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Effective Date: 20/01/2025
Last updated: 30/11/25

1. Introduction

At Hound & Hoof, we are committed to protecting your privacy. This privacy policy outlines how we collect, use, and safeguard your information when you visit our website, use our services, or participate in the North Cotswolds Pet Services Association (NCPSA).

This policy applies to:
• Hound & Hoof clients
• Visitors to our website
• NCPSA members and membership applicants
• Individuals listed in the NCPSA directory

2. Information We Collect

Personal Information (Hound & Hoof Clients & General Website Users)

We may collect personal details such as your name, email address, phone number, and any information you provide when contacting us or signing up for our services.

NCPSA Membership Information

If you complete the NCPSA membership form, we may collect:
• Name
• Business name
• Email address and phone number
• Business location and service area
• Description of services offered
• Website and social media links
• Insurance and DBS status
• Logo and/or business images for directory use
• Any additional information you choose to submit

Usage Data

Information about how you use our website, including IP address, browser type, pages visited, and time spent on those pages.

Cookies & Tracking Technologies

We may use cookies to enhance your experience on our website.

3. How We Use Your Information

For Hound & Hoof Services

We may use your information to:
• Provide and maintain our services
• Communicate with you about bookings, invoices, and updates
• Improve our website and services
• Comply with legal obligations

For NCPSA Membership & Directory

Information collected through the NCPSA membership form may be used to:
• Review and process your membership application
• Create and maintain your listing in the NCPSA directory
• Contact you with NCPSA updates, meet-ups, community notices, and opportunities
• Verify insurance, DBS, or eligibility information
• Manage and improve the NCPSA community

Only information you specifically submit for directory purposes will be shown publicly (e.g., business name, services, location area, website, social links, and logo).
Your personal email, phone number, insurance documents, and any sensitive information will never be published without your permission.

You may request edits or removal from the directory at any time.

4. Sharing Your Information

We do not sell or rent your personal information.

We may share your information with:
• Service providers who assist in managing our business (e.g., website hosting, form processing, email services)
• Legal authorities if required by law or to protect our rights

For NCPSA members:
• Only the information you explicitly provide for directory use will appear on the public NCPSA directory page
• Internal contact details (such as email or phone) may be stored privately for administration and communication, but will not be shared publicly without your consent

5. Data Security

We take reasonable precautions to protect your personal information from unauthorised access, use, or disclosure. This includes secure storage of NCPSA membership submissions and limited access by authorised personnel only.

However, no method of transmission over the Internet or electronic storage is 100% secure.

6. Your Rights

You have the right to:
• Access, correct, or delete your personal information
• Request removal from the NCPSA directory
• Withdraw consent for us to process your data
• Opt-out of NCPSA or Hound & Hoof marketing communications

To exercise these rights, please contact:
eleanor@houndandhoofcare.co.uk

Requests for directory removal are processed as quickly as possible and usually within 7 days.

7. Data Retention

We retain client and NCPSA membership data only for as long as necessary to:
• Provide services
• Maintain accurate directory and membership records
• Fulfil legal or accounting obligations

NCPSA directory entries will be removed if:
• You request removal
• Your insurance or eligibility lapses
• You no longer operate in the area
• You choose to end your membership

8. Changes to This Privacy Policy

We may update this privacy policy from time to time. We will notify you of any changes by posting the updated policy on our website. Your continued use of our services, or participation in the NCPSA, constitutes acceptance of the updated policy.

9. Contact Us

If you have any questions about this privacy policy or our practices, please contact:

Hound & Hoof
eleanor@houndandhoofcare.co.uk
+447917 508848