Privacy Policy

1. Who We Are

The Groomers Base ("we", "us", "our") is a cloud-based business management platform for independent dog groomers and small grooming salons, operated from the Republic of Cyprus within the European Union.

For the purposes of applicable data protection law, The Groomers Base is the data controller for groomer account data. When groomers collect and store client and pet data through our platform, The Groomers Base acts as a data processor on behalf of the groomer, who remains the data controller for that client data.

Contact: support@groomersbase.com

2. Data We Collect

2.1 Groomer Account Data

• First name, business name, email address
• Password (bcrypt-hashed — we never store plain-text passwords)
• Business address, phone number, timezone, currency preference
• Profile photo / business logo (optional, stored in Supabase Storage)
• Social media links (optional)
• Billing information — processed and stored by Stripe; we store only transaction references and subscription status, never raw card numbers

2.2 Client & Pet Data (Collected by Groomers)

Groomers use our platform to manage their own clients. Data entered by groomers or submitted by clients through the public booking page may include:

• Client: full name, email address, phone number, home address (for mobile visits)
• Pet: name, breed, size, weight, health notes, behavioural notes, photo
• Appointment history, service records, groom report cards, before/after photos

Groomers are responsible for ensuring they have obtained any necessary consent from their clients before entering client data into The Groomers Base.

2.3 Usage & Technical Data

Server logs, IP addresses, browser type, and pages visited — used strictly for security, debugging, and service reliability. Not used for profiling or advertising.

2.4 Data We Do NOT Collect

We do not use advertising cookies, tracking pixels, or third-party analytics networks. We do not collect biometric data or any sensitive personal categories under GDPR Article 9.

3. How We Use Your Data

• Create and maintain your groomer account
• Provide booking, calendar, client management, and reporting features
• Send transactional emails: booking confirmations, appointment reminders, groom report cards, subscription and payment notices
• Send transactional SMS notifications to your clients (Pro plan only — coming soon, not yet active). When live, SMS will only be sent to clients who have given explicit opt-in consent via a checkbox on the booking page. Clients may opt out at any time by replying STOP to any SMS.
• Process subscription payments and manage your billing relationship with us
• Respond to support requests
• Comply with legal obligations including financial record-keeping
• Improve the platform using aggregated, anonymised usage data

We will neversell, rent, or share your data or your clients' data with third parties for advertising, profiling, or any purpose unrelated to operating the Service.

4. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA) or United Kingdom, we rely on the following legal bases under GDPR:

5. Third-Party Processors

We share only the minimum data necessary for each service to function. All providers are bound by data processing agreements (DPAs). We do not share data with advertising networks or data brokers.

6. Data Retention

• Active account: Data retained for the duration of your subscription.
• After cancellation: Data retained for 30 days to allow export and reactivation. After 30 days, all data is permanently deleted from our systems.
• Financial records: Certain payment and invoice records are retained for up to 7 years as required by law.
• Server logs: Retained for up to 90 days for security and debugging, then automatically purged.

7. Your Rights

Depending on your location, you have the following rights regarding your personal data. We respond to all verified requests within 30 days.

To exercise any of these rights, email support@groomersbase.com with the subject line "Data Request". We may ask you to verify your identity before processing your request. If you are in the EEA and believe we have not handled your data correctly, you have the right to lodge a complaint with your national data protection authority.

8. Cookies

We use only essential cookies required for authentication and security. We do not use advertising cookies, tracking pixels, or third-party analytics cookies.

See our Cookie Policy for the full list of cookies we set and how to manage them.

9. Security

We implement industry-standard security measures including:

• TLS 1.2+ encryption for all data in transit
• Encrypted storage for all data at rest (Supabase EU region)
• Row-level security — each groomer can only access their own data
• Bcrypt-hashed passwords — we cannot read your password
• Rate limiting on authentication and public-facing booking endpoints
• Regular dependency updates and security patch management

In the unlikely event of a data breach affecting your rights or freedoms, we will notify you and relevant supervisory authorities within 72 hours as required by GDPR Article 33.

10. International Data Transfers

The Groomers Base operates from within the European Union. Our primary database and authentication (Supabase) and hosting infrastructure (Vercel) use EU-region servers.

Some processors (Stripe, Resend, and Twilio once SMS is activated) process data in the United States. All such transfers are governed by Standard Contractual Clauses (SCCs) approved by the European Commission under GDPR Article 46, ensuring adequate protection of your personal data.

11. Children's Privacy

The Groomers Base is a professional business tool intended solely for adults (18+). We do not knowingly collect personal data from anyone under the age of 18. If you believe we have inadvertently collected data from a minor, please contact support@groomersbase.com and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. For material changes, we will notify you by email at least 14 days in advanceand update the "Last updated" date above.

We will never materially reduce your rights under this policy without explicit notice and, where required, renewed consent.

13. Contact

For any questions, data requests, or concerns about this Privacy Policy: