Effective date: 24 May 2018
Last updated: 11 August 2025
The Canine Fitness Company Ltd (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This policy explains how we collect, use, store, and protect your personal data, and your rights under UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
The Canine Fitness Company Ltd is registered in England and Wales (company number 11769901) with our registered office at:
Unit E, Greenforde Farm, Froxfield, Petersfield, Hampshire, GU32 1DY.
We are the “data controller” responsible for your personal data.
Contact: dataprotection@caninefitness.co
2. Personal Data We Collect
We may collect and process the following types of personal data:
Identity details: Name, job title
Contact details: Address, email, telephone
Payment details: Credit/debit card or bank details (processed securely by payment providers)
Professional details: Veterinary surgeon’s name, clinic contact information
Website usage data: IP address, cookies, browsing activity
Call recordings: For training, quality, and security
CCTV footage: For safety, security, and evidence purposes
We do not collect special category data (such as health information about people) unless required by law in the course of professional veterinary collaboration.
3. How We Collect Your Data
We collect data in the following ways:
Directly from you (online forms, email, phone, in person)
From veterinary professionals providing referrals
Automatically through our website (cookies, analytics)
Via security systems, including CCTV and call recording
4. How We Use Your Data
We use your personal data for:
Service delivery – Providing our products and services to you
Communications – Sending booking reminders, updates, and relevant information
Payments – Processing transactions securely
Security – Protecting our staff, visitors, and premises through CCTV and call recording
Training and improvement – Analysing calls, CCTV (animal analysis only), and other interactions
Marketing – With your consent or where we have a legitimate interest
Legal compliance – Meeting our regulatory obligations
5. Legal Bases for Processing
We process personal data under the following lawful bases:
Contract – To perform a contract with you
Legal obligation – To comply with the law (e.g., veterinary record keeping)
Legitimate interests – For security, fraud prevention, service improvement, and marketing (unless you opt out)
Consent – Where you have actively agreed (e.g., email marketing)
6. CCTV Use
We operate CCTV on our premises for:
Protecting staff and visitors from false accusations or harm
Deterring and detecting crime
Gathering evidence in case of disputes or legal matters
Monitoring and improving animal handling techniques
Analysing animal movement for training purposes
Limited use of footage in promotional materials (with consent where individuals are identifiable)
Legal basis: Legitimate interests (Article 6(1)(f) UK GDPR) in ensuring security, safety, and service improvement.
Retention: CCTV footage is normally retained for 30 days, unless required for an ongoing investigation, legal proceedings, or promotional purposes with consent.
Access: Footage is stored securely with access restricted to authorised personnel. You have the right to request a copy of footage in which you appear (subject to legal exemptions).
7. Data Sharing
We may share your data with:
Veterinary professionals directly involved in your animal’s care
Service providers (IT, payment processors, email platforms)
Law enforcement or regulatory authorities (when legally required)
Our professional advisers (legal, accounting)
Marketing providers (with consent)
We require all partners to handle your data securely.
8. Data Retention
We keep personal data only as long as necessary:
Veterinary and service records – 7 years (minimum, by law)
CCTV footage – 30 days unless needed longer for investigation
Marketing data – Until you unsubscribe or withdraw consent
Other data – In line with our retention schedule, typically 10 years for contractual records
9. Your Rights
Under UK GDPR, you have the right to:
Access your personal data
Correct inaccuracies
Request erasure (“right to be forgotten”)
Restrict processing
Data portability
Object to processing based on legitimate interests or direct marketing
Withdraw consent at any time (where consent is the lawful basis)
Complain to the ICO (Information Commissioner’s Office) if you believe we have mishandled your data
10. Cookies & Website Tracking
We use cookies and similar tools to improve your browsing experience, analyse traffic, and understand user behaviour. You can manage or block cookies via your browser settings.
11. International Data Transfers
We may transfer data within the UK and to countries with an adequacy decision from the UK Government or European Commission. Where no adequacy decision exists, we use approved safeguards (e.g., Standard Contractual Clauses).
12. Contact Us
Questions about this policy or your data rights can be directed to:
Data Protection Officer
The Canine Fitness Company Ltd
Unit E, Greenforde Farm, Froxfield, Petersfield, Hampshire, GU32 1DY
Email: dataprotection@caninefitness.co