Privacy Policy

TailTrack helps dog walkers, pet sitters and other pet-care businesses manage booking requests, clients, pets, Pet Passport information, schedules, communications and payments.

TailTrack is operated by TailTrack, a UK-based service for UK pet-care businesses.

Privacy email

hello@tailtrack.co.uk

General contact email

hello@tailtrack.co.uk

Data protection contact

TailTrack has not appointed a separate Data Protection Officer. Privacy enquiries should be sent to hello@tailtrack.co.uk.

In this policy, "TailTrack", "we", "us" and "our" mean TailTrack.

TailTrack has different data protection roles depending on the situation.

Controller

We decide why and how personal information is used for business owner accounts, TailTrack subscription billing, TailTrack marketing enquiries, direct TailTrack emails, product analytics, security logs, fraud prevention, platform improvement, website visitors, and our own legal, tax, accounting and business administration.

Processor

For client, pet-owner, pet, booking, Pet Passport, care-note and customer operational records submitted by a pet-care business, TailTrack normally processes information on that business's instructions.

If you are a pet owner or client of a dog walker or pet sitter using TailTrack, you should normally contact that business first about your personal information. We can help route requests where appropriate.

TailTrack uses payment providers for payment processing, subscription billing, connected accounts, checkout, refunds and disputes where payments are enabled.

TailTrack does not store raw card numbers or full card details. Payment providers handle card payment method details.

Payment providers may act as our processor for some payment processing activities and as an independent controller for other activities, such as fraud prevention, security, regulatory compliance, anti-money laundering checks, identity verification, payment network requirements and their own service administration. Their own privacy information applies to their controller processing.

Pet health information about an animal is not automatically special category personal data under UK data protection law.

TailTrack is not intended to hold confidential access, safety or security details about people, homes or emergencies. Do not enter or request home access instructions, key-safe or lockbox codes, alarm codes, emergency contact details, household vulnerability notes, passwords, access tokens, raw card details or similar confidential information.

Because TailTrack includes configurable questions and free-text fields, users could still enter sensitive information by mistake or against our instructions. Where that happens, we may process it as Customer Data only to provide, secure, support or delete it.

Pet-care businesses using TailTrack must:

• collect only what they need for booking and pet-care purposes;
• not use TailTrack to ask for or store prohibited confidential access, security or emergency details;
• avoid entering human special category data unless it is necessary and lawful;
• have an appropriate lawful basis and, where needed, an Article 9 condition;
• delete or replace prohibited details entered by mistake where TailTrack controls allow, or contact us for help.

For client, pet, booking, Pet Passport, care-note, payment request and client communication information entered by a pet-care business, TailTrack normally processes information on that business's instructions.

In that situation, the pet-care business is responsible for:

• deciding what information to collect;
• identifying the lawful basis for processing;
• providing its own privacy notice to clients and pet owners;
• making sure it has permission to enter information into TailTrack;
• responding to data protection rights requests;
• deciding how long to keep client, pet, booking and care records;
• keeping information accurate;
• ensuring staff and contractors use TailTrack appropriately;
• complying with pet-care, consumer, insurance, employment and other legal obligations.

TailTrack provides a software platform. TailTrack does not provide dog walking, pet sitting, veterinary, animal-care, home-access, key-holding or emergency services.

A pet-care business may use TailTrack to create a branded public booking request page and client portal.

When you submit information through one of those pages, you are usually submitting it to the pet-care business. TailTrack hosts the page and processes the information for that business.

The pet-care business should provide you with its own privacy notice. If it has not done so, please ask the business directly.

TailTrack may use Google Maps Platform and Google Places features for address suggestions, address validation, map views, place IDs, latitude, longitude and formatted address data.

When those features are used, address information, place information and technical information may be processed by Google. Google may process some information under its own terms and privacy information.

TailTrack may also support Google OAuth or Google Sign-In. If you use Google sign-in, Google may share account information such as your email address, name and profile image where provided, and Google's own privacy information applies to your Google account processing.

TailTrack may use privacy-conscious analytics to understand how the platform is used and to improve reliability, onboarding and product features. Browser analytics tools that use optional cookies or browser storage load only after analytics consent. Where TailTrack runs on different subdomains, we use a first-party consent cookie so the same choice can apply across TailTrack surfaces. Operational analytics, logs and security events may still be processed under legitimate interests to provide, secure and improve the Service.

Where TailTrack uses product analytics, error tracking or session analysis tools, they must be configured with TailTrack's privacy safeguards. Because TailTrack can contain addresses, care notes, payment information and prohibited confidential details if users enter them against our instructions, session recording must be treated as high risk.

TailTrack's policy is that:

• session recording must only run after analytics consent;
• sensitive inputs, selected rendered values and high-risk panels must be masked or blocked;
• technical data that could contain sensitive information must be scrubbed or not captured;
• sensitive analytics fields such as address, health, email, phone, notes, password, security, vet and access details should be filtered, pseudonymised or dropped where possible;
• analytics should not be used to profile pet owners for advertising.

We use cookies and similar technologies, including browser storage, for login, security, request protection, remembering cookie choices, preferences and optional analytics.

Please see our Cookies Policy for details.

We may share personal information with the following categories of recipients:

• service hosting and infrastructure providers;
• file storage and backup providers;
• email and notification providers;
• payment providers;
• analytics and error monitoring providers where enabled;
• maps, address and sign-in providers where enabled;
• professional advisers, insurers, auditors and legal advisers;
• law enforcement, courts, regulators or public authorities where required;
• potential buyers, investors or advisers as part of a business sale, merger, investment, restructuring or due diligence process;
• pet-care businesses, where we process information on their behalf or provide account administration.

We keep provider information under review as TailTrack develops.

Some of our providers may process personal information outside the United Kingdom, including in the EEA, United States or other countries.

Where required, we use appropriate safeguards such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to EU Standard Contractual Clauses, EU Standard Contractual Clauses where relevant, recognised data transfer frameworks where applicable, and contractual and technical measures designed to protect information.

We keep personal information only for as long as necessary for the purposes described in this policy, unless a longer period is required for legal, accounting, tax, security or dispute reasons.

We use technical and organisational measures designed to protect personal information, including:

• HTTPS/TLS in transit;
• password hashing;
• email verification and password reset flows;
• session and request security controls;
• tenant separation;
• role-based access controls where available;
• secure file handling where relevant;
• production backups;
• controlled access to administrative systems;
• logging and monitoring;
• sanitisation of sensitive analytics and log fields where possible;
• vendor due diligence;
• incident response processes.

No online service can be guaranteed to be completely secure. Users must keep account credentials safe, use strong passwords and tell us promptly if they suspect unauthorised access.

Depending on the circumstances, you may have the right to:

• access personal information;
• correct inaccurate information;
• ask for deletion;
• restrict processing;
• object to processing;
• receive a copy of information in a portable format;
• withdraw consent where we rely on consent;
• complain about how information is handled.

These rights are subject to conditions and exemptions under data protection law.

If your request relates to information held in a pet-care business's TailTrack account, we may need to direct you to that business or consult it before responding because the business is usually the controller of that information.

To make a privacy request, contact hello@tailtrack.co.uk. We may need information to confirm your identity and understand the request. We will respond without undue delay and within the period required by law.

TailTrack is not intended for account registration by anyone under 18.

Pet-care businesses should not allow children to create TailTrack accounts. If information about children is entered into free-text notes, the business must ensure it is necessary, lawful, minimised and appropriately protected.

We may update this Privacy Policy from time to time. We will update the last updated date and, where appropriate, notify users of material changes.