Data Protection Policy
This policy explains how we use the personal information we collect from you when you use our boarding services.
What information do we collect about you:
- Personal identification including your name, address, phone number, emergency contact number, and email address.
- Pet information including name, breed, date of birth, behaviour information, registered veterinarian details, proof of vaccination(s), diet, medications, medical conditions, allergies)
- Holiday destination information & any time differences
- Registration number of vehicles entering our site.
- Bank account information if paying by bank transfer. Card payments are handled by SumUp.
How we collect your information:
You provide Barton Lodge Dog Hotel with most of the information we collect via the following routes:
- Emails to us
- Booking forms
- Telephone calls to us
- Talking to staff on site
- Use of our website which may use browser cookies
- Via SumUp payment system
- CCTV images (during walks around the site and at the entrances of our site).
- Mobile phone images (dog only)
We may also receive information from your vet if they disclose this to us.
How we use your information
Barton Lodge Dog Hotel collects your data for the purposes of:
- Allowing you to book your pet into our service.
- Reduce the risks to the safety of your pet(s) whilst on site.
- Reduce the risks to the safety of other pets at Barton Lodge Dog Hotel.
- Reduce the risks to the safety of yourself, staff and other members of the public whilst on site.
- Providing you with images and/or video of your pet(s)
- Your pet(s) information is shared with all staff to ensure they are cared for appropriately.
- Crime reporting and civil recovery.
- Licencing requirmeents
When we process your order or booking, third party sites such as the secure payment system (SumUp) may be sent sufficient data to take payments. Credit reference agencies may also be sent your data to protect against fraudulent purchases.
How do we store your information?
We store your data on our computer system and on paper (hard copy).
We also store your number on Whatsapp to message and call you, and to send images of your dog.
SumUp will store relevant details when you pay by card and they have their own security.
Booking information is stored on our small form factor (SFF) computer which is password protected, and removed and stored securely at the end of the day. The computer uses antivirus protection.
Our customer email address uses antivirus protection.
Hardcopies of documentation is kept locked away in a filing cabinet.
Document retention and erasure
Your information will be stored securely for 7 years from your last use of our services. This will be reviewed at the end of each tax year.
Once this period has expired we will shred (cross-cut) hard copies of documentation and delete any digital data we have.
Images and video that we have taken will be kept on external storage until such time as it is deleted.
The right to access
You have the right to request the information we hold about you.
Please submit your request to us using the contact methods stated on our site.
The right to have incorrect data updated
You have the right to request that we correct any information you believe is inaccurate. You also have the right to request we amend information to ensure it is complete.
The right to stop or restrict the processing of your data
You can request, verbally or in writing, to ask us to stop processing your information. When you do this, and if your pet is boarding with us, you must collect your pet immediately because you have instructed us to stop using your data that we need for their, and others, safety. We will be unable to provide a service to you. There will be no refunds.
Date of policy 06/12/2025