Data Protection Policy

The purpose of this document is to set out the Data Protection Policy and Customer Privacy Notice of Boyd’s Boarding & Canine Care Ltd (‘the company”), 5 Load Street, Bewdley, Worcestershire, DY12 2AF. Company No. 16554908. Including any trading names it uses in the course of business, such as:
– Boyds Canine Care

Legislation requires that personal data shall be:

1. Processed lawfully, fairly and in a timely manner in relation to the individual.
2. Collected for specified, explicit and legitimate purposes and not processed further than is incompatible with those purposes.
3. Adequate, relevant, and limited to what is necessary in relation to the purpose for which information is collected and processed.
4. Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal information is correct in relation to the purpose for which it was gathered, is erased or rectified without delay.
5. Kept in a form which permits identification of subjects for no longer than is necessary for the purpose for which the personal data was processed.

Processed in a manner that ensures appropriate security of the personal data, including protection again unauthorised or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organisational measures.

i) This policy applies to all personal data processed by Boyd’s Boarding & Canine Care Ltd. The Company Director(s) shall have responsibility for the company’s ongoing compliance with this policy and requirements of the Data Protection Act 2018.
ii)This policy shall be reviewed annually.
iii) The company is registered with the Information Commissioners Office. Registration No. ZC088799

The Data Protection Act 2018 and General Data Protection Regulations do not cover information relating to any dog or other animal, except where such information could identify rights a living person. An example of this is a dog’s microchip number. This does not include any information placed on the dog, such as a collar tag, required by legislation.

To ensure its processing is lawful, fair, and transparent the company shall maintain a Register of Systems which shall be reviewed annually. Individuals have the rights set out below in ‘16. Data Protection Rights.’

i) All data processed by the company will be done on one of the following bases: consent, contract, or legal obligation. The company shall note the appropriate lawful basis in the Register of Systems.
ii) Where consent is relied upon as lawful basis for processing of data, evidence of opt-in consent shall be kept with personal data.
iii) Where communications are sent to individuals based on their consent the option for the individual to withdraw their consent shall be clearly available and systems in place to ensure such revocation is reflected accurately.

The company shall take steps to ensure that personal data is adequate, relevant, and limited to what is necessary in relation to the purpose for which the information is processed.

i) The company shall take all reasonable steps to ensure personal data is accurate. Where necessary for the lawful basis on which the data is processed, steps shall be in place to ensure that personal data is up to date.
ii) Limitation: The company accepts no responsibility for inaccurate data which a data subject or individual knows to be incorrect or inaccurate, and/or does not notify the company to this effect. Correction or alterations can be notified using info@boydsboarding.co.uk.

i)The company shall ensure that personal data is stored securely using modern, up-to-date software that is kept up to date.
ii)Access to personal data shall be limited to personnel which need access and appropriate security shall be in place to avoid unauthorised sharing of information.
iii) Where information is deleted this shall be done safely and securely such that the information is irrecoverable.
iv)The company shall have appropriate back-up and recovery systems in place.

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data, the organisation shall promptly assess the risk to a person’s rights and freedoms and, if appropriate, report the breach to the Information Commissioner’s Office.

1. We collect or use the following information to provide and improve products and services:
   • Name and contact details
   • Addresses
   • Third party information (such as you nominated emergency contact)
   • Payment details
   • Transaction details including details about payments to and from you and details of products and services you have purchased
   • Information relating to compliments and complaints
   • Records of meetings and decisions
   • Account access information
   • Photographs
   • Website user information
2. We collect or use the following information for the operation of client or customer accounts:
   • Name and contact details
   • Purchase and service history
   • Account information
   • Information used for security purposes
   • Marketing preferences
3. We collect or use the following information for information updates and marketing purposes:
   • Name and contact details
   • Addresses
   • Marketing preferences
   • Purchase and account history
4. We collect or use the following information to comply with legal requirements:
   • Name
   • Contact information
   • Client account information
   • Health and Safety information
   • Any other personal information required to comply with the company’s legal obligations
5. We use or collect the following information for dealing with queries, complaints, or claims:
   • Name and contact details
   • Address
   • Payment details
   • Account information
   • Purchase and service history
   • Photographs
   • Relevant information from any previous investigation
   • Customer or client accounts or records
   • Financial transaction history
   • Information relating to health and safety
   • Correspondence

i) The company uses third party communication software such as ‘WhatsApp’ to communicate with customers on an individual basis.
ii) The company does not share any information or images on social media that could identify any customer, client, or individual not employed by the company. This includes images of dogs or other pets.
iii) Where we do use digital imagery on social media which may identify any customer client or individual, this will only be done once a signed ‘digital imagery consent form’ has been provided.
iv) The company reserves the right to share any social media post you have placed in the public domain relating to the company’s services, including any information or digital imagery that may identify you.

We may share your information with, but not limited to:

• Financial or fraud investigation authorities
• Insurance company or intermediaries
• Emergency services, including veterinary practices
• Regulatory authorities
• Organisations we’re legally obliged to share personal information with
• Suppliers and service providers

i)The company will retain your information for up to 3 years after your last purchase or correspondence with the company.
ii) In some instances, we may be lawfully required to retain data for up to 6 years, i.e. for tax purposes.

The company will only ever obtain personal information for you directly. Where we have processed your personal information obtained from another source, we shall notify you.

i) Under data protection legislation you have the following rights:

1. Your right of access. You have the right to ask us for copies of your personal information. You can also request other information such as details about where we get personal information from and who we share personal information with.
2. Your right of rectification. You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
3. Your right to erasure. You have the right to ask us to delete your personal information.
4. Your right to restriction of processing. You have the right to ask us to limit how we can use your personal information.
5. Your right to object to processing. You have the right to object to the processing of your personal data.
6. Your right to data portability. You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
7. Your right to withdraw consent. When we use consent as our lawful bases you have the right to withdraw your consent at any time.

ii) Depending on the lawful basis we rely on, may affect your data protection rights. You can find more information about this and your rights at the Information Commissioner’s Office website at: www.ico.org.uk.
iii) To make a data protection request please contact us at Boyd’s Boarding & Canine Care Ltd. 5 Load Street, Bewdley, Worcestershire, DY12 2AF, or at info@boydsboarding.co.uk.
iv) When you make a data protection request to us, we must respond to you without undue delay and in any event within one month.
v) Exercising these rights may make it impossible to provide ongoing or future services to you. We will notify you of this at the time.

i) If you have any concerns about our use of your personal data, you can make a complaint to us at Boyd’s Boarding & Canine Care Ltd., 5 Load Street, Bewdley, Worcestershire, DY12 2AF, or at info@boydsboarding.co.uk.
ii) If you remain unhappy with how we’ve used your data after raising a complaint with us, you can complaint to the ICO, at: Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint