Capital Dog Care Ltd limits the amount of personal data we collect to the absolute minimum that is required for our service to operate. We will never collect data that we don’t need and we will never sell or pass on any personal data to 3rd parties.
When making an enquiry with us through our contact email address (firstname.lastname@example.org), over the phone or via email, you will provide us with access to personal details such as identity and contact details. By sending an enquiry to us, you are not adding yourself to any mailing list and if you do not become a client we will not use your personal data in any way other than for contacting you about the enquiry you made. It will only be stored within the emails that you have sent us in our inbox – which is provided and secured by 123-reg.co.uk.
When you become a client of Capital Dog Care, we require further personal information from you to be able to carry out our services. This includes your full identity and contact details and details about your dog/s. All personal details that we require, we will ask for directly over email or phone and we will not collect anything else without you knowing or giving free consent. This personal data is used to set up and run the services we provide to you. It is stored and used within a number of systems. These are:
- Our own online account system which is owned and operated by Capital Dog Care. The data stored on here is restricted to identity, contact details and details about your dog/s. We have no access to passwords or any other personal data- however passwords are stored within the system in an unreadable format. This system controls all of the scheduling for our services and provides the data for invoicing. The software is hosted on an encrypted cloud server.
- DocuSign, which is an eSignature service. Some personal data is entered here by us but most is entered directly by you as the client. We store the information you provide via DocuSign within our online DocuSign account and within our own online account. The information collected/ stored here includes identity details, contact details, information about your dog/s and your eSignature. Docusign have their own GDPR policy for any data you enter with that service and the data stored on their platform.
- Xero, which is an accounting platform. We use this service to process all of our invoices to clients and record payments. We enter and store identity details and contact details on Xero, as well as information regarding the issuing, deliverability, read acknowledgement and payment or non-payment of invoices. Xero have their own GDPR policy for all data that is stored within their online software.
To summarise, Capital Dog Care and our staff will only ever have access to identity data, contact data, and data about your dog/s. We never have access to passwords or any financial data and use large trusted companies to process this extra secure data on our behalf. The personal data we do have, we limit access to it to employees that need to have access to it to perform their business activities. We take security of personal data very seriously and all of our employees are subject to a duty of confidentiality.
You have certain rights regarding the personal data that we hold about you. This includes the right to request a copy of any or all of this data, to correct it if any of the data that we have is not accurate or outdated, to restrict or prevent us processing your data and for us to permanently delete your data. To carry out any of these rights, please email us and we will act quickly and within legal timeframe in all instances. Please note that in some circumstances, laws and regulations that we must follow will supersede these rights or requests. For example, once a dog has attended day care, we are required to hold data of the dog and the owner for a minimum amount of time to comply with licensing regulations. We will not be able to delete this required data until this time period has passed- however we will be able to delete any data that is not required to comply with these regulations. Equally, we will not be able to delete personal data that will allow us to be paid or claim for an outstanding invoice or unpaid services until those services have been paid for. If you have unresolved concerns, you have the right to complain to an EU data protection authority where you live or work, or where you believe a breach may have occurred.
Due to the fact that Capital Dog Care only collects necessary data, if you no longer want us to have access to this data or process it- we will not be able to continue to carry out any services for you- this includes opting out of email communications from us, as there is often important or vital information within these emails that you are required to know and/ or acknowledge.