Privacy Policy

The short version

• We hold this information to run the product, and for nothing else.
• We do not sell it. We do not advertise to pet owners and we do not share salon customer lists with anybody.
• A salon’s customer records belong to that salon. We hold them on its behalf and only the people it signs in can see them.
• Vaccination records are not deleted when a salon stops paying.

Who decides what is held

For a salon’s own account — the business name and address, staff names and email addresses, sign-in details, and the record of the subscription — we decide what is held and why.

For a salon’s customers — the pet owner’s name, phone number and email, their animals, and the vaccination documents and dates — the salon decides. We hold it on their behalf to provide the service. If you are a pet owner and want to see, correct or remove what is held about you, ask the salon that grooms your animal: it is their record and their decision. They can reach us if they need help doing it.

What we hold

• Salon and staff: business name, address, phone, license details, staff names, email addresses and roles, and a one-way hash of each password — never the password itself.
• Pet owners: name, phone number, email address if given, and their animals’ names, species and breed.
• Vaccination documents: the photographs and files sent in, and the dates and details recorded from them.
• Signed permissions: where a pet owner signs a records release, the exact wording they were shown, their typed signature, the time, and the network address it came from — that last one is what makes an electronic signature evidence.
• Billing: the subscription’s status and history. We never see or store card numbers — payments are handled by Square, and the card details go to them, not to us.
• Service records: an audit trail of who changed what, and technical logs. These are what let us answer “who approved that record?” months later.

Who else touches it

Only where the product needs it to work:

• Square — payments and card details. We receive the fact that a payment happened, never the card.
• Anthropic — where a salon switches on automatic document reading, the uploaded document is sent to Anthropic’s API to be read, and the suggestion comes back for a person to approve. A salon that would rather not can leave that switched off and type the dates by hand; the product works exactly as well.
• Our email provider — to deliver reminders and the copies of signed permissions.
• Our hosting provider — the servers and backups the product runs on.

We do not share information with anybody else, except where the law requires it, or where it is necessary to establish or defend a legal claim.

How long it is kept

• Vaccination records and signed permissions: kept. They are paperwork a salon is required to keep, and a signed permission is evidence of consent. They survive a cancelled subscription — the account becomes read-only, and the records stay.
• Customer upload and signing links expire on their own, usually within a fortnight, and can be cancelled sooner by the salon.
• Backups are kept on a rolling basis and age out, so something removed may sit in a backup for a short period afterwards.
• A salon can ask us in writing to delete its account and everything in it, and we will. That is the salon’s decision and it cannot be undone.

Keeping it safe

• Everything travels over an encrypted connection.
• Passwords are stored as one-way hashes; nobody here can read one, including us.
• Each salon’s data is fenced from every other salon’s at the database layer, not merely hidden on a screen.
• The links sent to pet owners carry a key in the address, expire, and tell search engines to ignore them.
• No system is perfectly secure. If a breach affects your information we will tell you and, where the law requires it, the relevant authority.

Children

This product is for businesses. It is not directed at children and we do not knowingly collect information from anyone under 13.

Your choices

• Salons: you can see and change almost everything from Settings, export your records at any time, and cancel from the Subscription screen. To ask about anything else, write to hello@petvaxrecords.com.
• Pet owners: ask your groomer. They hold the record and they can change or remove it. If they need help, they know how to reach us.
• Depending on where you live you may have specific rights over your information — to see it, correct it, or have it deleted. We honor those requests through the salon whose record it is.

Changes

If this notice changes in a way that matters, we will tell salons by email before it takes effect.