1. Introduction and Company Information
This Privacy Policy explains how Northern Tails Grooming Ltd. collects, uses, discloses, stores, and protects personal information in the course of operating its grooming-salon business in Canada. Northern Tails Grooming Ltd. is committed to handling personal information in a manner that complies with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, provincial privacy legislation.
Business name: Northern Tails Grooming Ltd.
Business type: Grooming-Salon
Address: 4180 Lougheed Highway, Burnaby, BC V5C 6A7, Canada
Email: [email protected]
Phone: +1 (604) 782-9461
This Privacy Policy applies to personal information collected through in-person appointments, telephone calls, email, online booking tools, website forms, social media messages, and other communications with Northern Tails Grooming Ltd.
2. Data Collection and Processing
Northern Tails Grooming Ltd. collects only the personal information reasonably necessary to provide grooming services, manage appointments, communicate with clients, and operate the business effectively. Depending on your interaction with us, we may collect the following categories of personal information:
- Contact information: name, address, email address, telephone number, and preferred contact method.
- Appointment and service information: booking details, service history, preferred grooming services, notes about pet care preferences, and appointment cancellations or rescheduling records.
- Payment and billing information: transaction details, invoice records, and payment method information processed through third-party payment providers. We do not intentionally store full card numbers unless required by the payment processor and disclosed at the point of collection.
- Pet-related information: pet name, breed, age, weight, coat condition, grooming preferences, behavioural notes, allergy information, health considerations, veterinary contact details, and other information relevant to safe grooming.
- Communications: messages, feedback, complaints, reviews, and customer support correspondence.
- Technical information: device and browser information, IP address, and website usage data where collected through our website or online systems.
We collect personal information directly from you where possible. In limited cases, we may collect information from third parties with your consent or where permitted or required by law, such as payment processors, booking platforms, or veterinary contacts provided by you.
We do not knowingly collect personal information from children under the age of majority without the involvement and consent of a parent or legal guardian, where such consent is required.
3. Purpose of Data Processing
Northern Tails Grooming Ltd. uses personal information for the following purposes:
- to schedule, confirm, modify, and manage grooming appointments;
- to provide grooming and related pet care services safely and appropriately;
- to maintain customer and pet records for service continuity and quality control;
- to communicate with clients about appointments, service updates, reminders, billing, and customer support;
- to process payments, issue receipts, and manage accounts receivable;
- to assess pet health, temperament, allergies, and grooming suitability to help ensure the safety of pets, staff, and clients;
- to respond to inquiries, complaints, and feedback;
- to administer promotions, loyalty programs, or marketing communications where permitted by law and consented to by you, if applicable;
- to comply with legal, tax, accounting, and regulatory obligations;
- to protect the business, our clients, and our staff against fraud, security incidents, and misuse of services;
- to improve our services, policies, training, and customer experience.
We will not use personal information for purposes other than those identified at or before the time of collection unless otherwise required or permitted by law, or with your consent.
4. Legal Basis for Processing
Under Canadian privacy law, we generally process personal information based on consent, contractual necessity, legal obligations, and legitimate business purposes as permitted by law. Depending on the circumstances, Northern Tails Grooming Ltd. may process personal information on one or more of the following grounds:
- Consent: when you provide express or implied consent for us to collect, use, or disclose your personal information for specific purposes;
- Contractual necessity: when processing is necessary to provide grooming services, manage bookings, or fulfill service requests;
- Legal or regulatory obligations: when processing is required to comply with tax, accounting, consumer protection, or other applicable laws;
- Legitimate business purposes: where permitted by law, including fraud prevention, service improvement, record-keeping, security, and business administration;
- Protection of vital interests and safety: where needed to protect the health, safety, or welfare of pets, staff, clients, or others.
Where we rely on consent, you may be able to withdraw it at any time, subject to legal or contractual restrictions and reasonable notice.
5. Data Sharing and Third Parties
Northern Tails Grooming Ltd. does not sell personal information. We may share personal information with third parties only where necessary for the purposes described in this Privacy Policy or as otherwise permitted or required by law. These third parties may include:
- Payment processors and financial service providers: to process payments and refunds;
- Booking and scheduling providers: to manage appointments, reminders, and customer records;
- Cloud hosting, IT, and system support providers: to store data and maintain secure business systems;
- Professional advisors: such as accountants, lawyers, insurers, and auditors;
- Regulatory authorities, law enforcement, or courts: where disclosure is required or authorized by law;
- Marketing or communication service providers: where used and only in accordance with applicable law and your preferences.
We require third parties that handle personal information on our behalf to use appropriate safeguards and to process the information only for authorized purposes. However, when information is shared with an independent third party that controls its own processing, that third party’s privacy practices will apply.
6. Data Transfer to Third Countries
Some of our service providers may store or process personal information outside of Canada, including in the United States or other foreign jurisdictions. As a result, your personal information may be subject to the laws of those jurisdictions and may be accessible to foreign courts, law enforcement, or regulatory authorities in accordance with applicable law.
Where personal information is transferred outside Canada, Northern Tails Grooming Ltd. takes reasonable steps to ensure that appropriate contractual, technical, and organizational safeguards are in place to protect the information in a manner that is consistent with Canadian privacy requirements.
7. Storage Duration
Northern Tails Grooming Ltd. retains personal information only as long as necessary to fulfill the purposes for which it was collected, or as required or permitted by law. Retention periods may vary depending on the type of information and the reason for collection.
- Appointment and customer records: retained for the period necessary to manage the client relationship, address disputes, and maintain service history.
- Billing and accounting records: retained for the period required by tax and accounting laws.
- Communications and complaints: retained as long as needed to respond, resolve issues, and maintain business records.
- Security and system logs: retained for a limited time unless needed for investigations or legal compliance.
When personal information is no longer required, we will securely delete, anonymize, or destroy it in accordance with our retention practices and applicable law.
8. User Rights
Subject to applicable law, you may have the following rights regarding your personal information held by Northern Tails Grooming Ltd.:
- Access: the right to request access to the personal information we hold about you;
- Rectification: the right to request correction of inaccurate, incomplete, or outdated personal information;
- Erasure: the right to request deletion of personal information in certain circumstances, subject to legal or contractual retention requirements;
- Restriction: the right to request that we limit the use or disclosure of your personal information in certain circumstances;
- Data portability: the right, where applicable, to request a copy of your personal information in a structured and commonly used format;
- Objection: the right to object to certain processing activities, including some forms of marketing or processing based on legitimate interests where applicable.
To exercise any of these rights, please contact us using the details in the Contact Information section below. We may need to verify your identity before responding. We will respond within a reasonable time and in accordance with applicable law.
9. Withdrawal of Consent
Where we rely on your consent to process personal information, you may withdraw that consent at any time by contacting Northern Tails Grooming Ltd. using the contact information below. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.
Please note that withdrawing consent may limit our ability to provide certain services, such as appointment reminders, marketing messages, or specialized grooming services that rely on relevant pet or client information. We will explain any consequences of withdrawal where appropriate.
10. Right to Complain
If you have questions or concerns about our privacy practices, we encourage you to contact us first so we can attempt to resolve the issue promptly. You may also have the right to file a complaint with the Office of the Privacy Commissioner of Canada or, where applicable, a provincial privacy regulator.
If you are located in British Columbia, your rights may also be subject to the Personal Information Protection Act (PIPA) of British Columbia, where applicable. We will cooperate with any lawful investigation by the relevant privacy authority.
11. Data Security
Northern Tails Grooming Ltd. uses reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, loss, or destruction. These safeguards may include:
- restricted access to personal information on a need-to-know basis;
- password protection and access controls for systems and devices;
- secure storage of paper records and disposal of sensitive documents;
- staff training regarding privacy and confidentiality;
- use of reputable service providers with security safeguards;
- monitoring for and responding to security incidents where appropriate.
However, no method of transmission or storage is completely secure. We cannot guarantee absolute security of personal information, and you share information with us at your own risk to the extent permitted by law. If we become aware of a privacy breach that creates a real risk of significant harm, we will respond in accordance with applicable legal requirements.
12. Contact Information
If you have questions, requests, or concerns regarding this Privacy Policy or the handling of your personal information, please contact:
Northern Tails Grooming Ltd.
4180 Lougheed Highway
Burnaby, BC V5C 6A7
Canada
Email: [email protected]
Phone: +1 (604) 782-9461
13. Changes to Privacy Policy
Northern Tails Grooming Ltd. may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make material changes, we will take reasonable steps to notify you, such as by posting the updated policy on our website, updating the effective date, or providing notice through email or other communication channels where appropriate.
Your continued use of our services after an update becomes effective indicates your acknowledgment of the revised Privacy Policy, to the extent permitted by law.