Contents
1. Who We Are
DogsLife.pro is a canine behaviour consultancy operated by DogsLife.pro, based in England. We are the data controller for the personal information we collect and process.
Contact: contact@dogslife.pro
This policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. What Data We Collect
About you
- Name and contact details (email address, phone number)
- Billing address and payment information (processed securely via Stripe)
- Communication history (emails, messages)
About your dog
- Dog's name, breed, age, and sex
- Behaviour history, including any incidents or bite history
- Veterinary information where relevant to the case
- Notes, observations, and behaviour plans produced during consultations
Technical data
- Basic website analytics (page visits) where applicable
- Booking data including appointment times and session type
3. How We Collect Your Data
We collect personal data when you:
- Book a consultation via our online booking system (Cal.com)
- Complete an intake form at the time of booking
- Contact us by email or other means
- Attend a consultation (in-person or remote)
- Make a payment via Stripe
4. Why We Use Your Data and Our Legal Basis
| Purpose | Legal basis (UK GDPR) |
|---|---|
| Booking and delivering consultations | Contract performance (Article 6(1)(b)) |
| Processing payments | Contract performance (Article 6(1)(b)) |
| Sending appointment confirmations and reminders | Contract performance (Article 6(1)(b)) |
| Maintaining case notes and behaviour plans | Legitimate interests (Article 6(1)(f)) — professional case management and continuity of care |
| Recording and transcribing remote consultations | Consent (Article 6(1)(a)) — as detailed in Section 5 |
| Responding to enquiries and complaints | Legitimate interests (Article 6(1)(f)) |
| Professional development and supervision | Legitimate interests (Article 6(1)(f)) — anonymised data only |
| Legal compliance | Legal obligation (Article 6(1)(c)) |
We do not use your personal data for automated decision-making or profiling, and we do not use it for marketing purposes without your explicit consent.
5. Recordings and Transcriptions
Remote consultations may be recorded and automatically transcribed using Otter AI. These recordings and transcripts are used solely for our own internal case reference and note-taking purposes. They are not shared with third parties.
Otter AI processes transcription data on our behalf. Please refer to Section 6 for details of Otter AI's data practices.
6. Third-Party Services We Use
We use the following third-party platforms to operate our services. Each acts as a data processor on our behalf and is subject to their own privacy terms.
| Platform | Purpose | Data held | Privacy information |
|---|---|---|---|
| Cal.com | Appointment booking | Name, email, booking details, intake form responses | cal.com/privacy |
| Zoho Mail | Email communications | Email content and contact details | zoho.com/privacy |
| Stripe | Payment processing | Payment card data, billing details (Stripe is PCI-DSS compliant; we do not store card data) | stripe.com/gb/privacy |
| Otter AI | Consultation transcription | Audio recordings and transcripts of remote sessions | otter.ai/privacy-policy |
| Bigin by Zoho CRM | Client relationship management | Name, contact details, case notes, consultation history | zoho.com/privacy |
We do not sell your personal data to any third party.
7. How Long We Keep Your Data
| Data type | Retention period |
|---|---|
| Client contact details and case notes | 7 years from the date of last contact, in line with standard business record-keeping practice |
| Payment records | 7 years for tax and legal compliance purposes |
| Consultation recordings and transcripts | 12 months from the date of the session, unless you request earlier deletion |
| Email correspondence | 3 years from the date of last contact |
| Enquiries that did not result in a booking | 12 months |
After the applicable retention period, data is securely deleted or anonymised.
8. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
- Right of access — you can request a copy of the personal data we hold about you.
- Right to rectification — you can ask us to correct inaccurate or incomplete data.
- Right to erasure — you can ask us to delete your data, subject to our legal obligations.
- Right to restrict processing — you can ask us to limit how we use your data in certain circumstances.
- Right to data portability — you can request your data in a structured, machine-readable format.
- Right to object — you can object to processing based on legitimate interests.
- Right to withdraw consent — where processing is based on consent (such as recordings), you can withdraw it at any time without affecting prior processing.
To exercise any of these rights, contact us at contact@dogslife.pro. We will respond within one calendar month.
9. Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. These include use of secure, password-protected accounts for all platforms, access limited to the data controller only, and reliance on established platforms with their own security certifications (including Stripe's PCI-DSS compliance).
In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you and the Information Commissioner's Office (ICO) as required by law.
10. Cookies
Our website (dogslife.pro) is a static site and does not use cookies for tracking or advertising purposes. If this changes, this policy will be updated accordingly.
11. Changes to This Policy
We may update this Privacy Policy from time to time. The current version will always be available at dogslife.pro/privacy. We will notify active clients of any material changes by email.
12. Contact and Complaints
If you have any questions about this Privacy Policy or how we handle your data, please contact us at contact@dogslife.pro.
If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
We would always appreciate the opportunity to address your concerns directly before you contact the ICO.