KennelPass is operated by Omnigate Digital Ltd, company number 17116124, registered with the Information Commissioner's Office (ICO) under ZC115525. Contact: support@kennelpass.co.uk.
This policy explains how we handle personal information. It covers four groups of people — find yours below.
What KennelPass is
KennelPass is a record-management tool for licensed dog day care, home boarding and boarding kennel businesses. It is not a veterinary service, a licensing authority, a government database, or an official verification system. We do not verify that records or documents provided by pet owners are genuine, current or medically accurate — final acceptance decisions about any dog remain with the business using KennelPass.
Owner-provided records: pet owners send documents (typically a photograph of a vaccination card) to their provider through a KennelPass upload link. The document goes only to that provider's account, where staff review it and decide whether to accept, reject or request a replacement. KennelPass records that decision; it does not make it.
Data we store: business user accounts and profiles; pet owner contact records; dog records; vaccination and treatment records; uploaded documents; audit logs of actions taken in an account; support messages and attachments; and billing metadata (plan, subscription status, Stripe customer and subscription identifiers — never card numbers).
1. If you run a business that uses KennelPass
What we collect: your name, email, password (stored hashed), business details (name, type, council, licence number and expiry, star rating, registered vet details), billing information via Stripe (we never see or store full card numbers), and usage records (audit log of actions in your account, email sending logs).
Why (lawful basis): to provide the service you've contracted for (contract); to bill you (contract); to secure the service and keep audit records (legitimate interests); to send service emails such as reminders you've configured, trial and billing notices (contract). We do not send marketing emails unless you opt in, and you can withdraw at any time.
How long: for the life of your account, then per the retention timelines in our Terms — 90 days read-only after a plan ends or after you close your account, then permanent deletion. Billing records are kept as required by tax law (typically 6 years) by us and Stripe.
2. If you are a pet owner whose dog stays with a KennelPass business
Your boarding, day care or kennel provider uses KennelPass to store records about you and your dog. They are the data controller — they decide what is collected and why; we process it on their instructions. Questions or requests about your data (access, correction, deletion) should go first to your provider; we help them respond.
What is stored: your name and contact details as your provider enters them; your dog's details (name, breed, date of birth, microchip number); documents you upload through a KennelPass link — typically a photograph of a vaccination card, which may show your name, address and vet's details; and care records your provider keeps (daily checks, medication, feeding).
Upload links: when your provider sends you an upload link, the page collects only the document and dates you enter. Links expire after 14 days or first use. Your document goes only to your provider's account — no public access, no account or app required from you.
Reminder emails: if your provider enables them, KennelPass emails you on their behalf when a document is close to expiry. Ask your provider to turn these off if you don't want them.
3. If you apply to our founding pilot
We collect the details you submit (business name, your name, email, business type, council) to assess and contact you about the pilot — lawful basis: taking steps at your request before a contract. If you don't join, we delete your application within 6 months.
4. If you just visit kennelpass.co.uk
We collect minimal technical data necessary to serve and secure the site (see the Cookie Policy). We do not run advertising trackers.
Where your data lives and who touches it
Data is hosted in the UK/EU. We use a small set of service providers ("sub-processors") under contract: Lovable Cloud / Supabase (application hosting, database, file storage, authentication), Lovable managed email infrastructure (delivery of transactional and reminder emails), and Stripe (payments). Where a provider transfers data outside the UK, UK-approved safeguards apply (adequacy decisions or the UK IDTA/Addendum). We never sell personal data.
Security
Encryption in transit and at rest; strict per-business access isolation enforced at the database level; private file storage accessible only via short-lived signed links; daily backups; an append-only audit log; and rate-limited public endpoints. No system is perfectly secure, but we treat this data as what it is — information about people and their animals held for regulatory purposes.
Your rights
Under UK GDPR you can ask for access to your data, correction, deletion, restriction, portability, and to object to processing based on legitimate interests. Email support@kennelpass.co.uk — we respond within one month. If we are only the processor for your data (pet owners — section 2), we will pass your request to your provider and help them answer it. You also have the right to complain to the ICO (ico.org.uk), though we'd appreciate the chance to resolve things first.
Children
KennelPass is a business tool and not directed at children. We do not knowingly collect children's data.
Changes
We'll post updates here and, for material changes, email account holders with at least 30 days' notice.