Client Privacy Notice

This notice is for pet owners whose groomer uses Pawdiary to take bookings and keep records. It explains who is responsible for your details, how they are used and what your rights are.

Who is responsible for your data

• Your groomer (the business you book with) is the controller of your personal data. They decide what to collect and why, and you should contact them first about your details.
• Pawdiary provides Pawdiary, the software your groomer uses. We act as their processor: we store and process your details only on their instructions and under a written Data Processing Agreement, and we never use them for our own purposes or sell them.

What your groomer may keep

• Your name, email address, phone number and address, and how you prefer to be contacted.
• Your pets' names, breed, size, age, behaviour, health and care notes, and photos.
• Bookings, cancellations, waitlist requests, payments and deposits, and messages sent to you.
• Emergency contact and vet details, if you give them.
• Terms you sign, with your typed name, signature, the time, IP address and browser.
• Whether you have agreed to receive news and offers, and to photos of your pet being shared, and when you agreed or withdrew.

Why, and the lawful basis

• To take and manage your bookings, groom your pet safely and take payment: to perform the contract with you (UK GDPR Article 6(1)(b)).
• To send booking confirmations, reminders and report cards, and to keep care records: the groomer's legitimate interests in running their business and caring for your pet (Article 6(1)(f)).
• To keep payment records: legal obligation (Article 6(1)(c)).
• To send you news and offers, or to share photos of your pet publicly: only with your consent (Article 6(1)(a) and PECR), which you give by ticking a box that is never ticked for you. You can withdraw it at any time with the unsubscribe link in any message, through the client portal, or by asking your groomer.

Who sees it

• Your groomer and their staff.
• Pawdiary and the service providers listed below, only to run the service (for example, sending emails and texts, or hosting the database).
• If you pay by card, Stripe processes your payment. Your card details go directly to Stripe and are never seen by your groomer or by Pawdiary.

How long it is kept

• Your groomer decides how long to keep your details, and should keep them no longer than needed. If they delete your details or close their account, Pawdiary deletes them within 30 days, and backups roll off within a further 30 days.

Your rights

• You can ask your groomer for a copy of your details, to correct them, to delete them, to restrict or object to their use, or to receive them in a portable format. You can also update your details and marketing choices, or ask for deletion, through the client portal if your groomer uses it.
• If you contact us instead at hello@pawdiary.co.uk, we will pass your request to your groomer promptly and help them respond.
• If you're unhappy with how your data has been handled, you can complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, 0303 123 1113.

Cookies

• Booking pages and the client portal use browser storage that is strictly necessary, for example to keep you signed in to the portal. Anonymous visit counts and error reports only run if you allow them in the cookie banner. See pawdiary.co.uk/cookies.

Last updated 1 October 2026.