Privacy Policy

Last Updated: 04/12/2025

This Privacy Policy explains how PawTrack (“we”, “us”, “our”) collects, uses, stores, and protects your personal information. We are committed to fairness, transparency, multi-species care, and protecting your privacy in line with UK GDPR and other applicable data protection laws.

1. Information We Collect

We collect information directly from users when they register, create profiles, book services, or communicate on the platform.

1.1 Account Information
  • Email address
  • Full name
  • Phone number
  • Pet Parent address
  • Pet Professional business address
1.2 Professional Verification

Professionals may submit documents such as:

  • Identification documents
  • Insurance certificates
1.3 Pet Profile Information

To ensure safe and species-appropriate care, Pet Parents may provide:

  • Pet name, species, breed, gender, age, weight, markings
  • Allergies, medical conditions, medications
  • Last health check date
  • Feeding preferences
  • Temperament notes or behavioural concerns
  • Emergency contact details
  • Veterinary contact information
  • Species-specific needs, risks, or handling instructions
1.4 Usage Information
  • Log data (IP address, browser type, access times)
  • Google Analytics (anonymized) - used to understand how visitors interact with our platform.
1.5 Cookies

We use minimal cookies, including:

  • Authentication cookies
  • Stripe cookies (for secure payment processing)
  • Google Analytics cookies (anonymized)
1.6 Payment Information

All payment processing is handled by Stripe. We do not collect or store card numbers or sensitive payment details. The only data we store is:

  • Stripe PaymentIntent ID
  • Stripe Checkout Session ID
1.7 Future Media Uploads

When implemented, users may upload pet photos, appointment updates, or profile images. These will be stored securely in encrypted S3 storage.

2. How We Use Your Information

Your information is used to provide and improve the PawTrack platform.

  • Creating and managing user accounts
  • Scheduling, booking, and managing appointments
  • Safe species-appropriate pet care
  • Payment processing and refunds via Stripe
  • Sending booking confirmations, reminders, and updates
  • Sending operational SMS notifications
  • Professional verification checks
  • Reliability scoring and history
  • Displaying relevant profile details to facilitate bookings
  • Providing support and resolving disputes

We do not sell personal data. We do not use personal data for algorithmic boosting or targeted advertising.

3. Communications

We may contact you via:

  • Email (booking confirmations, updates, cancellations)
  • SMS (appointment reminders or status changes)
  • Essential platform notices

We do not send marketing emails unless you explicitly opt-in.

4. How We Share Information

We only share information when necessary to operate the platform:

  • Stripe - for secure payment processing.
  • SendGrid - for operational emails.
  • S3 Storage - for media uploads (when implemented), encrypted in transit and at rest.
  • Google Analytics - anonymized usage statistics.

We do not share or sell personal data to advertisers or third parties.

5. Data Retention

We retain data only for as long as necessary to provide the service, comply with the law, or resolve disputes.

  • Booking and appointment history is retained to ensure reliability accuracy.
  • Anonymization is applied when accounts are deleted to preserve dispute history.
  • Backups may retain anonymized or historical records for operational safety.

6. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion (with anonymization applied to booking history)
  • Object to certain types of processing
  • Withdraw consent for optional services

Some data cannot be fully deleted if required for fraud prevention, dispute resolution, or legal obligations.

7. Data Security

We take security seriously. PawTrack uses:

  • Encrypted database storage
  • Secure communication (HTTPS)
  • Role-based access control
  • Encrypted S3 storage for media uploads (when implemented)
  • Regular monitoring of platform authentication

8. Account Deletion

Users may request account deletion by emailing support@pawtrack.uk We will anonymize identifiable information where possible while retaining essential booking and payment data needed for:

  • Legal obligations
  • Fraud prevention
  • Dispute resolution
  • Reliability scoring integrity

9. Changes to This Policy

We may update this Privacy Policy from time to time to maintain transparency and compliance. The latest version will always be available on this page.

10. Contact Information

If you have any questions about this Privacy Policy, contact:

Your continued use of PawTrack signifies acceptance of this Privacy Policy.