Privacy policy
This policy describes how PawNote processes and protects personal data for animal therapists, animals, and owners registered in the system.
1. Data responsibility and purpose
PawNote acts as processor for the information you enter into the service. We process data to deliver, secure, and improve the records solution, including authentication, backup, and support.
2. Types of information
- Contact details for practitioners and owners.
- Record data about animals, treatments, appointments, and attachments.
- Technical log data for security and troubleshooting purposes.
3. Legal basis
Personal data is processed on instruction from the practitioner as controller and on the basis of legitimate interest in delivering the agreed service. Sensitive information is registered only when needed for record keeping.
4. Storage and security
- Data is stored in EU-based data centres with access control and encryption in transit.
- Regular backups and monitoring are used to minimise data loss and unauthorised access.
- Access is logged, and users must use strong passwords and secure devices.
5. Sharing and transfer
We share information only with subprocessors needed to operate the service, such as hosting and email providers, and they are bound by data processing agreements. We do not transfer data outside the EU/EEA without an appropriate transfer basis.
6. Retention periods
Data is retained for as long as you have an active agreement or for as long as legislation requires. On termination you can export information; remaining data is deleted or anonymised unless required by legal obligations.
7. Rights
- Right of access to the information registered.
- Right to rectification, restriction, or deletion when compatible with record-keeping duties.
- Right to data portability for your own information and relevant owner data.
8. Data breaches
If a data breach is suspected, we notify affected customers without undue delay and describe the incident, scope, and recommended measures. We document incidents in accordance with applicable law.
9. Contact
If you have questions about this policy or want to exercise your rights, you can contact PawNote support. We reply as quickly as possible and within the statutory deadlines.