Privacy notice.

Who is responsible?

Ian Boddison, trading as Pawfile, is the data controller for the information used to create and administer Pawfile Accounts. You can write to 79 Beacon Road, Holbrooks, Coventry, CV6 4DQ or email hello@pawfile.uk.

A dog boarding business is the data controller for the Household, Contact, Dog and Meet & Greet information it adds to Pawfile. Pawfile processes that information on the business’s instructions. Contact the boarding business first if your information appears in its Pawfile.

Information we handle

• Account holder name, email address, business identity, login and security records
• Name and email address supplied for free guides, plus which guide was requested and downloaded
• Campaign tags and referring page attached to a free-guide visit or request, where available
• Business contact, address, licence, logo and boarder-signature information
• Household addresses, Contact details, Dog care and health information, notes and photographs
• Meet & Greet answers, permissions, outcomes, signatures and signed documents
• Technical records needed to run, secure and troubleshoot the service

Please only add information that is relevant to safe dog boarding and that you are entitled to record.

Why we use it

We use Account information to provide Pawfile, authenticate users, communicate about the service, keep it secure and meet legal obligations. Our lawful bases are performing our contract with the Account holder, our legitimate interests in operating and protecting Pawfile and compliance with legal obligations where they apply.

When you request a free guide, we use your details to deliver it, understand how the guide performs and send the useful home boarding emails and occasional Pawfile offers described on the request form. We rely on your consent for those marketing emails. You can withdraw it at any time using the unsubscribe link in an email.

For records entered by a boarding business, that business decides its lawful basis and purpose. Pawfile uses those records only to provide the requested record-keeping, Meet & Greet, document and email functions.

Who receives information?

Information is shared only where needed with service providers supporting hosting, account administration and transactional email. Pawfile currently uses Brevo to deliver emails. Web fonts are requested from Google when pages load, which means Google receives technical request information such as an IP address. Providers may process information outside the UK using applicable adequacy arrangements or contractual safeguards.

We may also disclose information when legally required, to protect people or the service or as part of a properly managed business transfer. Pawfile does not sell personal information.

How long we keep it

Account and operational records are kept while the Account is active. Free-guide and mailing-list details are kept while you remain subscribed or while they are reasonably needed to honour your preferences, measure the guide and deal with enquiries. When information is no longer needed, it is deleted or anonymised subject to reasonable backup cycles, security needs and any legal record-keeping requirement. Signed records may need to be retained by the boarding business for longer. Contact us or the relevant boarding business for the period applying to a particular record.

Your rights

Depending on the circumstances, you may ask for access, correction, deletion, restriction or transfer of your information or object to its use. Where processing relies on consent, you may withdraw it. These rights are not absolute.

Email hello@pawfile.uk for Account information. For information held in a boarding business’s Pawfile, contact that business first. You may also complain to the Information Commissioner’s Office.

Keeping this notice current

We will update this page when Pawfile’s handling of information changes. Material changes will be brought to Account holders’ attention.