Privacy Notice for My Dog Barber Salons and Training Academy

Effective Date: 8th May 2025

Your Privacy Matters

We are committed to protecting your personal data and being transparent about how we use it. This privacy notice explains how we collect, use, store, and protect your personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Privacy and Electronic Communications Regulations (PECR).

1. Who We Are

 This privacy notice applies to the following businesses:

  • My Dog Barber Limited

  • My Dog Barber (LF) Limited

  • My Dog Barber (CLS) Limited

  • My Dog Barber (Jesmond) Limited

  • My Dog Barber Academy Limited

 Registered Address: 31–35 Station Road, Hebburn, NE31 1LA

Salon enquiries: salons@mydogbarber.com | 0191 431 0838

Academy enquiries: trainingacademy@mydogbarber.com

2. What Information We Collect

We collect personal information when you:

  • Book an appointment or register for a course

  • Enquire about our services

  • Subscribe to newsletters

  • Provide feedback, complete surveys, or leave a review

  • Visit our premises where CCTV is in operation

  • Contact us by phone (calls may be recorded)

 The data we collect may include:

  • Your name and date of birth

  • Contact details (email, phone number, address)

  • Your dog’s details (name, breed, health information)

  • Relevant qualifications or experience (for students)

  • Payment information

  • Communication preferences

  • Phone call recordings (see Section 3)

  • CCTV recordings (images and video footage)

3. How We Use Your Information

We use your information to:

Salon Services:

  • Manage and confirm grooming appointments

  • Deliver services tailored to your dog’s needs

  • Send appointment reminders and updates

  • Handle payments securely

Training Courses:

  • Process course registrations

  • Communicate with students about their training

  • Support learning, assessment, and feedback

 General Purposes:

  • Respond to enquiries or feedback

  • Record and monitor phone calls (via our provider, CircleLoop) for training, quality assurance, and record-keeping

  • Send newsletters or marketing communications, either where you have consented or where we have a lawful basis to do so — for example, if you are an existing customer and we are promoting similar services. You can opt out at any time.

  • Improve services and course content

  • Maintain safety and security through CCTV

  • Comply with legal and regulatory obligations

4. Legal Basis for Processing

We process your data based on one or more of the following:

  • Contractual necessity – to provide the services or training you’ve requested

  • Legal obligations – for example, financial record-keeping or reporting to awarding bodies

  • Legitimate interests – to improve our services, ensure safety, monitor communications, and communicate relevant updates

  • Your consent – where required, such as for email marketing or testimonials

5. CCTV and Call Recording

CCTV:

CCTV operates at all premises for the safety and security of customers, students, staff, and dogs. Footage is stored securely and accessed only by authorised staff. Recordings are retained for 30 days unless needed longer due to investigation or legal necessity.

Call Recording:

We may record telephone calls through our provider (e.g. CircleLoop) for training, monitoring, and record-keeping purposes. Callers are notified at the start of the call.

6. How We Protect Your Data

We implement strong technical and organisational security measures, including secure systems, encryption, access controls, and regular staff training. Where we use third-party software (e.g., for bookings or communication), we ensure those providers meet UK data protection standards.

7. Data Sharing

We do not sell your personal data. However, we may share it with trusted service providers and authorities, including:

  • Zenoti, our salon and training software provider

  • Payment processors

  • Course awarding bodies (e.g., iPET Network)

  • Trusted service providers that help us operate efficiently — including systems we use for communication, admin, file storage, training management, and shift planning (e.g., Connecteam, Dropbox, Microsoft 365, and email providers)

  • Telecom providers such as CircleLoop (used for call recording and phone communications)

  • Insurers or law enforcement where necessary (e.g., for CCTV or incident reports)

  • Regulators or authorities, as required by law

International transfers: Zenoti is based in the United States. Where your data is stored or processed outside the UK, we ensure that appropriate contractual safeguards are in place — such as standard contractual clauses — to protect your rights and comply with UK GDPR.

8. Retention Periods

We only keep your personal data as long as needed to provide services, comply with legal requirements, or manage risks.

  • Client and student records: typically retained for up to 6 years after last contact

  • CCTV footage: retained for 30 days unless longer retention is necessary

  • Call recordings: retained for a reasonable period for training or service quality purposes

9. Your Rights

You have the following rights under UK GDPR:

  • Access your personal data

  • Request corrections or updates

  • Request deletion of your data (where legally permissible)

  • Object to certain types of processing

  • Withdraw consent at any time (e.g., for marketing)

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, contact:

salons@mydogbarber.com or trainingacademy@mydogbarber.com

10. Updates to This Privacy Notice

We may update this notice from time to time. The latest version will always be available in-salon, at our training academy, and on our website.