Privacy Policy

1. Information We Collect

We collect information you provide directly when you request access to the system or create an account, including your name, email address, phone number, postcode, and details about your pet(s) such as their name, breed, date of birth, and any medical or behavioural notes.

We also collect information automatically when you use the system, such as booking history, booking preferences, and device/browser information used for security and service improvement.

2. How We Use Your Information

Your information is used to manage bookings, assign the appropriate care team, communicate with you about your pet's care, send service notifications and reminders, and provide loyalty rewards.

We may also use your contact details to send important account or service updates. You will always have the option to manage notification preferences within your account.

3. Medical & Pet Care Data

Medical information about your pet (allergies, medication, vet details, emergency treatment notes) is stored securely and is only visible to authorised team members who need it to care for your pet.

This information is never shared with third parties without your explicit consent, except where required by law or in a genuine veterinary emergency.

4. Data Sharing

We do not sell, rent, or trade your personal data. Your information is shared only with members of the RF Canine care team who are directly responsible for looking after your pet, and with our service providers who help us operate the system (such as email delivery and hosting).

All service providers are bound by confidentiality and data protection obligations.

5. Data Security

We take appropriate technical and organisational measures to protect your data, including encrypted data storage, secure authentication, role-based access controls, and regular security reviews.

Sensitive features (such as contracts and forums) are protected by additional PIN-based security.

6. Data Retention

We retain your information for as long as your account is active and for a reasonable period thereafter to meet legal, accounting, or reporting requirements.

You may request deletion of your account and associated data at any time from your Profile or through our public account deletion page.

7. Your Rights

Under the UK GDPR you have the right to access, correct, or delete your personal data, and to restrict or object to certain processing. You can exercise these rights from within your account or by contacting us directly.

If you have a complaint about how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO).

8. Contact

If you have any questions about this Privacy Policy or how we handle your data, please contact us at Admin@rfcanine.co.uk.