Privacy Policy - PetStay - Home Dog Boarding

PetStay Privacy Policy

At PetStay Limited, we take your privacy seriously and this privacy statement explains what personal data or information we collect from you and from people who visit our website and how we use it. If you have any questions regarding this statement and our privacy practices, please contact us by email info@petstay.net or by post at PetStay, 10 Waterside Business Park, Livingstone Road, Hessle, East Yorkshire, HU13 0EG. Alternatively, you can telephone us on 01482 307684.

Who are we?

PetStay Ltd is a registered company (08136764) our registered office address is PetStay, 10 Waterside Business Park, Livingstone Road, Hessle, East Yorkshire, HU13 0EG. For the purposes of data protection PetStay is a data controller (ZA152163).

What personal data or information do we collect?

The personal information we collect may include your name, address, email address, IP address and information regarding what pages you access on this website and when.

How do we collect data or information from you?

We collect data or information about you when you use our website, or when you make an enquiry about home dog boarding, enquire about a job opportunity, if you have registered to be sent an email news update, or when you sign up to become a PetStay franchisee.

How is your information used?

We collect your personal data or information to operate our business effectively and provide you with the best home boarding services and franchisee opportunities that PetStay can offer. We may use your information:

To administer and invoice you in accordance with your franchisee agreement
To answer enquiries that you make about becoming a franchisee or carer.
To keep you informed about our services if you have opted-in to receive these communications.
To process a job application
To fulfil our obligations as an employer
To provide benefits to you as an employee
To maintain security of our office and IT infrastructure

We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the Petstay as a Franchise, our contractual requirements to deliver the agreed dog boarding services to you, and our legal obligations, both as a business and responsible employer. If you would like to know more, please read below:

Customers / Prospective Customers
Job Applicants
Our Current and Former Employees
Franchisees
Suppliers

	Type of Data Held	Length of Time Held	How Data Held
Customers/Prospective Customers	Name and contact information (telephone, mobile). Email address Holiday dates Emergency contact details Pets details (name, breed and age and vet details) Demographic information such as postcode Billing and payment information.	We will retain information about you for the duration of our relationship with you, then 3 years. Prospective customer data is retained for no more than 3 years. We will retain financial records for 6 years, following the end of the current financial year.	Data is stored in the PetStay Booking system which is hosted on secure servers in the EEA. Payment details are stored in PayPal, that uses servers that are hosted outside of the EEA. You can view their privacy policy here.
Job Applicants	Name and contact information CV and application form. Interview notes (for those short-listed)	We will retain information about you for the duration of the recruitment campaign, then one year.	Data is stored on secure UK-based servers and stored in manual records in locked filing cabinets.
Our Current and Former Staff	Name and contact information (telephone, mobile). Dates of birth and gender CV References Bank details Pension details Performance reviews and confidentiality agreement National Insurance number	We will retain information about you for the duration of our relationship with you, then 6 years. We will retain financial records for 6 years, following the end of the current financial year.	Data is stored on secure EEA-based servers and stored in manual records in locked filing cabinets.
Franchisees	Names, addresses, contact details Background information Qualifications and Skills Bank details	We will retain information about you for the duration of our relationship with you, then 6 years. We will retain financial records for 6 years, following the end of the current financial year.	Data is stored on secure EEA-based servers and stored in manual records in locked filing cabinets. Daily Operations data (no personal data) is stored in Dropbox, that uses servers that are hosted outside of the EEA. You can view their privacy policy here.
Suppliers	Contact details Bank details Tax details	We retain financial records for 6 years, following the end of the current financial year.	Data is stored on secure EEA-based servers.

Who has access to your information?

We do not sell or rent your personal data or information to any third party or share your information with third parties for their marketing purposes.

We will disclose your data or information if required by law, for example by a court order or for the prevention of fraud or other crime.

We may pass your information on to our third-party service providers, agents or subcontractors for the purposes of completing a task or providing services to you on our behalf (for example Kaisen Accountants who manage our payroll and accounts, or SuperFly who manage our social media accounts). However, we disclose only the personal information necessary to deliver that service and have a contract in place that requires them to keep your information secure and not to use it for their own marketing purposes.

Transfers outside of the European Economic Area

Personal information in the European Union is protected by data protection laws but other countries do not necessarily protect your personal information in the same way. The European Economic Area (EEA) covers all countries in the EU plus, Norway, Liechtenstein and Iceland. Some of the third-party providers we use to help us manage our business and services may involve data transferring to the United States or other countries outside of the EEA.

Your Choices and Rights

We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself.

With respect to the information relating to you that ends up in our possession, and recognising that it is your choice to provide us with your personally identifiable information, we commit to giving you the ability to do all of the following:

You can verify the details you have submitted to PetStay Ltd by contacting us at Head Office by email info@petstay.net or by post at PetStay, 10 Waterside Business Park, Livingstone Road, Hessle, East Yorkshire, HU13 0EG. Alternatively, you can telephone us on 01482 307684.
You can also contact us by the same method to change, correct, or delete your personal information controlled by PetStay at any time.
You can always feel free to update us on your details at any point by sending an email to info@petstay.net.
You can unsubscribe from receiving marketing emails from us by clicking the “unsubscribe” link at the bottom of any email. Once you do this, you will no longer receive any direct marketing emails from us.
You can request a readable copy of the personal data we hold on you at any time. To do this, please contact us via email info@petstay.net.

You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office

Keeping your data secure

When you give us personal information we take steps to ensure that it’s treated securely and strive to protect it on our internal systems. We ensure that:

Up to date antivirus and antimalware is installed on all endpoints across the PetStay franchise and franchisee network.
Security updates and patches are regularly applied to all components of the PetStay system.
Access to physical and digital systems within PetStay are restricted to only personal who explicitly need these rights to do their job.

Emailing us

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government standards. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Contacting us via social media

We use a third-party software provider, Hootesuite to manage our social media interactions. If you send us a private or direct message via social media the message will be stored by Hootsuite for three months. It will not be shared with any other organisations.

Newsletters

We currently use a third-party online tool, MailChimp to manage our newsletter subscriptions, you can unsubscribe from this newsletter at any time. MailChimp uses servers that are based in the US, therefore personal information is transferred outside of the EEA. For more information please view MailChimp’s privacy policy.

Visitors to our Website

When you visit our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to various parts of the website. The information is only processed in a way which does not identify anyone.

To opt-out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

Use of Cookies by this website

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Unless you have set your browser to block cookies, this site will place the following cookies on your computer.

Cookie	Name	Purpose
Google Analytics	_ga _gid _gat	Google Analytics gathers information allowing us to understand interactions with our websites and ultimately refine that experience to better serve you.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

Google Analytics

Our website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help us analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for our website operators and providing other services relating to website activity and internet usage.

Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser. However, please note that if you do this you may not be able to use the full functionality of this website.

To opt-out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout