Terms of Service

1. What KennelPass is — and is not

We help you keep licence records organised. We are not the council, a vet, or a guarantee.

KennelPass is a record-management tool for licensed dog day care, home boarding and boarding kennel businesses. It helps you collect, store, track and export records relevant to your licence conditions.

KennelPass is not: a veterinary service; a licensing authority; a government database; an official verification system; or legal advice. We do not verify that documents uploaded by pet owners are genuine or medically accurate. Final decisions about accepting a dog, and responsibility for complying with your licence conditions and the law, always remain with your business. Nothing in KennelPass guarantees any inspection outcome, star rating, or licence decision.

2. Your account

Keep your login safe; you're responsible for your team.

You must provide accurate business details and keep them updated. You are responsible for all activity under your account and your staff users' accounts, and for keeping login credentials confidential. You must be at least 18 and authorised to bind your business. One account per business; plans limit the number of staff users as described on the pricing page.

3. Plans, trial and payment

Founding pilot: free access, no card required.

• Trial: For accounts in the KennelPass Founding Pilot, access is granted via a pilot code; no payment card is required to sign up. For accounts outside the pilot, a 14-day free trial is provided; a payment card is required, and you will not be charged until the trial ends unless you subscribe sooner.
• Plans: Starter (£19/month — up to 30 active dogs, 1 user) and Pro (£39/month — unlimited dogs, up to 5 users). Prices include VAT where applicable and may change with at least 30 days' notice; changes apply from your next billing cycle.
• Payment is taken monthly in advance by card via Stripe. If payment fails we will retry; continued failure moves your account to read-only (section 6).
• Cancellation: you can cancel anytime via the billing portal. Cancellation takes effect at the end of the paid period. We do not offer partial-month refunds, except where required by law.

4. Your data and your responsibilities

Your records are yours. Tell your customers you use KennelPass, and only upload data you're allowed to.

You own the records you and your customers upload. You grant us permission to host, process, back up and display them solely to provide the service.

You are responsible for: telling your customers (pet owners) that you use KennelPass to store their details and their pets' records; only uploading data you are entitled to hold; the accuracy of records; and reviewing owner-submitted documents before relying on them. You must not upload unlawful content, malware, or data about people that you have no business reason to hold.

5. Records retention

While your account is active, records stay at least 3 years, in line with licensing guidance.

While your subscription is active we retain your records for at least 3 years from creation, in line with statutory licensing guidance, unless you archive or your customers exercise legal deletion rights. Electronic records are backed up daily.

6. What happens if you stop paying, cancel, or close your account

Read-only for 90 days after your plan ends or after you close your account. Everything is deleted after that.

• Plan ends (cancelled, lapsed or failed payment): your account becomes read-only for 90 days — you can view and export everything, including the inspection pack, but cannot add or edit records. After 90 days we may contact you before final deletion.
• Account closure (Danger zone): closing your account locks it immediately in read-only mode. You retain access for 90 days to log in, view and export everything (including the inspection pack). After 90 days all data — database records and uploaded files — is permanently deleted. This cannot be undone. During the 90 days you may contact us to reactivate.

7. Service availability and changes

We aim for reliability but don't promise 100% uptime.

We provide KennelPass with reasonable skill and care but do not guarantee uninterrupted availability. We may update features, and will not materially reduce core functionality you pay for without reasonable notice. Scheduled maintenance will be outside UK business hours where practicable.

8. Liability

We're accountable, but our liability is capped, and we can't be liable for your licensing outcomes.

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot lawfully be limited.

Subject to that: we are not liable for indirect or consequential loss, loss of profits, or loss of business; we are not liable for licensing decisions, inspection outcomes, star ratings, or enforcement action by any authority — those depend on your business's overall compliance, not on record-keeping software; and our total liability in any 12-month period is capped at the amount you paid us in that period.

You are responsible for maintaining your own copies of documents critical to your business (the export exists for this reason).

9. Termination by us

We may suspend or terminate your account for material breach of these terms (with notice and an opportunity to remedy where reasonable), unlawful use, or non-payment. Section 6's read-only and deletion timelines then apply.

10. General

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. If any clause is found unenforceable, the rest stand. We may update these terms with at least 30 days' notice for material changes; continued use after that constitutes acceptance. Questions: support@kennelpass.co.uk.

D1. Roles and scope

For personal data about your customers (pet owners) and their pets' records that you or they upload into KennelPass, you are the controller and Omnigate Digital Ltd is the processor under UK GDPR. This DPA forms part of the Terms of Service.

(For your own account data — your business details, logins, billing — we are the controller; see the Privacy Policy.)

D2. What we process for you

• Data subjects: your customers (pet owners) and your staff.
• Data types: owner names, email addresses, phone numbers; dog details (name, breed, DOB, microchip number); uploaded documents including photographs of vaccination cards (which may show owner names, addresses and vet details); welfare, medication and feeding logs; audit and email logs.
• Purpose: providing the KennelPass service to you — storage, expiry tracking, reminder emails sent on your behalf, and inspection exports.
• Duration: the life of your subscription plus the read-only and deletion periods in section 6.

D3. Our commitments as your processor

We will: process your customers' data only on your documented instructions (using the service is your instruction); ensure staff with access are bound by confidentiality; implement appropriate technical and organisational measures — encryption in transit and at rest, row-level access controls isolating each business's data, private file storage with signed-URL access, daily backups, and an append-only audit log; notify you without undue delay after becoming aware of a personal data breach affecting your data, with enough information to meet your own obligations; assist you, so far as reasonable, with data-subject requests (access, deletion, portability) and with your security and impact-assessment obligations; and delete or return all your data at the end of the service per section 6, including files in storage.

D4. Sub-processors

You authorise these sub-processors, engaged under written terms no less protective:

We will give at least 30 days' notice before adding or replacing a sub-processor; if you reasonably object on data-protection grounds and we cannot accommodate you, you may cancel and export.

D5. International transfers

Data is hosted in the UK/EU. Where any sub-processor transfers personal data outside the UK, transfers rely on UK-approved safeguards (adequacy or the UK IDTA/Addendum to SCCs).

D6. Your obligations as controller

You confirm you have a lawful basis to hold your customers' data, that you will inform them KennelPass processes it on your behalf (a suggested line for your booking form: "We use KennelPass to securely store your details and your dog's records, including vaccination documents you provide."), and that data-subject requests from your customers are yours to answer — we will assist.