Privacy Policy

1. Introduction

VetVoyage ("we", "us", or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, process, and protect your personal information when you use our pet travel certification services.

We operate in compliance with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Privacy and Electronic Communications Regulations (PECR)

2. Information We Collect

We collect information necessary to provide our pet travel certification services:

3. Legal Basis for Processing

We process your personal data under the following legal bases:

Contract Performance (Article 6(1)(b) GDPR)

Processing is necessary for the performance of our pet travel certification contract with you.

Legitimate Interests (Article 6(1)(f) GDPR)

We have legitimate interests in:

• Providing efficient customer service
• Maintaining business records for regulatory compliance
• Preventing fraud and ensuring payment security

Legal Obligation (Article 6(1)(c) GDPR)

Compliance with UK and international animal health regulations.

Consent (Article 6(1)(a) GDPR)

For marketing communications and non-essential cookies (where applicable).

4. How We Use Your Information

We use your personal information to:

• Process certification requests: Review applications, coordinate with veterinarians
• Issue health certificates: Prepare official documentation for pet travel
• Communicate with you: Send confirmations, updates, and important notices
• Process payments: Handle secure payment processing via Stripe
• Comply with regulations: Meet UK and international animal health requirements
• Improve our services: Analyze service quality and customer satisfaction
• Provide customer support: Respond to inquiries and resolve issues

5. Data Sharing and Disclosure

We may share your information with:

Service Providers

• Stripe: Secure payment processing
• Email services: Communication delivery
• Cloud hosting: Secure data storage and processing

Regulatory Authorities

UK government authorities and international veterinary organizations as required for pet travel certification.

Legal Requirements

When required by law, court order, or to protect our legal rights.

6. Data Security

We implement comprehensive security measures:

• Encryption: All data in transit and at rest is encrypted
• Access controls: Strict access limitations to authorized personnel only
• Regular backups: Automated secure backup procedures
• Security monitoring: Continuous monitoring for threats and vulnerabilities
• Staff training: Regular data protection and security training
• Incident response: Established procedures for data breach response

7. Data Retention

We retain your personal data for as long as necessary:

• Active requests: Until completion of certification process
• Completed requests: 7 years for regulatory compliance
• Payment records: 7 years for accounting and tax purposes
• Marketing data: Until you withdraw consent

After retention periods expire, data is securely deleted or anonymized.

8. Your Rights Under GDPR

9. Cookies and Tracking

We use minimal cookies for essential website functionality:

• Essential cookies: Required for website operation (no consent required)
• Session cookies: Maintain your session during form completion
• Security cookies: Protect against fraud and unauthorized access

We do NOT use tracking cookies, analytics cookies, or advertising cookies without your explicit consent.

10. International Transfers

Your data may be processed in countries outside the UK:

• Cloud hosting services may store data in secure facilities within the EU/EEA
• All transfers comply with GDPR adequacy decisions or appropriate safeguards
• We ensure equivalent protection through standard contractual clauses

11. Children's Privacy

Our services are not directed to children under 16. We do not knowingly collect personal information from children under 16 without parental consent.

12. Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated "Last Modified" date. For significant changes, we will notify you via email.

13. Contact Information

14. Data Processing Records

As required by GDPR Article 30, we maintain detailed records of our data processing activities. These records include:

• Purposes of processing
• Categories of data subjects
• Categories of personal data
• Recipients of personal data
• Data retention periods
• Security measures implemented

These records are available for inspection by supervisory authorities upon request.