Privacy Notice

Last updated: 14 June 2026

This notice covers what personal data Animal Database UK collects, why, and how long we keep it. We act as a data controller for our own customer records and as a data processor for the records you (the customer) put into the platform about animals and staff.

1. Who we are

Animal Database UK is a trading style of Lloyd Digital UK Ltd, a company registered in England & Wales (company no. [COMPANY_NO]). Registered office: Falcon Lodge, Sedgwick Lane, Horsham, RH13 6QD. Contact: support@animaldatabaseuk.co.uk.

2. What we collect at sign-up

• Your name, login email, password (hashed, never stored in plain text)
• Your collection / company name, address, contact email and (optionally) phone
• Your card details — processed and stored by Stripe, not us. We see only the last four digits, the brand and the expiry date
• If you opt into the HR module: your job title, date of birth, start date and mobile (we ask you for these so we can also create your own staff record)
• Charity name and number if you tell us you're a registered charity

3. What we collect during use

• Records you create about animals, weighings, medical, feeding, training, etc.
• Records you create about staff (HR module), including documents you upload
• Operational logs — sign-ins, IP address, user agent, page-level audit rows
• Usage analytics — which pages get hit, how long, error rates — aggregated where possible

4. Why we hold it

To run the Service, take payment, send transactional emails (receipts, invoices, account notifications), provide support, comply with our legal obligations, and detect/respond to abuse or security incidents.

Legal basis: performance of our contract with you (most of it), legitimate interests (security, fraud prevention, improving the Service), legal obligation (accounting records, anti-fraud).

5. Who we share it with

• Stripe — processes your card payments. They see your card details, name, billing email and amount. Stripe's privacy notice.
• Hosting providers — our servers are with Plesk (Linode/Akamai infrastructure) in the UK and Fasthosts (Cheltenham, UK) for the marketing site. Both are GDPR-compliant.
• Email delivery — transactional emails go out via our SMTP provider. They temporarily process the recipient address and message content.
• Push / SMS — if you use mobile push (via the app) or SMS, Apple, Google or our SMS provider see the message body. We don't include personal data beyond what's needed for the notification.

We don't sell your data and we don't share it with marketers or analytics platforms (no Google Analytics, no Facebook pixel).

6. International transfers

Stripe may process data in the US under Standard Contractual Clauses. All other processing happens in the UK / EEA.

7. Retention

• Active account data — held while the account is active.
• Cancelled accounts — the account is locked once your subscription ends, and the data is retained for 90 days. During that window you can email support@animaldatabaseuk.co.uk to request a copy or to reactivate. After 90 days the data may be permanently deleted.
• Audit / log rows — retained for up to 7 years for accounting and regulatory reasons.
• Stripe payment records — retained by Stripe per their policy (typically 7+ years).

8. Your rights

You can ask us to:

• Show you what we hold about you (subject access request)
• Correct anything that's wrong
• Delete your account and your data (subject to the audit-row retention period above)
• Get a copy of your data — email support and we'll send you an export
• Stop processing for specific purposes (e.g. unsubscribe from marketing — though we don't currently send any marketing emails)
• Complain to the UK Information Commissioner's Office (ICO) — though we'd appreciate the chance to fix it first

Email support@animaldatabaseuk.co.uk to exercise any of these. We respond within 30 days as required by GDPR.

9. Security

All traffic is TLS-encrypted in transit. Passwords are hashed with bcrypt. Card details are tokenised at Stripe (we never store the raw PAN). Database backups are encrypted. Sign-in attempts are rate-limited. We log security-relevant events for review.

10. Cookies

We use functional cookies only — session cookie (so you stay signed in), preference cookies (sidebar collapse state, department filter, etc.), and one analytical cookie for distinguishing repeat visits. No advertising or cross-site tracking cookies.

11. Changes

If we materially change this notice, we'll email everyone with an account at least 14 days before the change takes effect.

12. Contact

support@animaldatabaseuk.co.uk. We aim to reply within two working days.