Privacy notice

Who is responsible for HoundBase

HoundBase is a trading name of Muhammad Ibrahim Khan, operating as a sole trader. Where HoundBase determines how and why personal information is used for its own business purposes, Muhammad Ibrahim Khan trading as HoundBase is the data controller.

Who this notice covers

HoundBase is software for dog day-care operators and licensed home boarders. A customer normally decides what information about its staff, clients and emergency contacts is entered into HoundBase. In that situation the customer is the controller and Muhammad Ibrahim Khan trading as HoundBase acts as its processor.

HoundBase is also a controller for information needed to run its own service, including account details, security records, support communications, billing records and website enquiries.

Information we may handle

• Account information such as name, email address and authentication data.
• Business and workspace information supplied by a dog-care operator.
• Dog records, including care, behaviour, medication, vaccination, welfare, incident and document information.
• Personal information linked to dog records, including owner names, phone numbers, email addresses and emergency-contact details.
• Support messages and information supplied when asking for help.
• Technical and security information such as IP address, device or browser information, sign-in events and service logs where generated by our infrastructure.
• Billing information if a paid plan is used. Payment-card details are intended to be handled by the payment provider rather than stored directly by HoundBase.

Why we use personal information

Where HoundBase is a controller, information is used to provide and secure the service, administer accounts, respond to support requests, manage billing, prevent abuse, improve reliability and meet legal obligations. Depending on the activity, the lawful basis may be performance of a contract, legitimate interests, compliance with a legal obligation or consent where consent is required.

Where HoundBase acts as a processor, it handles information only on the customer's documented instructions and for the purposes of providing the service.

Who receives information

HoundBase uses specialist infrastructure providers to host, secure and operate the service. The current list and purpose of those providers is maintained on the subprocessor page. We do not sell personal information.

International transfers

Some service providers may process information outside the United Kingdom. Where UK data-protection law requires a transfer safeguard, HoundBase will use an applicable adequacy decision or contractual safeguard before relying on that transfer for customer data.

Retention and deletion

We keep personal information only for as long as it is needed for the purpose for which it was collected, to provide or secure the service, to meet legal obligations or to resolve an active dispute.

• Active customer workspace data: kept for the customer relationship while needed to provide HoundBase.
• Workspace data after the service ends: deleted from the live service within 30 days, after a reasonable export opportunity, unless UK law, an active dispute, security investigation or agreed exception requires longer.
• HoundBase-controlled backup exports: retained for no more than 30 days from creation. Data already deleted from the live service remains beyond normal use in backups until the next deletion cycle and is not restored to ordinary use.
• Account and workspace administration data: normally retained for up to 90 days after account closure where needed to complete closure, support deletion/export or investigate security or abuse.
• Support and pilot feedback: normally retained for up to 12 months after the issue or pilot ends, then deleted or anonymised where no longer needed.
• HoundBase-controlled security and technical logs: normally retained for no more than 90 days unless an incident requires relevant evidence to be kept longer.
• Billing, tax and accounting records: kept for the period required by applicable UK law.

Provider-managed logs or backups may have their own fixed retention periods. HoundBase records those provider-specific limits where they cannot be shortened directly.

Your rights

Depending on the circumstances, UK data-protection law may give you rights to access, correct, erase or restrict personal information, object to certain processing, receive portable data, withdraw consent and complain to the Information Commissioner's Office.

If your information was entered into HoundBase by a dog-care business, contact that business first because it is normally the controller responsible for your request. HoundBase will assist customers with valid data-subject requests where required.

Cookies and similar technologies

HoundBase uses authentication and security technologies that are necessary for the service to work. Non-essential analytics or advertising technologies will not be enabled without implementing any consent controls required by UK law.

Contact

The legal operator is Muhammad Ibrahim Khan trading as HoundBase. Privacy, data-rights and service enquiries can currently be sent to ibzy1199@gmail.com. A public service address will be added before paid customer activation.