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Privacy Policy

Last updated: 28 May 2025

1. Who We Are

Pro K9 Ltd ("we", "us", "our") is the data controller responsible for your personal data. We are registered in England and Wales.

  • Website: prok9.co.uk
  • Email: info@prok9.co.uk
  • VAT Number: 484352867

2. What Data We Collect

We may collect and process the following personal data:

Information you provide directly:

  • Name, email address, phone number and message content when you submit a contact form or enquiry
  • Name, email, billing/shipping address, phone number and payment details when you make a purchase
  • Account information (email, password) when you create an account
  • WhatsApp messages and videos you send us for dog training inductions

Information collected automatically:

  • IP address, browser type, operating system, referring URL
  • Pages visited, time spent on site, and browsing actions
  • Cookies and similar technologies (see our Cookie Policy)

3. How We Use Your Data

We use your personal data for the following purposes:

  • To fulfil orders — processing payments, delivering products and services, and managing your account (legal basis: contract performance)
  • To respond to enquiries — replying to your contact form submissions and messages (legal basis: legitimate interest)
  • To provide dog training services — reviewing induction videos and providing training consultations (legal basis: contract performance)
  • To improve our website — analysing how visitors use our site to improve functionality and content (legal basis: legitimate interest)
  • To send transactional emails — order confirmations, shipping updates, and account notifications (legal basis: contract performance)

4. Legal Basis for Processing

Under UK GDPR, we rely on the following legal bases:

  • Consent — where you have given clear consent for us to process your personal data for a specific purpose (e.g. contact form consent checkbox)
  • Contract — where processing is necessary for the performance of a contract with you (e.g. fulfilling your order)
  • Legitimate interest — where processing is necessary for our legitimate interests and does not override your rights (e.g. website analytics, fraud prevention)
  • Legal obligation — where processing is necessary to comply with the law (e.g. tax records)

5. Who We Share Your Data With

We may share your personal data with the following third parties:

  • Stripe — payment processing (see Stripe Privacy Policy)
  • Fasthosts — website hosting and email services
  • Royal Mail / couriers — order fulfilment and delivery
  • HMRC — as required by law for tax purposes

We do not sell your personal data to any third parties.

6. Data Retention

We retain your personal data only for as long as necessary:

  • Order data: 6 years (as required by HMRC for tax records)
  • Contact form enquiries: 12 months, then deleted
  • Account data: until you request deletion
  • Cookie data: see our Cookie Policy

7. Your Rights

Under UK GDPR, you have the following rights:

  • Right of access — request a copy of the personal data we hold about you
  • Right to rectification — request correction of inaccurate or incomplete data
  • Right to erasure — request deletion of your personal data ("right to be forgotten")
  • Right to restrict processing — request that we limit how we use your data
  • Right to data portability — request your data in a machine-readable format
  • Right to object — object to processing based on legitimate interests
  • Right to withdraw consent — where we rely on consent, you can withdraw it at any time

To exercise any of these rights, please contact us at info@prok9.co.uk. We will respond within one month.

8. Data Security

We take appropriate technical and organisational measures to protect your personal data, including:

  • SSL/TLS encryption on all pages
  • Secure payment processing via Stripe (PCI DSS compliant)
  • Regular security updates to our website and hosting
  • Restricted access to personal data on a need-to-know basis

9. International Transfers

Your data is primarily stored within the UK/EEA. Where data is processed outside the UK (e.g. by Stripe in the US), appropriate safeguards are in place such as Standard Contractual Clauses.

10. Children's Privacy

Our services are not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

11. Complaints

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

12. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated "last updated" date. We encourage you to review this policy periodically.

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