Privacy Notice

Last updated: March 2026

1. Who We Are

Data Controller: Happy Trails Ltd

Trading as: Happy Trails Dog Boarding & Walking

Email: info@happytrails.ltd

We are the data controller responsible for the personal information we hold about you. If you have any questions about this notice or how we handle your data, please contact us using the details above.

2. What Information We Collect

We collect and process the following categories of personal data:

About you (the owner):

• Your full name and contact details (email address, phone number, home address)
• Emergency contact details
• Veterinary contact details
• Payment information (processed securely via our booking platform)

About your dog:

• Name, breed, age and microchip number
• Health information, medical conditions, medications and veterinary history
• Dietary requirements and allergies
• Behavioural notes and temperament information
• Vaccination records

Walk and service records:

• GPS-tracked walk routes and distances
• Photos taken during walks and boarding stays
• Written updates and notes from each visit
• Booking and appointment history

3. How We Collect Your Information

We collect personal information in the following ways:

• When you register as a client via our online portal (TimeToPet)
• When you contact us by email, phone or in person
• During your initial meet-and-greet and throughout the course of our services
• From our GPS tracking and photography systems during walks and visits

4. How We Use Your Information

We use your personal data for the following purposes:

• To provide our services — scheduling and delivering dog walks, boarding and day care
• To keep your dog safe — accessing health, dietary and emergency information when needed
• To send you walk updates — GPS maps, photos and text summaries after each visit
• To process payments and maintain accurate billing records
• To communicate with you about bookings, availability and service changes
• To comply with legal obligations — including tax records and insurance requirements

5. Legal Basis for Processing

We rely on the following legal bases under UK GDPR:

• Contract performance — processing necessary to deliver the services you have booked
• Legitimate interests — maintaining service records, sending walk updates, and running our business effectively
• Legal obligation — retaining financial and insurance records as required by law
• Consent — where we ask for your permission, such as for marketing communications or sharing photos on social media

For health information about your dog (which may be considered sensitive data), we rely on your explicit consent given at registration.

6. Who We Share Your Information With

We do not sell your personal data. We may share it with:

• TimeToPet — our booking and client management platform (acting as a data processor on our behalf). Their privacy policy is available at timetopet.com
• Your nominated veterinarian — in the event of a medical emergency involving your dog
• Emergency services — if required in an emergency situation
• Our accountants or legal advisors — where necessary for our legal or financial obligations

All third parties are required to handle your data securely and in accordance with applicable data protection law.

7. Photos and GPS Data

We take photos of your dog during walks and boarding stays and share these with you as part of our walk report. We may also share photos on our social media channels (such as Facebook and Instagram) for promotional purposes. We will always ask for your consent before doing so, and you may withdraw that consent at any time by contacting us.

GPS walk routes are recorded during walks using our client management system (TimeToPet) and shared with you as part of your walk update. This data is retained in your client file for the duration of our relationship.

8. How Long We Keep Your Data

We retain personal data for as long as necessary to provide our services and meet our legal obligations:

• Active client records — held for the duration of our relationship plus 2 years after your last booking
• Financial and payment records — retained for 7 years in accordance with HMRC requirements
• Walk photos and updates — retained for 12 months, then deleted unless you have consented to longer retention

After the relevant retention period, your data will be securely deleted or anonymised.

9. Your Rights

Under UK GDPR, you have the following rights:

• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to ask us to correct inaccurate or incomplete data
• Right to erasure — to request deletion of your data where there is no longer a legitimate reason for us to hold it
• Right to restriction — to ask us to limit how we use your data in certain circumstances
• Right to data portability — to receive your data in a structured, commonly used format
• Right to object — to object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at info@happytrails.ltd. We will respond within one month of receiving your request.

10. How We Protect Your Data

We take the security of your personal data seriously. Our measures include:

• Use of password-protected, encrypted systems for storing client records
• Access to personal data restricted to team members who need it to deliver your services
• Secure, industry-standard client management software (TimeToPet)
• Team members trained on data protection and confidentiality obligations

11. Cookies and Our Website

Our website does not currently use tracking cookies or analytics tools. If this changes, we will update this notice and provide a cookie preference option accordingly.

12. How to Complain

If you are unhappy with how we have handled your personal data, please contact us first at info@happytrails.ltd and we will do our best to resolve the matter.

You also have the right to lodge a complaint with the UK's supervisory authority:

13. Changes to This Notice

We may update this Privacy Notice from time to time. Any changes will be posted on this page with an updated date. We encourage you to review this notice periodically.

14. Contact Us

For any questions or concerns about this Privacy Notice or how we handle your data, please get in touch: