Introduction

Whiskers of Woodcote is committed to protecting your privacy and handling your personal data in a transparent, secure, and lawful way, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains how we collect, use, store, and protect personal data in relation to our pet care services, including dog walking and pet pop-ins.

Data Controller

For the purposes of UK GDPR, Whiskers of Woodcote is the Data Controller of your personal data.

If you have any questions about this policy or how your data is handled, please contact us directly.

Personal Data We Collect

We may collect and process the following personal data:

Client Information

Name

Address

Email address

Telephone number

Emergency contact details

Pet Information

Pet name, breed, age, and behaviour notes

Veterinary contact details

Medical conditions, medications, and dietary requirements

Access Information

Home access details such as keys, lockbox codes, or alarm instructions (where required to provide services)

Payment Information

Payment details are processed securely via third-party payment providers. Whiskers of Woodcote does store full card details.

Lawful Basis for Processing

Under UK GDPR, we process personal data under the following lawful bases:

• Contractual necessity – to provide agreed pet care services

• Legitimate interests – to manage our business, communicate with clients, and ensure pet safety

• – for optional services such as marketing communications or sharing pet photos publicly

• Legal obligation – where required by law

How We Use Your Data

We use personal data to:

Provide safe and reliable pet care services

Communicate about bookings, scheduling, and service updates

Respond to emergencies involving your pet

Process payments and issue invoices

Maintain accurate business records

We do not sell, rent, or trade personal data to third parties.

Sharing of Personal Data

We only share personal data when necessary and in limited circumstances, including:

With veterinarians or emergency contacts in the event of a pet emergency

With trusted third-party service providers (such as booking software or payment processors) who are required to comply with UK GDPR

Where legally required to do so

Data Storage & Security

Whiskers of Woodcote takes appropriate technical and organisational measures to protect personal data, including:

Secure, password-protected digital systems

Restricted access to personal data on a need-to-know basis

Secure handling and storage of physical records and keys

We take reasonable steps to protect data against loss, unauthorised access, alteration, or disclosure.

Data Retention

We retain personal data only for as long as necessary to provide services and meet legal, insurance, or business obligations. When data is no longer required, it is securely deleted, destroyed, or anonymised.

Your Rights Under UK GDPR

You have the right to:

Access the personal data we hold about you

Request correction of inaccurate or incomplete data

Request deletion of your personal data (where applicable)

Restrict or object to processing in certain circumstances

Withdraw consent at any time where consent is the lawful basis

Requests can be made by contacting Whiskers of Woodcote directly. We will respond within the timeframes required by law.

Photos & Updates

We may take photos or videos of pets during services for client updates. Photos will only be used for marketing or social media with your explicit consent. You may withdraw consent at any time.

Website & Cookies (If Applicable)

If we operate a website or online booking system, it may use cookies or analytics tools to improve functionality and user experience. These tools do not collect personally identifiable information unless voluntarily provided.

Policy Updates

This policy may be updated from time to time to reflect changes in legal requirements or business practices. The most current version will always be available upon request or on our website.

relevant details or information that you want to share with your visitors.

We understand that plans can change. Please review our cancellation policy below so expectations are clear for everyone.

Standard Cancellations

• 48+ hours’ notice:
  Cancellations made at least 24 hours before the scheduled service will not be charged.

• Less than 48 hours’ notice:
  Cancellations made within 24 hours of the scheduled service will be charged 50% of the service fee.

• Same-day cancellations (within 2 hours) or no-shows:
  Will be charged 100% of the service fee.

Recurring Services

For recurring dog walks or pop-ins, cancellations must be made to avoid charges.

Missed recurring visits without proper notice will be charged in full.

Weather & Safety

In cases of severe weather or unsafe conditions, services may be adjusted or cancelled at our discretion. No cancellation fees will apply in these situations.

Emergencies

We recognize that emergencies happen. Please contact us as soon as possible if an emergency arises—we will always do our best to be fair and reasonable.

How to Cancel

Cancellations must be made via (voicemail is not sufficient unless confirmed).

Thank you for respecting our time and allowing us to continue providing reliable care for your pets 🐾

Introduction

This policy applies to all services provided by Whiskers of Woodcote, including but not limited to:

Dog walking

Pet sitting / pop-in visits

Home visits

Pet taxi services (where applicable)

Emergency Definition

A veterinary emergency includes, but is not limited to:

Injury (e.g. cuts, limping, suspected fractures)

Sudden illness (vomiting, diarrhoea, seizures)

Collapse or unresponsiveness

Breathing difficulties

Suspected poisoning

Heatstroke or hypothermia

Escape followed by injury

Any situation where immediate veterinary advice is required

Client Responsibilities

Clients must:

Provide accurate and up-to-date veterinary details

Disclose all known medical conditions and behavioural issues

Provide written prior to services commencing

Ensure pets are registered with a veterinary practice

Confirm a reliable emergency contact if they are unavailable

Failure to provide this information may limit our ability to act swiftly in an emergency.

Emergency Procedure

In the event of a veterinary emergency, Whiskers of Woodcote will follow the steps below:

Immediate Assessment

Assess the pet’s condition and ensure immediate safety

Administer basic pet first aid if trained and appropriate

Remove the pet from danger if necessary

Contact the Owner

Attempt to contact the owner immediately using provided contact details

If the owner is unavailable, contact the nominated emergency contact

Veterinary Treatment

If urgent treatment is required and the owner cannot be reached, we are authorised to:

• Transport the pet to the client’s registered veterinary practice, or

• Attend the nearest available veterinary surgery or emergency out-of-hours clinic

Delaying treatment to obtain owner consent will not occur where this may compromise the animal’s welfare.

Financial Responsibility

All veterinary fees, treatments, medications and associated costs remain the

• Whiskers of Woodcote does not accept financial liability for veterinary expenses

Owners are strongly advised to maintain appropriate pet insurance

Transport to Veterinary Surgery

Where required:

Pets will be transported safely using appropriate restraints or carriers

Vehicles used are insured for business use

Travel time and waiting time may be chargeable

Choice of Veterinary Practice

We will attend the client’s nominated veterinary practice wherever possible

In urgent or out-of-hours situations, the nearest suitable veterinary provider will be used

We cannot guarantee access to a specific vet or practice during emergencies

Post-Incident Communication

Following an emergency:

The owner will be updated as soon as reasonably possible

A written incident report will be completed

Any ongoing care instructions from the vet will be followed as agreed

Limitations of Liability

• Whiskers of Woodcote will take all reasonable care while pets are in our charge

We are not liable for illness, injury, loss or death unless caused by proven negligence

We cannot be held responsible for outcomes resulting from pre-existing conditions, undisclosed health issues, or circumstances beyond our control

Training & Preparedness

• We maintain appropriate insurance for pet care services

• Pet first aid training is undertaken and refreshed regularly where possible

• Emergency procedures are reviewed periodically

Acceptance of Policy

By using the services of Whiskers of Woodcote, clients confirm they have read, understood and accepted this Veterinary Emergency Policy and have provided the required emergency consent.

you want to share with your visitors.

​Whiskers of Woodcote is committed to maintaining a safe environment for pets, clients, the public, and our team while delivering pet sitting and dog walking services.

Our Commitment

We take reasonable steps to minimise risks associated with:

• Dog walking in public spaces

• Entering clients’ homes

• Handling animals of varying temperaments

• Weather and environmental hazards

Safe Practices

We will:

• Use appropriate leads, harnesses, and safety equipment

• Walk dogs suited to their environment, behaviour, and physical ability

• Avoid unsafe areas or situations

• Adjust or cancel services during extreme weather or unsafe conditions

We reserve the right to refuse or modify services if safety is compromised.