Privacy policy for booking forms

1. Data controller

• Company: SAFEPAWS SRL (VAT / tax code 50646521, J2024028054001)
• Registered office: Bucharest, District 4, Aleea Izvorul Oltului, no. 5, bl. 28, stair D, floor 2, apt. 52
• Contact: contact@lapisici.ro

2. Categories of data collected and why we collect them

Through the booking form we collect only the data needed to organise and provide the petsitting service:

Identification and contact data

name, surname, phone number and email, for communication, booking confirmation and invoicing.

Logistical and access data

full address, key return method and instructions about windows or ventilation, in order to access the home safely and protect the pets.

Service details

booking period, number of visits and visit duration, for planning the service.

Pet information

cats' names, sterilisation status, vaccination or deworming history, health issues and ongoing treatments, so we can provide safe and personalised care.

Specific instructions

details about food, treats, water type, litter hygiene and the cats' behaviour, so we can follow their usual routine.

Emergency contact

the contact details of a third person, for situations where we cannot reach you quickly.

Veterinary medical data

the name and address of the usual veterinary clinic, for faster intervention if a medical situation arises.

3. Consent for multimedia materials

4. Legal basis for processing

• Performance of a contract and pre-contractual steps: most of the data is needed so we can confirm the booking, travel to the indicated address and care for the pets according to your instructions.
• Legal obligation: we keep the data necessary for issuing and retaining fiscal or accounting documents when the applicable law requires it.
• Consent: we rely on your explicit consent for publishing photos on social media.
• Legitimate interest: we may process data that is strictly necessary to organise rapid interventions, protect access to the home and manage the client relationship safely, without overriding your rights and freedoms.

5. Recipients and service providers involved

• The data is accessible only to SafePaws SRL staff involved in bookings, communication and pet care.
• The forms are hosted through Google Forms / Google Workspace, used as the technical provider for collecting responses.
• Depending on the situation, some data may be shared with accounting service providers, the veterinary clinic indicated by you or public authorities if the law requires it.

6. Retention period and security

• We keep the data for the duration of the collaboration and for as long as needed to manage bookings and the client relationship.
• At your request, we will delete access details and specific instructions that are no longer necessary, while retaining only the information that must be kept under fiscal or accounting law.
• The data is collected through Google Forms (Google Workspace), and access to the form responses is protected and limited strictly to the persons who need it to provide the service.

7. Your rights

Under the GDPR, you may ask us at any time for:

• access to your data;
• rectification or updating of your data;
• erasure where the law allows it;
• restriction of processing or objection to certain processing activities;
• withdrawal of consent for pet photos, without affecting the lawfulness of processing carried out before withdrawal;
• the right to lodge a complaint with the competent supervisory authority.

8. Additional important information

• Some data in the form is necessary for the booking and for providing the service. If you do not provide it, we may not be able to confirm or perform the booking.
• We do not use profiling and we do not make decisions based solely on automated processing of the data submitted through the booking forms.
• If you provide us with the data of an emergency contact person, please inform that person about this policy beforehand.