Privacy Policy

Last updated: 19 April 2026

This privacy policy explains how Pets on the Green collects, uses, stores and protects your personal information when you use our website, book a session, make a purchase, or contact us. We are committed to protecting your privacy and handling your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data Controller

The data controller responsible for your personal data is:

• Pets on the Green
• Operated by Tom O'Rourke and Ciera O'Rourke
• 4 Redvers Road, Warlingham, Surrey, CR6 9HN
• Email: ciera.rose@icloud.com
• Phone: 07748 656269

2. Information We Collect

We collect personal information that you provide directly to us when you:

• Book an animal handling session, party or event through our website or app
• Purchase products from our online shop
• Contact us via the website contact form, email or phone
• Leave a review or provide feedback
• Subscribe to updates or notifications via our app

This may include your name, email address, phone number, postal address, and any information you provide about medical conditions, allergies or accessibility needs relevant to your session. We do not collect or store your card or payment details — all payments are processed securely by our third-party payment provider (Stripe) and we only receive confirmation of the transaction.

For animal-assisted intervention (AAI) and EHCP-related sessions, we may collect additional information about the child's needs, school, local authority and relevant professionals. This is used solely to plan and deliver appropriate provision, and is handled with strict confidentiality.

3. How We Use Your Information

We use the information we collect to:

• Process and manage your bookings
• Take payment and issue refunds
• Communicate with you about your sessions, orders and enquiries
• Record session schedules in Google Calendar for operational purposes
• Send booking confirmations, reminders and updates
• Improve our website, services and customer experience
• Comply with legal and regulatory obligations

We will only send you marketing communications if you have given your explicit consent. You can opt out at any time.

4. Lawful Basis for Processing

We process your personal data on the following legal bases under the UK GDPR:

• Contract: To fulfil bookings and purchases you have made with us.
• Legitimate interests: To manage our business, improve our services, and respond to enquiries.
• Consent: For marketing communications and processing of any special category data (e.g. health information related to allergies or SEND needs).
• Legal obligation: To comply with tax, licensing and other regulatory requirements.

5. Data Sharing

We do not sell, trade or rent your personal information to third parties. We may share your data with:

• Payment processors (e.g. Stripe) to securely process transactions. Your card details are handled entirely by the payment processor and are never stored on our servers.
• Our booking system — a third-party platform integrated into our website. All booking data is stored in our own database.
• Google Calendar — session schedules are recorded for operational planning.
• Email services to send booking confirmations and communications.

All third-party services we use are required to handle your data securely and in accordance with data protection law.

6. Data Retention

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

• Booking and customer data: Retained for up to 3 years after your last session or purchase, unless a longer period is required for tax or legal purposes.
• Financial records: Retained for 6 years as required by HMRC.
• AAI/EHCP records: Retained for the duration of the provision plus 3 years, or as required by the commissioning body.
• Contact form enquiries: Retained for up to 12 months.

After these periods, your data will be securely deleted.

7. Cookies

Our website uses cookies to improve your experience and help us understand how the site is used.

• Essential cookies: Required for the website and booking system to function (e.g. session management, shopping basket).
• Analytics cookies: We use Google Analytics (via MonsterInsights) to collect anonymised data about how visitors use our site — pages visited, time spent, and traffic sources. This helps us improve the website. No personally identifiable information is collected by analytics cookies.
• WooCommerce cookies: Used to manage your shopping basket and checkout process.

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the website.

8. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

• Right of access: Request a copy of the data we hold about you.
• Right to rectification: Ask us to correct inaccurate or incomplete data.
• Right to erasure: Request that we delete your personal data (where there is no legal reason for us to keep it).
• Right to restrict processing: Ask us to limit how we use your data.
• Right to data portability: Request your data in a structured, machine-readable format.
• Right to object: Object to processing based on legitimate interests or for marketing purposes.
• 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 ciera.rose@icloud.com. We will respond within one month.

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Phone: 0303 123 1113

9. Children's Data

We may collect limited information about children attending our sessions, typically their first name, age and any relevant medical or allergy information provided by their parent or guardian. This information is collected with parental consent and used solely to ensure a safe and enjoyable experience.

For AAI and EHCP sessions, additional information may be shared by schools, local authorities or parents. This data is treated as confidential and used only for the purpose of delivering and reporting on the agreed provision.

10. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction or alteration. This includes secure hosting, encrypted payment processing, and restricted access to personal data.

11. Artificial Intelligence & Automated Tools

Pets on the Green uses artificial intelligence (AI) tools, including services provided by Anthropic, to support internal operations related to our Animal-Assisted Intervention (AAI) and SEND provision. AI tools are used solely within our AAI service — they are not used for private handling sessions, birthday parties, events or any other part of the business.

We take the protection of Personally Identifiable Information (PII) extremely seriously. Before any data is processed by AI tools, it passes through our advanced custom PII filtering system. This system is designed to identify and remove sensitive information including but not limited to:

• Client names, parent names and sibling names
• Children's personal details
• SEND-related information, diagnoses and conditions
• Local authority (LA) details and EHCP content
• Contact details such as email addresses, phone numbers and home addresses
• Any other information that could identify an individual

All data is checked and manually approved before any AI processing begins. No PII is knowingly sent to any third-party AI service. All PII is redacted and scrubbed prior to processing. AI tools are used solely to assist with internal workflows and are never used to make automated decisions about individuals.

Our AAI parent portal data is stored on servers located in Ireland and never leaves the United Kingdom or the European Economic Area. All data handling complies fully with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any concerns about how AI is used within our business, please contact us.

12. Changes to This Policy

We may update this privacy policy from time to time. The updated version will be posted on this page with a revised date. We encourage you to review this policy periodically.

13. Contact Us

If you have any questions about this privacy policy or how we handle your data, please contact us:

• Pets on the Green
• 4 Redvers Road, Warlingham, Surrey, CR6 9HN
• Email: ciera.rose@icloud.com
• Phone: 07748 656269