Data processing agreement

1. Who's who

Your grooming business is the controller: you decide why and how your customers' details are used. David West, trading as Dog Groomer Booking, is the processor: we store and handle those details only to provide the service to you.

2. What we handle, and why

Why	To run your booking system: bookings, customer and dog records, deposits, texts and emails to your customers, report cards, reports, backups and support.
Whose details	Your customers; people who send a booking request through your booking page; your staff who have logins.
What details	Names, addresses, phone numbers and email addresses; bookings, prices and deposits; notes you add; whether they're happy to get texts and emails; photos you send in report cards; staff names, logins and a record of who changed what.
How long	For as long as you use Dog Groomer Booking, then 60 days for you to download everything, after which we delete it (see section 8).

Details about dogs themselves – coat, behaviour, health notes – aren't personal data, but we look after them with the same care.

3. What we promise

• Only on your instructions. We use your customers' details only to provide Dog Groomer Booking to you, as set out in our terms and by how you use the system – never for our own purposes, and never sold or shared for marketing. If we're ever required by law to do otherwise, we'll tell you first unless the law stops us.
• Confidentiality. Anyone who works on Dog Groomer Booking for us is bound to keep your data confidential, and only looks at it when they need to – for example, to help when you ask for support.
• Security. We keep appropriate security in place (section 4), and keep it up to date.
• Helping with requests. If a customer asks you to see, correct or delete their details, the system lets you do it yourself. If you need more help, we'll give it.
• Helping you meet your duties. We'll give you reasonable help with security, breach notifications and any data protection impact assessment you need to do.
• Telling you about problems. If we become aware of a breach affecting your data, we'll tell you without undue delay – and within 48 hours – with what we know, so you can decide whether you need to tell the ICO or your customers.
• Showing our work. We'll give you the information you reasonably need to check we're keeping to this agreement, and answer your questions about it.

4. How your data is kept safe

• Each business's records are kept in its own separate database.
• Everything travels over an encrypted (HTTPS) connection.
• Passwords are stored scrambled (hashed), never as they were typed. Logins lock after repeated wrong passwords.
• Each member of staff has their own login, and every change is recorded with who made it and when.
• Records are backed up every night, and the backups are kept for a week.
• Report card photos are kept outside the public website and have the phone's location details removed.

5. Who else is involved (sub-processors)

We use a small number of other companies to provide the service. Each is bound by a written agreement with data protection terms at least as strong as these.

Company	What for	Where
Krystal Hosting Ltd	Hosting the system, its databases and backups, and sending its emails	UK
The SMS Works Ltd	Sending text messages to your customers (their phone number and the message only)	UK

We'll tell you at least 30 days before adding or changing a sub-processor. If you object for a good reason and we can't resolve it, you can cancel before the change, with no charge.

Stripe, our payment provider, handles your own subscription payments. If you take card deposits from your customers, we'll update this agreement with the details before that feature is switched on for you.

6. Outside the UK

Your data is kept in the UK. If that ever needs to change, we'll only do so with the safeguards UK law requires, and we'll tell you first.

7. Your part

As controller, you're responsible for having a lawful reason for holding your customers' details, for telling them how you use them (for example in your own privacy notice), and for only sending texts and emails to people who are happy to get them.

8. When you leave

You can download all your records at any time. When your account closes, it stays read-only for 60 days so you can do that, and then we delete your data. Copies in our backups are deleted as those backups are replaced, within a further 30 days. If you'd like it deleted sooner, just ask.

9. If anything here conflicts

Where this agreement and our terms of service say different things about personal data, this agreement wins.

Questions about how your data is looked after? Email hello@doggroomerbooking.co.uk.