

We are committed to protecting your privacy and handling all personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Personal Data We Collect

We may collect and process the following personal data to deliver our services safely and effectively:
• Full name
• Address(es) where services will be delivered
• Email address
• Phone number(s)
• Emergency contact details
• Veterinary contact information
• Pet details (e.g. name, species, breed, medical conditions, behavioural notes)
• Relevant property access information (e.g. key safe code, alarm instructions)

3. How We Collect Your Data

We collect personal data when:
• You contact us via phone, email, social media, or direct message
• You complete a booking, registration, or meet and greet form
• You provide care instructions in writing or verbally
• You update us with changes to your pet’s needs or contact details

4. Why We Collect Your Data (Legal Basis)

Under the UK GDPR, we process your personal data based on the following lawful grounds:
• Contractual necessity: To perform the pet care services you have requested
• Legitimate interests: To respond to enquiries, manage bookings, and ensure continuity of care
• Vital interests: To protect the wellbeing of your pet in emergencies
• Legal obligation: To meet insurance, tax, and record-keeping requirements

5. Who Has Access to Your Data

Your personal data will never be sold or shared for marketing purposes. It may be shared only in the following limited circumstances:

• Emergencies: We may contact your emergency contact or veterinarian in the event of a medical or behavioural emergency.
• Subcontractors: When a subcontractor is engaged to provide your booked service, they will only be given the information necessary to perform that service (e.g. pet details, care instructions, address). All subcontractors are fully insured, DBS-checked, and pet first aid trained.
• Referrals: If you request a referral to another trusted, independent pet care provider, your data will only be shared with your explicit consent.
• Next of Kin Safety Protocol:
For safety purposes, Kate Bryant’s next of kin has access to limited booking details only (client name, address of service, and scheduled dates) in the event of medical emergency or unresponsiveness. No sensitive information—such as pet medical records or property access details—is shared.

6. How Your Data Is Stored and Protected

We take your data protection seriously and use appropriate organisational and technical safeguards, including:
• Paper documents (if used) are stored securely and never left in public view.
• Digital records are stored on encrypted, password-protected devices.
• No client data is stored or transferred outside the UK.
• Only Kate Bryant has full access to client records, with limited safety-based access for her next of kin.

7. Data Retention

We retain client and booking records for up to six (6) years for legal, insurance, and tax purposes.

If you request deletion of your data, we will comply unless there is a legal obligation to retain it (e.g. for HMRC audits or insurance claims).

8. Your Rights Under the UK GDPR

You have the right to:
• Access the personal data we hold about you
• Request corrections to incorrect or incomplete data
• Request deletion of your data, where legally permitted
• Restrict or object to data processing
• Request portability of your data
• Lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk

9. Contacting Us About Your Data

For any data access, correction, or deletion requests—or if you have any concerns about how your data is handled—please contact:

Kate Bryant
Email: kate@trustedtailspetcare.co.uk

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal updates or changes to our services.

Any updates will:
• Be dated with a new effective date
• Be available upon request
• Be published on our website or emailed to active clients if significant changes are made

We encourage all clients to review this policy periodically to stay informed about how their personal data is protected.

Fully insured • DBS-checked • Pet first aid trained