This policy explains how we collect, use, store and protect your personal information when you use our website, book our services, or contact us. We comply fully with the UK GDPR and the Data Protection Act 2018.
We only collect information that is necessary to provide our services and improve your experience. This includes:
Information you give us directly
- Personal details: Full name, email address, phone number, home address, emergency contact details
- Booking information: Dates of stay, payment details (processed securely via third-party providers), special requests
- Pet information: Pet names, species, age, health conditions, dietary needs, medication requirements, photos you share
- Communications: Messages you send via our contact form, email, or social media
1. Information we collect automatically
- Technical data: IP address, browser type, device details, pages visited on our site, time spent on pages
- Cookies: Small files stored on your device to keep our site running smoothly — see Section 6 for details
2. How We Use Your Information
We use your data only for the following legal purposes:
✅ To confirm and manage your booking, and provide agreed care for your pet
✅ To send booking confirmations, updates, and important information about your stay
✅ To share daily photos or notes about your pet, if you have requested this
✅ To process payments and maintain financial records
✅ To respond to your questions or requests
✅ To send you optional news, offers, or updates (only if you have subscribed)
✅ To comply with legal, tax, or insurance requirements
✅ To improve our website and services
We will never use your data for automated decision-making or profiling.
3. Who We Share Your Information With
We never sell, rent, or trade your personal information to third parties for marketing purposes. We may share data only with:
- Approved service providers: Payment processors (e.g. Stripe, PayPal), booking systems, and website hosts — all bound by strict data protection rules
- Legal authorities: If required by law, or to protect the safety of people or animals
- Veterinary professionals: In an emergency, if your pet needs medical care
We will never share your pet’s photos or personal details publicly without your explicit written permission.
4. How We Protect Your Data
We use industry-standard security measures to keep your information safe:
- All data is encrypted when sent between your device and our website
- Access to personal data is limited only to trained staff who need it to do their job
- We keep data only as long as required: booking records are kept for 7 years for tax/insurance purposes; marketing preferences are kept until you unsubscribe
- We regularly update our security systems and review our data handling practices
5. Your Rights
Under UK data protection law, you have the right to:
- Access: Ask for a copy of all personal data we hold about you
- Correct: Update or fix any information that is out of date or incorrect
- Delete: Ask us to erase your data (where there is no legal reason for us to keep it)
- Restrict: Stop certain types of processing of your data
- Object: Opt out of marketing communications at any time
- Data portability: Request your data in a machine-readable format to transfer to another provider
To exercise any of these rights, contact us at: info@smallpetshotel9.co.uk
You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.
6. Cookies
Our website uses essential cookies to make the site work. We also use optional analytics cookies to understand how visitors use our site — these are anonymous and do not identify you personally. You can manage or disable cookies in your browser settings at any time.
7. Links to Other Websites
Our site may include links to third-party sites (e.g. social media, payment providers). This policy applies only to smallpetshotel9.co.uk — we are not responsible for the privacy practices of external sites.
8. Changes to This Policy
We may update this policy occasionally. Any changes will be posted here with a new effective date.
9. Contact Us
For any questions about this privacy policy or how we handle your data:
📧 Email: info@smallpetshotel9.co.uk
📍 Address: Colchester, Essex (full address provided on booking confirmation)
How to Add to Your WordPress Site
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