Privacy notice

Who is responsible

The K9 Bus, of Settle, North Yorkshire, is the data controller. Use the contact form to reach us about anything on this page.

What we collect

About you

Your name, email address, mobile number if you give us one, your address, your pick-up and access arrangement (including a map pin and any key arrangement), your emergency contact, and your marketing preference.

About your dog

Name, breed or type, age, size, sex and whether neutered; vaccination and parasite treatment dates; microchip number; your vet's name and phone number; medication, allergies and medical notes; behaviour notes, recall, and how they are with other dogs and people; your three photo permissions; and the approval decision we recorded.

About your bookings

Adventures booked, dates, routes, stops, seat numbers, payment status and refunds, cancellations and the reason, the day's notes about your dog, and the messages you send us.

Technical

A session cookie so you stay signed in, sign-in codes, security logs including your IP address, and rate-limit counters. There is no advertising or analytics tracking on this site.

We do not collect health data about people. Your emergency contact's name and number are ordinary personal data, and you should tell them we have it.

Why, and on what basis

To provide the service you booked — contract

Your account, your dog's profile, the manifest for the day, pick-ups and drop-offs, the day report and the album, payments and refunds.

To keep dogs safe and to meet our obligations — legal obligation and legitimate interests

Vaccination and approval records, the incident and near-miss log, the animal transport record, vehicle checks, and accounting records.

To run the business securely — legitimate interests

Sign-in security, rate limiting, fraud prevention, and keeping a record of what an administrator changed.

Service messages — legitimate interests

Your booking confirmation, the reminder the evening before, a change to your pick-up, the day report, and one email the week an area you registered interest in opens. These are not marketing and you cannot opt out of the ones attached to a booking you have made.

Marketing — consent

Only if you ticked the box. Every marketing email has an unsubscribe link and one click is enough.

Photographs of your dog — consent

Three separate permissions, described in clause 10 of the terms, all controlled by you and all withdrawable at any time.

Who processes it

These are the companies that handle your data in this deployment, and there are no others.

• Cloudflare — Hosting, the database and the content delivery network. Processing in United Kingdom and the European Union, with the possibility of processing elsewhere on their global network.
• Resend — Sending transactional email: sign-in codes, confirmations, reminders and day reports. Processing in European Union and United States. Email sending is switched off in this deployment: nothing is sent and no address is passed on.
• Stripe — Taking card payments and storing your saved card. We never see or hold your card number. Processing in European Union and United States.
• Anthropic — Answering questions in the chat helper. Your message is sent for processing; it is labelled as automated and asks you not to include anything sensitive. Processing in United States. The chat helper is running from the site’s own pages in this deployment: nothing is sent to a third party.

Where a processor is outside the United Kingdom we rely on the UK international data transfer addendum to the standard contractual clauses, or on an adequacy decision where one applies.

We never sell your data, we never share it for anybody else's marketing, and the only time we pass your details to somebody else is when your dog needs a vet.

How long we keep it

Booking and dog records

Three years after your last booking, which mirrors the record-keeping standard for licensed dog day care that we follow voluntarily.

Day albums and the photographs in them

Ninety days, then deleted.

Accounting records, including payment references

Six years, because tax law requires it.

Incident and near-miss records

Three years, or longer where a claim is open.

Sign-in codes

Ten minutes, then deleted.

Sessions

Thirty days, or until you sign out.

Messages you send us

Two years.

Your rights

You can ask us to:

• give you a copy of everything we hold about you (your account has a one-click export);
• correct anything that is wrong;
• delete your account and your records, subject to what we have to keep for tax and for a claim that is still open;
• stop using your data for a particular purpose, or restrict what we do with it;
• withdraw a consent — marketing, or any of the three photo permissions — at any time.

Most of these are buttons in your account and take effect immediately. We will answer anything else within one month.

If you are not happy with how we have handled your data you can complain to the Information Commissioner's Office at ico.org.uk, or on 0303 123 1113. We would rather you told us first.

The chat helper

The helper on this site is automated, it says so, and it answers from this site's own pages. In this deployment it searches the site’s own questions and answers and sends nothing to a third party. A transcript is kept so that Ian can pick up where the helper left off, and attached to your account if you are signed in.

Cookies

One cookie, and it is the one that signs you in. There is no banner because there is nothing to consent to. The cookies page lists it.

Children

This service is sold to adults. We do not knowingly collect data about children, and we do not photograph people at pick-ups or drop-offs at all.

Changes to this notice

If we change how we use your data we will update this page and, where the change matters, tell you by email before it takes effect.