Data Protection Notice, The Pug Snug
Effective Date: 12th July 2024, Version: 1.0
1. Introduction and Contact Information
The Pug Snug (referred to as “we” “our” and “us”) is committed to protecting the privacy and security of your personal data and we have developed this data protection notice (“notice”) to inform you of the personal data we collect, what we do with your personal data, what we do to keep it secure as well as the Rights you have over your personal data.
Throughout this notice we refer to data protection legislation which includes the UK GDPR and Data Protection Act 2018, and other applicable laws including (but not limited to) the EU GDPR 2016, the Privacy Electronic Communication (EC Directive) Regulations (“PECR”) 2003 and the e-privacy Directive. This also includes any new or replacement legislation which may come into effect from time to time.
The Pug Snug is a data controller as we have determined the purposes of why personal data should be collected and processed.
You can contact us using the following details:
Post:
Woodlands
Livermere Road
Great Barton
Bury St. Edmunds
IP31 2QB
United Kingdom
Phone: +44 (0)7943 100681
Email: info@thepugsnug.co.uk
You can also use the above contact details to raise or discuss any data protection matters, complaints and/or concerns.
2. Legal Basis for Data Processing
Data protection legislation requires us to identify an appropriate legal bases to process personal data. The legal basis we rely on as a data controller are detailed below with brief examples for when they may apply:
· Consent, to enable us to send marketing and promotional newsletters
· Contractual Obligation, to take the necessary steps to enter into and conclude contracts of service
· Legal Obligation, where needed for tax reasons such as UK HMRC purposes.
· Legitimate Interests, to help answer any questions or general enquires received from individuals who we may have no prior existing relationship with
3. Data Subjects
Due to our business activities, we may process personal data of the following individuals (“data subjects”):
· Enquirers
· Customers
· Volunteers
· Social media users
The above list is representative and non-exhaustive.
4. Personal Data Collection
We collect personal data through different means such as:
· When you send us an enquiry
· Register as a customer
· Contact us via telephone, email or letter
· Contact us on social media
The above list is representative and non-exhaustive.
5. Personal Data Processed
We may process the following sets of personal data:
· Name
· Email address
· Phone number
· Pet details and information (as per “Registration Form”, see below)
· Pet insurance information
The above list is representative and non-exhaustive.
We do not collect or process any special category personal data related to owners, however, we are required to collect health information related to your pets which we have detailed below.
6. How We Use Personal Data
We may use personal data for various activities (i.e. purposes) which can include the following:
· Answering enquiries
· Placing/amending bookings
· Sending reports/updates on your pet during/after stays
· Contact you in emergencies
· Taking your pet to a vet (including emergency vet visits)
· To send any marketing communications
· Sending invoices
· Seek your views or comments on the services we provide
· Notify you of changes to our services
· Handle an enquiry or complaint you have made
The above list is representative and non-exhaustive.
For more information to how we process personal data you can contact us as detailed above.
7. Registration Form
Before we can take on pets for any duration we need to ensure we have up to date information about them, including some details to the pet owners.
We only collect minimal owner personal data such as name, email address and phone numbers so we have contact information to hand.
The data we collect on your pets pertain to information such as:
· Pets name
· Microchip number
· Vaccination information
· Vets details
· Pet insurance information
· Current health information (including medication)
· Dietary information
· General behavioural information
The above list is representative and non-exhaustive.
The reason why we collect personal data and pet information via the Registration Form is due to various legal obligations and insurance requirements placed on us. Without the information collected via the Registration Form we are not able to confirm and place any bookings and not able to care for your pets.
It is also vitally important that if any personal data related to either the owners or the pet changes, we are informed as soon as possible so we can make updates and amendments on our side and records.
8. Call Recordings
No calls made to us are recorded. If this changes we will be sure to update our notice as required.
9. Payment Information
We do not collect or store any payment information. Once a booking has been completed we will send to your specified email address an invoice with our company payment information. We do not accept any credit or debit card information at any time. If this changes we will update our notice as required.
10. Data Sharing and International Data Transfers
We do not sell, rent, or lease personal data pertaining to our customers (including prospective customers) and their pets at any time.
Due to the nature of our business, there may be times we are required to share personal data with other individuals/organisations. Examples of this can include (and is not limited to):
· Insurance companies
· Emergency pet visits
· Volunteers to help and assist where needed
Please note there may also be instances where we may need to share personal data with a competent law enforcement body, regulatory body, government agency, court, or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation or (ii) to exercise, establish or defend our legal rights.
We also do not transfer any personal data outside the UK/EEA at any time.
11. Marketing Comms and Social Media
We would like to send you marketing news and updates regarding our company, products and services should you like to receive them. You can always change your preferences (i.e. opt out) by clicking on the relevant unsubscribe link at the bottom of the email. You can also opt out by contacting us directly using our details mentioned above.
We use social media sites such as Facebook, TikTok and Instagram to share news, updates and for promotional activities as a few examples. Our use of social media enables us to interact with customers (including potential customers), reach new audiences and showcase our services as a few examples. We like to share photos of pets only on our website and social media channels, and we will always ask for consent and ensure this is documented at all times.
12. Cookies
We only use necessary cookies on our website. These are essential to help our website function and do not track website visitors, or collect any personal data at any time. Without these cookies we cannot operate our website.
13. Data Retention
We will retain personal data to provide our services and for a reasonable period thereafter to enable us to meet our contractual and legal obligations, including our insurance requirements. We will also determine appropriate retention periods based on our legitimate interests where identified.
At the end of the retention period personal data will be securely deleted or destroyed where necessary. For more information to our retention practices, you can contact us using our details above.
14. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. If we become aware of any security incidents or data breaches we will liaise with our third party advisers to ensure the correct process and communications take place.
15. Data Protection Rights
If you are based in the UK you have several Rights to how an organisation processes your personal data. The Rights are as follows:
· Right to be informed
· Right to access data
· Right to rectification
· Right to erasure
· Right to objection
If you would like to exercise any of the above Rights you can do so by sending us a written request using our details mentioned above.
Please note we may ask for ID (e.g. passport scan, drivers license etc) to verify identity where needed. Upon successful verification we will delete and remove all copies of ID received. Should we also require extension of time to help fulfil any Right requests, we will be sure to contact requestors as soon as possible with reason(s) why an extension is needed and when Right requests can be fully carried out and completed.
16. Concerns and Complaints
We understand you may have concerns and complaints to this notice and any aspects to how we process personal data. If you would like to contact us directly to talk to us about a concern or to raise a complaint, you can do so by using our contact details above.
You can also submit a complaint directly to the Information Commissioners Office (the ICO), the UK supervisory authority for data protection in the UK, via this link.
17. Review and Updates
We will review this notice and make changes to it from time to time. We recommend that you check this notice to see where changes have been made and to ensure you are able to review updated information at all times.