Matthew Pearce trading as PetPort customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
•Contact details
•What information we collect, use, and why
•Lawful bases and data protection rights
•Where we get personal information from
•How long we keep information
•Who we share information with
How to complain
Contact details
Email: data@petport.art
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
•Names and contact details
•Website user information (including user journeys and cookie tracking)
•Photographs or video recordings
We collect or use the following personal information for dealing with queries, complaints or claims:
•Names and contact details
•Address
•Purchase or service history
•Witness statements and contact details
•Relevant information from previous investigations
•Customer or client accounts and records
•Financial transaction information
•Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
•Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
•Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
•Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
•Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
•Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
•Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
•Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goodsare:
•Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
•Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
•Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
•Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Where we get personal information from
Directly from you
How long we keep information
Data Retention Policy for PetPort
1. Introduction
PetPort is committed to protecting the privacy and security of data collected and processed in the course of our operations. This Data Retention Policy outlines guidelines for the retention, storage, and disposal of data to ensure compliance with legal and regulatory requirements, safeguard sensitive information, and optimise operational efficiency.
2. Scope
This policy applies to all employees, contractors, and third-party vendors who collect, process, or have access to data on behalf of PetPort.
3. Data Classification
Data shall be classified based on its sensitivity, criticality, and legal requirements. Categories may include:
•Personally Identifiable Information (PII)
•Financial Records
•Employee Data
•Marketing Analytics
•Operational Data
4. Retention Periods
Retention periods shall be determined for each data category based on legal, regulatory, and business requirements. Retention periods may vary depending on the nature of the data and its purpose. Sample retention periods include:
•PII: 7 years after the termination of the customer relationship
•Financial Records: 10 years to comply with tax laws
•Employee Data: 5 years after termination of employment
•Marketing Analytics: 2 years for trend analysis
5. Storage and Security Measures
Data shall be stored securely in accordance with industry best practices and legal requirements. Measures include:
•Encryption of sensitive data in transit and at rest
•Access controls to limit access to authorised personnel
•Regular security audits and assessments
•Secure disposal methods for obsolete data
6. Data Access and Use
Access to data shall be restricted to authorized personnel on a need-to-know basis. Employees shall undergo training on data handling practices, including:
•Data security best practices
•Privacy principles
•Compliance requirements
7. Monitoring and Review
The Data Protection Officer (DPO) shall oversee the implementation of this policy and conduct regular audits to ensure compliance. The policy shall be reviewed annually and updated as needed to reflect changes in legal requirements or business practices.
8. Disposal of Data
Obsolete or no longer required data shall be securely disposed of using approved methods, such as:
Permanent deletion of electronic records
Shredding of physical documents
Secure erasure of data from storage devices
9. Third-party Data Processors
Third-party vendors and service providers shall be vetted for compliance with data protection laws and contractual obligations. Contracts shall include provisions for data security, confidentiality, and compliance monitoring.
10. Employee Responsibilities
All employees are responsible for adhering to this policy and reporting any breaches or concerns to the DPO or relevant authority.
11. Non-compliance
Failure to comply with this policy may result in disciplinary action, termination of employment, legal sanctions, and reputational damage to Matt Pearce Studio.
12. Policy Awareness
This policy shall be communicated to all employees upon hire and provided with regular training and updates as needed.
13. Contact Information
For questions or concerns regarding this policy, employees may contact the Data Protection Officer at data@petport.art.
14. Policy Approval
This Data Retention Policy has been approved by the senior management team at PetPort and shall be effective from 01/01/2025.
15. Policy Review
This policy shall be reviewed annually or as needed to ensure its effectiveness and compliance with legal and regulatory requirements.
Who we share information with
Data processors
Google
This data processor does the following activities for us: Through the Google Analytics tool, Google provides information and statistics on website usage.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Last updated
19th March 2025.