Privacy Notice

Information we request

The initial inquiry asks for your email, preferred dates, number of dogs, dog names, breeds and age ranges. Your first name, mobile number and a short message are optional. Please leave out medical records, payment details, home addresses and other sensitive information.

If we agree to continue, we will separately explain what care instructions, vaccination records, veterinary clearance, veterinarian or emergency-contact details, and signed agreements are needed for the proposed stay. Please provide only relevant information and keep it current.

How we use information

We use information to discuss availability and suitability, arrange and provide agreed care, contact you about your dog, and maintain relevant care records. If you provide a mobile number, we may contact you by text about your inquiry or your dog's care; it is not used for marketing messages.

Offline records and returning visits

We retain customer care records offline to support consistent care and make repeat visits easier. This reduces the need to complete the same information or resend vaccination records that are still current. We may request updated information or documents when needed.

We keep relevant customer care records while you are an active or returning customer, or while they are reasonably needed to support future visits. We review retained records periodically and securely delete information that is no longer needed. You may also request deletion at any time.

Inquiries that do not lead to care will be kept only as long as reasonably needed to respond and close the inquiry.

Online services and other copies

Offline recordkeeping does not mean information never goes online. Website inquiries pass through Cloudflare for email delivery to our Gmail inbox. Email providers and the mailbox may retain copies. Agreements sent through DocuSign are also processed by that service.

Our website, security and communication services may process technical information such as IP addresses, browser details and request information. Their processing and retention depend on the services and settings used. We do not describe ordinary email as end-to-end encrypted or promise that every copy exists only in our offline records.

Cookies and similar technologies

Website security, verification and performance services may use cookies or similar technologies. Browser settings may limit cookies, but some website features may be affected.

Corrections and deletion

You may ask us to correct or delete your customer records by emailing hello@kodomosquare.com. We will use reasonable steps to confirm that the request relates to your records before acting. Please do not send identity documents, vaccination records or other sensitive documents with your initial email.

We will delete customer records under our control on request, except for information we reasonably need to complete a current service, resolve an active issue or meet a legal obligation. Deleting an offline record does not automatically delete email, signed-document, backup or service-provider copies. We will explain the scope of the deletion, any limitations and what remains when responding. Deleting care records may mean providing necessary information again before a future stay.

Contact

For privacy questions or a record request, contact KodomoSquare at hello@kodomosquare.com.