Privacy & GDPR notice

The Canine Casebook is a record-keeping service for UK dog trainers and behaviour practitioners. Our postal address is White Cottage, College Road, Denstone, Uttoxeter, ST14 5HR, United Kingdom. You can contact us about anything in this notice at [contact email to be added].

We are not currently registered as a limited company and hold no company registration number. Where registration with the Information Commissioner’s Office becomes required, this notice will be updated with the registration number.

It matters which data we are talking about, because our responsibilities differ.

• Your account. We are the data controller for the information you give us to run your subscription: your name, email address, practice details, team membership, settings and billing records.
• Your case records. You are the data controller for the information you record about your own clients, their dogs and their cases. We are your data processor — we store and process that content on your behalf and only on your instructions. Our data processing terms set out that relationship in full.

• Account and practice data — name, email address, practice name and settings, role and team membership. Used to create and secure your account and provide the service. Lawful basis: performance of a contract.
• Subscription and billing data — plan, seats, billing interval, subscription status, invoice references and payment outcomes. Used to operate and account for your subscription. Lawful basis: contract and legal obligation.
• Case content you enter — client and guardian contact details, dog details, assessments, session notes, goals, measurements, risks, referrals, consent records and uploaded documents. Processed on your behalf as your processor.
• Technical and security data — sign-in events, audit history of changes inside your practice, error reports and basic server logs. Used to keep accounts secure and the service working. Lawful basis: legitimate interests in service security and reliability.
• Optional email reminders — sent only if you switch them on. Lawful basis: consent, which you can withdraw at any time in your settings.
• Support correspondence — messages you send us and our replies. Lawful basis: legitimate interests in answering you.

Card payments are handled by Stripe, our payment processor. When you subscribe, your card details are entered directly with Stripe — we never see, receive or store your card number, expiry date or security code.

What we hold is limited to the information Stripe returns to us so we can run your account: your subscription status, plan and seat count, billing interval, renewal date and invoice references. Stripe handles your payment details under its own privacy policy and acts as an independent controller for that payment activity.

AI drafting is an optional paid add-on that is off by default. If you switch it on, the text you choose to send for drafting is transmitted to our AI provider to generate a draft and is not used to train public models. Drafts are suggestions only — nothing is saved to a record until you review and accept it. If you do not enable the add-on, no case content is sent to an AI provider.

We use a small number of service providers, each bound by a contract that limits them to processing data for us:

• Cloud hosting, database and file storage for the application itself.
• Email delivery, for account emails and optional reminders.
• Stripe, for payments as described above.
• An AI provider, only when you have enabled the AI add-on.

Some of these providers operate outside the UK. Where data is transferred internationally, it is protected by UK adequacy regulations or by the International Data Transfer Addendum to the EU Standard Contractual Clauses. The current list of providers is kept in our data processing terms.

We do not sell personal data, and we do not use your case content for advertising or for our own product analytics.

• Each practice's data is isolated, so one practice can never see another's records.
• Access inside a practice is controlled by role, and owners manage who has access.
• Uploaded documents are held in private storage and reached only through short-lived links.
• Changes to records are written to an audit history, and records are archived rather than deleted.
• Data is encrypted in transit and at rest by our hosting provider.

• Account and practice data: for as long as your subscription is active, then up to 6 months so the account can be reinstated, after which it is deleted or anonymised.
• Case content: for as long as you keep it, or until you ask us to delete your practice. On closure we delete or return your content within 30 days, apart from backups which age out on a rolling cycle.
• Billing records: 6 years from the end of the relevant financial year, as UK accounting rules require.
• Security and audit logs: normally up to 12 months.

Retention of your clients’ records is your decision as controller. The service includes retention review tools to help you apply your own schedule.

Under UK data protection law you have the right to ask for access to your personal data, to have it corrected or erased, to restrict or object to how we use it, to receive it in a portable format, and to withdraw consent where we relied on it. To exercise any of these, contact us at [contact email to be added]. We will respond within one month.

If your data was recorded by a practice using The Canine Casebook — for example because you are a training client — please contact that practice directly, as they control those records. We will pass on any request we receive.

You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.

We will update this page when the service changes and note the date at the top. Material changes will be notified by email or in the app.