Privacy Policy
Last updated: 17 October 2026
This policy explains what information we keep about you and your dog when you use your online account, why we keep it, and what your rights are. We have written it in plain English.
Who we are
Outwood Bark & Board is a home dog boarding business in Outwood, Wakefield. We are the "data controller", which means we are responsible for your information.
- Email: [email protected]
- Phone: 07301 067675
What we collect
When you create an account and use it, we keep:
- your name, email address, home address and telephone number
- the name and telephone number of your emergency contact, and how they are related to you
- your password, stored in a scrambled form that we cannot read
- your dog's details: name, sex, breed, month and year of birth, whether they are neutered or spayed, and their microchip number
- your dog's health and care details: medical conditions, medication, allergies, what and how they are fed, and their exercise and enrichment routine at home
- your vet's practice name, phone number, email address and address, and your dog's insurance provider and policy number
- a photo of your dog
- the consents you give us about your dog's stay (for example, mixing with other dogs), with the date and time you ticked each one
- whether your dog has completed a trial stay, and the date (we fill this in)
- any notes you choose to add
- the vaccination card you upload (a photo or PDF), the date the vaccination was given and the date the next booster is due
- whether your upload has been checked and accepted
- the date and time you accepted this Privacy Policy and each version of our Terms and Conditions
- the date you last logged in or uploaded a card
- a record of the reminder emails we have sent you
- when you book a stay: the details you give in our booking form
To keep accounts secure, we also briefly keep a count of log-in attempts, which includes the internet address (IP address) the attempt came from.
Why we collect it
We only use your information to care for your dog and to run your bookings. We cannot board a dog unless its vaccinations are up to date, and we need to know about its health, feeding and routine to look after it properly. We use your information to:
- look after your dog safely while they are with us, including feeding, medication, exercise and any medical or mobility needs
- contact you, your emergency contact or your vet if your dog is unwell or there is an emergency during a stay
- recognise your dog (the photo), and keep a printed profile card for each guest during their stay
- prepare your booking confirmation
- check that your dog's vaccinations are up to date before a stay
- send you one email when you create your account, asking you to confirm your email address
- send you email reminders before your dog's next booster is due, and to tell you if the record has expired
- contact you about your dog's vaccination record if we need to
- let you log in and reset your password
Reminder emails are part of this service. They are not marketing, and we do not use your details for marketing.
The law says we must have a reason (a "lawful basis") for using your information. Ours are:
- Performance of a contract: to provide the boarding you have booked, to care for your dog during their stay, and to check your dog's vaccinations as our Terms and Conditions require.
- Legitimate interests: to send you vaccination reminder emails, so your dog's record does not run out before a stay.
Who can see it
- You can see your own details, your dogs, their photos and the cards you have uploaded. No other customer can see them.
- Adam at Outwood Bark & Board can see your details, your dogs' details and photos, your consents and your vaccination cards, so he can care for your dog and check the cards.
- Tandemly, who built and look after this system for us, can access it only when needed to keep it working.
We do not sell your information or share it with anyone for their own use.
Companies that help us run the service
These companies store or handle your information on our behalf, and only on our instructions:
- Cloudflare: hosting and storage. It runs the website, the database that holds your account and your dog's details, the secure storage for your dog's photo and vaccination cards, and the security check on sign-up.
- GoHighLevel: sends our emails (reminders, and account emails such as password resets). To do this it receives your name, your email address, your dog's name and the due date. It does not receive your address, your dog's health details or their photo.
- JotForm: provides our booking form. The details you enter in the booking form are held in JotForm, not in your online account.
- Tandemly: built this system and maintains it for us.
Some of these companies may process information outside the UK. Where they do, it is done under appropriate safeguards.
How long we keep it
- We keep your account until 2 years after you last logged in or uploaded a card. After that, Adam reviews it and deletes it.
- When a new vaccination card is accepted, the old record and its file are permanently deleted.
- If an upload is not accepted, its file is deleted.
- You can remove a dog from your account at any time. This deletes that dog's record and file.
- Backup copies are kept securely for up to 8 weeks, in case something is deleted by mistake, and are then deleted.
- Booking form details held in JotForm follow the same rule as above: kept for 2 years, then reviewed and deleted.
Cookies
This website uses one cookie, and only if you log in. We do not use advertising, analytics or tracking cookies, so there is no cookie pop-up.
- Login cookie (called
__Host-obb_session): keeps you logged in to your account. It is set when you log in or create an account and is removed when you log out. Otherwise it lasts up to 30 days. It is strictly necessary for your account to work.
A few things on this website are loaded from other companies, because the website cannot work without them:
- Security check (Cloudflare Turnstile): when you create an account or ask for a password reset, a small "are you a person?" check runs to stop automated misuse. It is provided by Cloudflare, which sees your internet address (IP address) and some technical details about your browser to do this. It does not set a cookie on our website and is not used for advertising.
- Booking form (JotForm): the form on our Book a stay page is loaded from JotForm. JotForm receives your internet address and the details you type into the form. When we checked, opening the form did not set any cookies.
Everything else, including the fonts and photos, comes from our own website. The Facebook, Instagram and WhatsApp links are ordinary links: nothing is loaded from them unless you tap them. Tapping a WhatsApp link opens WhatsApp, which is run by Meta.
Your rights
You can ask us for a copy of the information we hold about you, ask us to correct it, or ask us to delete it. You can also change your own details and your dog's details in your account at any time.
To make a request, please write to us at [email protected].
If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk (opens in a new tab).
Changes to this policy
If we change this policy, the latest version will always be on this page.