Privacy notice

DogBoarder is operated by PromptWorks AI Ltd (“we”), a private limited company registered in England and Wales under company number 17305850, with its registered office at 66 Paul Street, London, England, EC2A 4NA. We are registered with the Information Commissioner's Office under registration reference ZC229196. You can reach us at hello@dogboarder.uk. This notice explains what we do with personal data. It is written to be read, not to be survived.

Two different relationships

This matters more than anything else on the page, so it comes first.

When you sign up to use DogBoarder, we are the data controller for your own details — your name, your email address, your billing information. We decide what to do with those and this notice tells you what that is.

When you put your clients' details into DogBoarder — owners' names, addresses, phone numbers, key-safe codes, their dogs' records — you are the data controller and we are your processor. Those records are yours. We only act on your instructions, we do not decide what to do with them, and we do not use them for our own purposes. Your clients' questions about their data are for you to answer, and we will help you answer them. Our data processing agreement sets that relationship out in full and applies to every organisation account automatically.

What we hold about you

• Account details — your email address, your name if you give it, the organisation you belong to and your role in it.
• Sign-in records — when you signed in and from which sign-in method. We never hold a password, because we never ask for one.
• Billing details — your subscription plan and status, and your billing address. Card details are handled entirely by Stripe; we never see or store them.
• Support correspondence — if you email us, we keep the email.
• Pilot and waitlist applications — what you put in the application form, if you send one. The section on applications below sets out exactly what that is and how long we keep it.
• Technical records — error reports and operational logs. These are scrubbed of personal data before they leave our servers.

Why we hold it, and our basis

• To provide the service you have signed up for, and to bill you for it — performance of a contract.
• To keep the service secure, working and free of abuse, and to answer your support questions — our legitimate interests in running a functioning product, which we have weighed against your interests.
• To meet our own legal and accounting obligations — legal obligation.
• To send you occasional product email you have asked for — consent, which you can withdraw at any time. We do not send marketing you did not ask for.

Where it is stored

Records are held in a Postgres database in London, uploaded files in Cloudflare R2 under EU jurisdiction, and the application runs in EU West. Error monitoring goes to Sentry's EU ingest, with personal data stripped before anything is sent.

Transactional email is the one exception to that picture, so it gets its own paragraph. We send email through Resend, which dispatches it from Ireland but stores message content, metadata and delivery logs in the United States whatever sending region is chosen. That means the address a sign-in link went to, and the text of a booking reminder — which can name a dog and list what is missing from its profile — sit on a server in the United States. The transfer is covered by the UK Addendum to the EU Standard Contractual Clauses in Resend's data processing agreement and by Resend's participation in the EU-U.S. Data Privacy Framework, UK extension. The security and data residency page sets out the detail.

Who else sees it

Only the suppliers we need to run the service, and only what they need. The full list — who, what for, where, and under what transfer safeguard — is our subprocessor list, and we give at least 14 days' notice by email before adding to it or changing it. In short: Neon and Railway (hosting), Cloudflare (file storage, network, and cookie-free analytics on the public pages), Stripe (payments — a controller in its own right for card data), Resend (email delivery — the one supplier that stores data in the United States, as above), and Sentry (error monitoring). If you sign in with Google or Microsoft, that provider handles the sign-in as a controller in its own right, and only because you chose it.

If an administrator adds the private DogBoarder booking-calendar link to Google Calendar, Outlook, Apple Calendar or another calendar service, that chosen service will fetch the booking entries in the feed: dog and owner names, service, status, and arrival and collection times. The calendar provider handles that copy under its own privacy terms. DogBoarder does not sign in to, read or change the administrator's calendar or inbox. The administrator can replace or revoke the private link at any time in Settings. We do not sell personal data to anyone, and we do not use your data or your clients' data to train machine-learning models.

We may disclose data where the law requires it. If we are ever asked to hand over customer records, we will tell you unless we are legally prohibited from doing so.

How long we keep it

Records created in the product are kept for at least three years, because that is the statutory retention floor for licensed animal activity records — this is enforced in the system, not just promised here. Deletion is soft first, so a mistake is recoverable, and the permanent purge only runs once both the three-year floor and a 30-day grace period have passed.

Your own account details are kept while your account is open and for a reasonable period afterwards, and billing records for the six years our own accounting obligations require. The audit trail — who did what, and when — is not purged, because it is the evidence that records existed and were handled properly.

Pilot and waitlist applications

If you apply for the founding pilot, or join the Kennel plan waitlist, on our pilot page, we collect your name, your business name, your email address, your local authority if you give it, your licence status, which plan you are interested in, and anything you write in the message box. We also record when you applied and, if you apply again, when you last did. If you registered interest with just an email address on an earlier version of this site, we hold that address on the same terms.

We use it to reply to you, to choose who takes part in the pilot and, for the waitlist, to tell you when the Kennel plan is available. Our basis is steps taken at your request before entering into a contract (UK GDPR Article 6(1)(b)): you are asking to join something we would then agree with you.

Your application is stored in our Postgres database in London. When it arrives, a copy of what you submitted is emailed through Resend to our team address, hello@dogboarder.uk. That copy is transactional email, so it is stored in the United States as described under “Where it is stored” above. In our mailbox it is kept like any other email you send us: see “Support correspondence” under “What we hold about you”.

Applications are deleted 12 months after they were made unless you open a DogBoarder account, in which case we keep it while that account is open. If you apply again, the 12 months run from your latest application, so a place on the Kennel plan waitlist lasts 12 months and applying again renews it. The deletion runs automatically in our database every day; the emailed copy is kept as described above.

Your rights

You have the right to ask for a copy of your personal data, to have it corrected, to have it erased, to restrict or object to how we use it, and to have it provided in a portable form. Where we rely on consent you can withdraw it at any time.

If you administer an organisation you do not need to ask us for a copy: you can download everything the organisation holds — every record, as CSV and JSON in one zip — from Settings at any time, including while the account is read-only. Key-safe codes and access instructions are left out of every export by design; uploaded files are listed with their fingerprints and remain individually downloadable in the app.

One honest limit: an erasure request cannot remove the minimum statutory register fields, because those are records the law requires to be kept. We will erase everything else and tell you exactly what remained and why.

Ask us at hello@dogboarder.uk. We will respond within one month. If you are not happy with how we have handled it, you can complain to the Information Commissioner's Office at ico.org.uk — though we would rather you gave us the chance to put it right first.

Cookies and analytics

We set one cookie to keep you signed in, and one short-lived cookie during sign-in with Google or Microsoft. Both are strictly necessary for the service to work, so we do not ask for consent for them. We do not use advertising or cross-site tracking cookies.

The public pages of this website may use Cloudflare Web Analytics, which sets no cookies and does not identify visitors. The signed-in application has no analytics at all.

Changes

If we change this notice in a way that matters, we will tell account holders by email rather than quietly changing the date at the top.