Privacy Notice

1. Who is the controller

The controller of personal data processed through this platform is Aegis Pet Hub Ltd, a company registered in England & Wales. You can contact us about anything in this notice at support@aegispethub.co.uk. To exercise your data rights, see our Data Rights Information page at /data-rights.

2. The data we collect

• Account data — name, email address, password credentials (held by our authentication provider), and account role.
• Registry data — keeper name, address, phone numbers and email; pet details including microchip number, species, breed, description and photographs.
• Professional data — for implanters, practices and rescues: business details, professional identifiers and verification evidence.
• Payment data — when chargeable services launch, payment card details are collected and processed by Stripe; we receive only confirmation of payment and limited transaction metadata, never your full card details.
• Support and call data — correspondence with support and records of enquiries to our 24/7 microchip enquiry line.
• Technical data — logs needed to run and secure the service, such as IP address, timestamps and actions taken on records (an audit trail).

3. Purposes and lawful bases

• Operating the microchip registry — performance of our contract with you and, where microchipping regulations apply to the record, compliance with legal obligations placed on database operators.
• Reunification of lost pets — legitimate interests (ours and the keeper’s) in reuniting animals with their keepers, and the substantial public interest in animal welfare.
• Verification of professional users — legitimate interests in keeping the registry accurate and trustworthy.
• Payments and record-keeping — performance of a contract and legal obligations (tax and accounting).
• Security, fraud prevention and audit — legitimate interests in protecting the platform and its data.
• Service emails and optional marketing — service messages are sent under contract; any marketing is sent only with your consent, which you can withdraw at any time.

We describe our practices specifically rather than making blanket compliance claims: this notice tells you exactly what we do with data, and we welcome questions about any of it.

4. Who we share data with

• Authorised lookups — when someone finds a pet and checks a microchip number, we disclose only what is needed for reunification, following our verification steps. Full keeper contact details are not published openly.
• Authorised bodies — veterinary professionals, local authorities, police and other bodies with a legitimate need connected to animal welfare or enforcement of microchipping rules.
• Partner database lookups — where cross-database search services are used to locate the database holding a chip record, we may confirm whether a chip number is held on our registry.
• Subprocessors — suppliers who process data on our instructions, currently including Google Firebase (authentication and hosting infrastructure) and Stripe (payments, when chargeable services launch). We keep an up-to-date subprocessor list and will reflect changes in this notice’s version history.
• Legal requirements — where disclosure is required by law or court order.

We do not sell personal data.

5. Role-specific points

• Keepers — your contact details are used to reach you if your pet is reported found; keeping them current is a regulatory requirement as well as a practical one.
• Implanters and professionals — your business identity may be shown alongside records you create, and your use of professional features is logged for audit.
• Finders — if you report a found pet, the details you give are used to progress reunification and may be shared with the registered keeper.

6. Automated processes

We use automated checks for security (for example rate limiting and anomaly detection) and to match found-pet reports with registry records. We do not make solely automated decisions that have legal or similarly significant effects on you; decisions such as account suspension involve human review.

7. International transfers

Our suppliers may process data outside the UK, including in the United States. Where that happens, transfers are protected by UK-approved safeguards such as the UK Extension to the EU–US Data Privacy Framework or the UK International Data Transfer Agreement / Addendum, as applicable to each supplier.

8. How long we keep data

Registry records are kept for as long as required by the microchipping regulations that apply to them, which can extend beyond the life of the pet or the closure of your account; this statutory retention is explained further at /data-rights. Account data is kept while your account is open and for a limited period afterwards. Financial records are kept for the periods required by tax law. Support correspondence and logs are kept only as long as needed for their purpose.

9. Your rights

You have rights of access, correction, restriction, objection and, in some circumstances, erasure and portability. Statutory registry retention can lawfully limit erasure of registry records; where we refuse a request we will explain the legal basis for the refusal. Full details, including how to make a request and how we verify identity, are on the Data Rights Information page at /data-rights. You can also complain to the Information Commissioner’s Office (ico.org.uk), though we would welcome the chance to resolve concerns first via /complaints.

10. Cookies and similar technologies

See the Cookies Notice at /cookies and manage your choices at /cookie-settings. At present the site uses only strictly necessary storage.

11. Version history

The version number and effective date of this notice appear at the top of the page. We keep a history of substantive changes and will note here, for each new version, what changed and when. This is version 0.1-draft; no earlier versions exist.

12. Contact

Privacy questions: support@aegispethub.co.uk. General support is available Monday to Friday, 10am–6pm. The 24/7 line on 020 8051 2117 is for microchip enquiries and reunification.