Data processing terms

• Subject matter: providing the record-keeping service described in our terms of service.
• Duration: for as long as your account is active, plus the short wind-down period set out below.
• Nature and purpose: hosting, storing, organising, displaying, backing up, exporting and deleting the records you create, and generating reports and drafts at your request.
• Types of personal data: names and contact details, addresses, dog details and history, assessment and session notes, behavioural and welfare observations, incident and risk records, veterinary and referral correspondence, consent records, uploaded documents, photographs and video where you add them.
• Categories of data subject: your clients and their household members or guardians, veterinary professionals and other professionals you record, and people named in incidents.

Some of this may be sensitive in practice (for example health information about a person involved in an incident). You decide what to record, so please record only what you need.

• We process personal data only on your documented instructions — your use of the service and these terms — unless UK law requires otherwise, in which case we will tell you unless prohibited.
• Everyone we allow to access the data is bound by confidentiality obligations.
• We apply appropriate technical and organisational security measures, described below.
• We assist you, so far as reasonably possible, with data subject requests, data protection impact assessments and consultations with the ICO.
• We notify you without undue delay, and in any event within 48 hours, if we become aware of a personal data breach affecting your data, with the information you need to meet your own reporting duties.
• On request, we make available the information you reasonably need to demonstrate our compliance and to allow audits, which may be satisfied by documentation and provider certifications.
• We do not use your case content for our own purposes, for advertising, or to train public AI models.

• Strict separation of each practice's data, enforced at the database level.
• Role-based access inside a practice, controlled by the practice owner.
• Private file storage; documents are reachable only through short-lived signed links.
• Encryption in transit and at rest.
• Audit history of changes, and archiving instead of deletion for case records.
• Regular backups held by our hosting provider.

You give general authorisation for the sub-processors below. We will give reasonable notice before adding or replacing one, and you may object on reasonable data protection grounds — if we cannot resolve the objection you may cancel without penalty.

Stripe acts as a payment processor only. Card details are captured by Stripe directly and are never seen or stored by us; we receive only subscription status, plan, seats and invoice references.

Where a sub-processor processes personal data outside the UK, the transfer is covered either by UK adequacy regulations or by the International Data Transfer Addendum to the EU Standard Contractual Clauses, together with any additional safeguards needed after a transfer risk assessment.

You can export your records at any time from within the service. When your account ends, we delete or return your content within 30 days of your request, except where UK law requires us to keep something. Backups containing your data age out on a rolling cycle and remain protected by these terms until they do.

Contact [contact email to be added] if you need a signed copy of these terms or further detail for your own records. See also our privacy notice and terms of service.