Privacy Notice

Who we are 

In this notice, 'we', 'us' and 'our' refer to Selborne Grooming.

Selborne Grooming is an in-home dog grooming service run by Nicole Holtsmark as a sole trader. We are the controller of the personal information described in this notice, which means we decide how it is used and are responsible for looking after it. 

Questions? Email contact@selbornegrooming.co.uk.

What information we collect 

We collect the information you give us through our Enquiry and New Customer forms, by phone, by email, or in person.

About you: your name, phone number(s) and email address; the address and postcode where the grooming will take place, and any parking or access details; who else lives in the home (for example, children or other pets) and whether someone will be home during the groom; an emergency contact's name and phone number; your preferred days and times; your choices about marketing emails and filming, and your Instagram handle if you give it; records of your appointments, what you paid, and our messages with you.

About your dog: name, breed, age, sex, weight, behaviour during grooming, health issues, allergies and medication, treat preferences, styling preferences, vet practice details, and our notes from each groom. Information about your dog is not personal information under data protection law, but we look after it with the same care.

About other people: if you give us an emergency contact's details, please let them know you have done so and point them to this notice.

Cookies and website analytics: our website uses Google Analytics to understand how visitors use the site, such as which pages are viewed and roughly where visitors are. It only runs if you click "Accept" on the cookie banner. Google processes this information on our behalf, and we do not use it to identify you. You can change your choice at any time by clearing cookies in your browser.

How we use it, and our legal basis 

UK data protection law says we need a lawful basis for each use of your information.

• Deciding whether we can groom your dog, and replying to your enquiry: Steps you have asked us to take before entering a contract

• Booking, confirming and carrying out grooms, and taking payment: Contract

• Keeping groom notes and health information so we can groom your dog safely: Contract

• Contacting your emergency contact or vet if we cannot reach you, or if your dog needs urgent care: Legitimate interests (your dog's welfare and safety)

• Keeping business and tax records: Legal obligation

• Sending marketing emails: Consent

• Website analytics: Consent

• Filming or photographing the groom for social media: Consent

We do not sell your information, and we do not use it to make automated decisions about you.

Photos, videos and social media 

We only film or photograph a groom for our social media if you have said yes on our New Customer form. We aim to show your dog, not you, your family or your home, and we will not post your address or anything that identifies where you live. We only tag you if you have given us your Instagram handle. You can change your mind at any time by contacting us. We will stop filming future grooms and remove posts showing your dog from our own accounts, although we cannot control copies other people have already shared.

Marketing emails 

We only send you emails about offers and promotions if you have opted in. Everyone receives emails and messages about their own appointments, as these are part of the service. Every marketing email includes a way to unsubscribe, or you can contact us at any time to stop them.

Who we share it with, and where it is stored 

We only share your information where we need to: with Google, which provides our email, forms, website analytics and record keeping.  Google processes the information on our behalf and only as we instruct (some may be stored on servers outside the UK; where that happens, Google uses the safeguards UK law requires); with your vet or emergency contact, if we cannot reach you or your dog needs urgent care; with our payment provider, to take payment; with our accountant, for tax and bookkeeping; and with authorities such as HMRC, if the law requires it. We keep paper notes to a minimum, and anything on paper is stored securely and shredded when no longer needed.

How long we keep it

• Enquiries that do not lead to a booking: 12 months after the enquiry

• Customer and dog records, including groom notes: while you are a customer, then 2 years after your last groom

• Payment and tax records: at least 5 years after the 31 January tax return deadline for that year, as HMRC requires

• Marketing choices: until you change them, plus a record that you opted out so we do not email you again

• Social media posts: until you ask us to remove them.

After that, we delete it or securely destroy it.

Your rights 

You have the right to ask for a copy of the information we hold about you; ask us to correct anything that is wrong or incomplete; ask us to delete your information, unless we need to keep it by law; ask us to limit how we use it, or object to how we use it; withdraw your consent for marketing or filming at any time; and ask for your information in a format you can take elsewhere. To use any of these rights, contact us using the details above. We will reply within one month, and there is normally no charge.

If you are unhappy with how we have handled your information, please tell us first so we can try to put it right. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint, on 0303 123 1113, or by post to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Changes to this notice 

We may update this notice from time to time. The latest version will always be on our website, and we will tell you directly about any significant change.