Privacy notice

Who is responsible

This notice covers the independent LeadFetch booking app, including business workspaces, booking pages and customer access.

Your groomer is responsible for their customer, pet, appointment and care records. Their business name and contact details appear on their booking page. LeadFetch handles these records on their instructions as a data processor. Ask your groomer about their own privacy information, lawful basis and retention arrangements.

LeadFetch is responsible for its own account administration, support, service security and legal records. LeadFetch is operated by Scott Banks, a sole trader trading as LeadFetch, at 32 Greenmount Road, Darlington, DL3 8EP, United Kingdom. Email scott@leadfetch.co.uk.

Information we use

• Contact and account details: name, email, optional phone number, contact preference, business details and team access.
• Pet and booking details: pet name, breed, age, size, coat and handling notes, relevant care needs, services, appointment times, visit forms and previous-visit notes.
• Conversations and choices: enquiries, customer and groomer replies, booking changes, message permissions and opt-outs.
• Payment records, where used: amounts, agreed booking and cancellation terms, payment references and status, receipts, refunds and disputes. Full card numbers and security codes are entered with Stripe and are not stored by LeadFetch.
• Operational records: access and security events, device/browser and network information needed to operate the service, important account actions and message delivery status.

Information comes from you, authorised members of the grooming business, their existing diary or customer imports, and enabled payment or messaging services. Only include information needed for your pet’s visit. Avoid unrelated personal or medical information about yourself or others.

Why we use it

Your groomer uses booking records to assess suitability, answer enquiries, arrange and deliver services, manage changes, take agreed payments and keep relevant care and business records. Required fields are identified in the form. Without essential contact or pet details, they may be unable to arrange the appointment.

For LeadFetch’s own activities, we use information to provide and administer the workspace under our contract with the business, or take steps requested before that contract; to meet legal obligations; and for our legitimate interests in securing the service, preventing misuse, resolving support issues and maintaining reliable records. These interests are balanced against your rights.

Consent is used where a message permission requires it. Your groomer is responsible for identifying and explaining the lawful bases for their own processing.

Booking rules set by the groomer can allow suitable requests to confirm automatically. Other requests need review. Contact your groomer if you need a person to review your booking or correct its details.

Suppliers and sharing

Your records are available to authorised members of the grooming business. The app uses suppliers only for the services involved:

• Cloudflare: hosting, databases, private file storage and recovery infrastructure.
• Resend, when email is enabled: email addresses, message content and delivery events for access codes, appointment communications and replies. Resend privacy policy.
• Stripe, when online payments or saved cards are enabled: hosted payment/card collection, transaction and merchant onboarding information. Stripe also uses information for its own financial, security and legal responsibilities. Stripe privacy policy.
• Meta/WhatsApp, when connected and permitted: phone numbers, message content, replies and delivery events for the groomer’s business number. WhatsApp privacy policy.
• OpenAI, when optional booking assistance is enabled and used: the pet name, the answer being checked, the current question and relevant groomer-approved answers. The app does not automatically send account contact fields, saved customer records or appointment history to this assistant. OpenAI API data controls.

If your groomer takes payment elsewhere, that provider’s own privacy information applies. Relevant records may also be shared with professional advisers or authorities where necessary for a legal obligation or claim.

Some suppliers process information outside the UK. The locations and transfer safeguards depend on the service and configuration used. Contact LeadFetch for details of the arrangements applicable to your information and how to obtain a copy of relevant safeguards.

Optional booking assistance

If your groomer offers it, you can use assistance to organise pet details and find approved answers about your visit. You can use the ordinary form instead. Suggestions can be wrong: review and correct them before including them in your enquiry. The assistant cannot decide suitability, confirm an appointment, change a price or take a payment.

Common email and phone patterns are removed from answers before sending them to OpenAI, but this cannot remove every personal detail. Avoid including contact details or unrelated information in your answers. Reviewed details and unanswered questions are saved with the ordinary enquiry; LeadFetch does not create a separate assistant transcript.

The app requests that OpenAI does not store a response for later retrieval. This is not a promise of zero retention: OpenAI may retain content in abuse-monitoring logs, normally for up to 30 days, subject to its applicable controls and exceptions. Contact LeadFetch about the arrangements that apply.

Your message choices

Booking communications include access codes, confirmations, changes, reminders and replies. Availability alerts are a separate choice. Selecting a preferred contact method does not by itself give permission for promotional messages.

Where WhatsApp is offered, booking-update and availability-alert permissions are recorded separately. You can change them through verified customer access, tell your groomer, or reply STOP on WhatsApp. You can use the booking system without WhatsApp. Your groomer can arrange an alternative contact method.

Messages may contain current appointment details. Delivery events distinguish queued, sent, delivered and failed messages; a sent message is not proof that it reached you. Replies can be handled by the groomer through their inbox.

How long information is kept

Your groomer decides how long their records are needed for ongoing care, future appointments, complaints, disputes and applicable accounting or legal obligations. There is no universal automatic deletion period for all groomers. Ask the business for the period or criteria that apply to your records. Archiving a customer record keeps it; it is not deletion.

On an authorised erasure, personal booking and conversation records are removed or anonymised as appropriate. Minimum accounting records may be retained until a reviewed date for a continuing obligation. Limited deletion-control records are kept to prevent erased information from returning through an older backup.

LeadFetch retains its own account, security and support records for as long as needed to administer the service, investigate incidents, resolve disputes and meet legal obligations. Recovery copies are access-restricted; deletion controls must also be applied when restoring them.

Cookies and browser storage

The app uses first-party cookies for secure sign-in, customer access and short-lived verification flows. Customer and enquiry access cookies last up to seven days unless cleared sooner; email codes expire after ten minutes. Signing out ends the relevant access.

Browser storage helps you recover unfinished work. Booking-form drafts are kept in the current tab’s session storage and stop being restored after 24 hours. Account-access recovery details expire after ten minutes. Business drafts and temporary logo uploads stop being restored after 24 hours. Expiry prevents reuse; it does not always remove the stored bytes immediately. Closing the tab clears its session storage; you can clear this app’s site data in your browser.

LeadFetch does not add advertising or audience-analytics trackers to the booking app. Stripe’s script loads when you explicitly authenticate a card payment; Meta’s script loads when a business owner starts connecting their WhatsApp number. Those services and external checkout pages have their own storage and privacy information. On a shared device, sign out and clear site data when finished.

Your rights and contact details

Depending on the circumstances, you can ask to access, correct or erase personal information; restrict or object to processing; or receive a portable copy. You can withdraw consent where it is used, without affecting earlier lawful processing. Some records must be retained for a legal obligation or claim.

For grooming records, contact your groomer using their booking-page details. You can also email scott@leadfetch.co.uk for help or questions about LeadFetch’s own processing. We may need to verify your identity before acting.

You can complain to the Information Commissioner’s Office. This notice will be reviewed when the app’s use of personal information changes.