Coastal Paws Pet Care

Privacy Notice

Version: 1.0
Effective Date: July 2026

Privacy Notice

At Coastal Paws Pet Care, protecting your privacy and handling your personal information responsibly is one of our highest priorities. We are committed to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the principles of lawful, fair and transparent processing.

Although information relating to pets is not classified as personal data under UK GDPR, Coastal Paws Pet Care recognises that details about your pets are closely linked to you and your household. We therefore apply the same high standards of confidentiality, security and data handling to pet information as we do to your personal data.

Who We Are

Coastal Paws Pet Care provides professional pet care services including:

• Dog Walking
• Pet Sitting
• Cat Sitting
• Puppy Visits
• Small Animal Care
• Home Visits
• Pet Transportation (where applicable)
• Other agreed pet care services

For the purposes of UK GDPR, Coastal Paws Pet Care is the Data Controller for the personal information you provide to us.

Information We Collect

Depending upon the services you request, we may collect:

Personal Information

• Name
• Address
• Telephone number(s)
• Email address
• Emergency contact details
• Veterinary practice details
• Payment information
• Booking history
• Communication records

Information About Your Pets

Although not personal data under UK GDPR, we treat all pet information with the same level of care and confidentiality.

This may include:

• Pet names
• Species and breed
• Age
• Veterinary details
• Medical conditions
• Medication requirements
• Behavioural information
• Feeding routines
• Exercise requirements
• Microchip details
• Insurance details
• Photographs
• Care instructions

High-Risk Household Information

To provide certain services safely, you may choose to provide information such as:

• Alarm codes
• Key safe codes
• Property access instructions
• Security procedures
• Gate combinations
• Smart lock instructions

Because this information presents an increased security risk, Coastal Paws Pet Care applies enhanced safeguards.

These details are:

• collected only where absolutely necessary;
• accessible only to the business owner or authorised staff directly providing your service;
• never retained longer than necessary;
• permanently deleted immediately following the completion or termination of your agreed service, unless you specifically request otherwise for an ongoing booking arrangement.

We do not retain alarm codes or similar security information indefinitely.

Why We Process Your Information

We process your information to:

• Provide safe and appropriate pet care.
• Contact you regarding bookings.
• Respond to enquiries.
• Manage your account.
• Arrange veterinary treatment in an emergency.
• Maintain insurance records.
• Meet legal obligations.
• Protect the welfare of your pets.
• Prevent fraud.

We will only collect information that is relevant and necessary for these purposes.

Our Lawful Basis for Processing

Depending upon the circumstances, we rely upon one or more of the following lawful bases under UK GDPR:

• Contract
• Consent
• Legal Obligation
• Legitimate Interests

Where consent is relied upon, you may withdraw that consent at any time.

How We Protect Your Information

Coastal Paws Pet Care takes data security seriously.

Appropriate technical and organisational measures include:

• Password-protected devices
• Secure email accounts
• Strong password management
• Limited access to information
• Secure disposal of paper records
• Encrypted cloud storage where applicable
• Regular review of retained information

Only those who genuinely require access to your information in order to provide your agreed services will have access.

How Long We Keep Your Information

We only retain information for as long as necessary.

Client contact information - 6 years after the final service where required for business, tax or legal purposes

Booking records -  6 years

Invoices and financial records - 6 years (HMRC requirements)

Pet care information - 1 year after termination of service - unless retained for legal or insurance purposes

Emergency contacts - Deleted when services end unless required for ongoing bookings

Alarm codes, key safe codes and property security information - Deleted immediately upon completion or termination of services unless continuing care has been agreed

Photographs - Only retained with your permission or where required for business records

Sharing Your Information

We will never sell your personal information.

Information may only be shared where necessary with:

• Your nominated veterinary practice
• Emergency veterinary services
• Our insurers where required
• Professional advisers
• Government or regulatory authorities where legally required

Information will only be shared where it is lawful and appropriate.

Pet Information

While pet information does not fall within the definition of personal data under UK GDPR, Coastal Paws Pet Care voluntarily applies the same principles of:

• confidentiality;
• data minimisation;
• secure storage;
• limited access;
• accuracy;
• appropriate retention;
• secure deletion.

This reflects our commitment to protecting both our clients and their pets.

CCTV and Photographs

Where photographs of pets are taken:

• they will only be used with your permission for marketing, social media or our website;
• you may withdraw your consent at any time;
• photographs used for welfare or booking records will be retained only where necessary.

We will not photograph the inside of your home, unless providing an update photograph to you directly

Your Rights

Under UK GDPR you have the right to:

• be informed;
• access your personal data;
• request correction of inaccurate information;
• request erasure where appropriate;
• restrict processing;
• object to processing;
• data portability where applicable;
• withdraw consent where consent is relied upon.

Some rights may be limited where legal obligations require us to retain information.

Data Breaches

Should a personal data breach occur that presents a risk to your rights and freedoms, Coastal Paws Pet Care will investigate promptly and, where legally required, notify the Information Commissioner's Office (ICO) and affected individuals.

Cookies and Website

If our website uses cookies, these will only be used in accordance with our Cookie Policy and applicable privacy legislation.

Contact Us

If you have any questions regarding this Privacy Notice or how your information is handled, please contact:

Coastal Paws Pet Care

Email: karin@coastalpawspetcare.co.uk

Telephone: 07570659108

Complaints

If you are unhappy with how we handle your information, we would welcome the opportunity to resolve your concerns first.

You also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner's Office (ICO)

Website: https://ico.org.uk

Telephone: 0303 123 1113

Our Commitment

At Coastal Paws Pet Care we understand that inviting someone into your home and entrusting them with the care of your beloved pets requires confidence and trust. We are committed to treating both your personal information and your pets' information with the highest standards of professionalism, confidentiality and respect.

Even where certain information falls outside the legal definition of personal data, we choose to apply the same robust data protection principles because safeguarding your privacy is an integral part of the service we provide.