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Privacy Policy

Last updated: 25 August 2026

Data Controller

Top Dog Oxfordshire is a trading name of Professional Medical Limited, a company registered in England and Wales.

  • Company number: 06022593
  • Registered address: 11 Lime Tree Mews, 2 Lime Walk, Oxford, England, OX3 7DZ
  • Data protection contact: info@topdogoxfordshire.co.uk

We are the data controller for the personal data you provide to us. This means we are responsible for deciding how we hold and use your personal information.

Overview

This policy explains how we collect, use, store, and protect your personal data when you use our website (topdogoxfordshire.co.uk) or engage with our services. We comply with:

  • The UK General Data Protection Regulation (UK GDPR)
  • The Data Protection Act 2018
  • The Privacy and Electronic Communications Regulations 2003 (PECR)

What Data We Collect

When you interact with our website or services, we may collect the following personal information:

  • Contact details - name, email address, phone number
  • Property details - address or location of the property for which you are requesting services
  • Enquiry details - the nature of your request or project
  • Technical data - IP address, browser type, device information, pages visited, and time spent on our website (collected via cookies and analytics tools)

How We Collect Your Data

We collect your data when you:

  • Fill in the contact or quote request form on our website
  • Call us on our business number
  • Email us directly
  • Leave a review or testimonial
  • Browse our website (via cookies and analytics - see Cookie Policy below)

We do not collect any special category data (such as health information, racial or ethnic origin, political opinions, religious beliefs, or biometric data).

Under UK GDPR, we must have a lawful basis for processing your personal data. We use your data for the following purposes:

PurposeLegal Basis (Article 6 UK GDPR)
To respond to your enquiry or quote requestArticle 6(1)(b) - necessary for entering into a contract
To provide our services to youArticle 6(1)(b) - contractual necessity
To communicate with you about your projectArticle 6(1)(f) - legitimate interest
To improve our website and servicesArticle 6(1)(f) - legitimate interest
To analyse website traffic and usageArticle 6(1)(a) - your consent (via cookie banner)
To comply with legal obligationsArticle 6(1)(c) - legal obligation

Where we rely on legitimate interest, we have assessed that our interests do not override your rights and freedoms. You have the right to object to processing based on legitimate interest at any time.

How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, alteration, disclosure, or destruction. These measures include:

  • Secure hosting with encrypted data transmission (HTTPS/TLS)
  • Access to personal data restricted to authorised personnel only
  • Regular review of data processing activities
  • Use of reputable third-party service providers with appropriate data processing agreements

Who We Share Your Data With

We do not sell, trade, or rent your personal information to third parties. We may share your data with:

  • Trusted tradespeople within our network - solely to fulfil your service request, and only with the information necessary for the job
  • Google LLC - through Google Analytics, which processes anonymised usage data (see International Transfers below)
  • Vercel Inc. - our website hosting provider, which processes anonymised performance data
  • Web3Forms - our form submission processor, which handles contact form data
  • Legal or regulatory bodies - if required by law or to protect our legal rights

Each third-party provider processes data only for the purposes described and is bound by appropriate data processing agreements.

International Data Transfers

Some of our third-party service providers are based outside the UK:

  • Google Analytics (Google LLC, USA) - processes anonymised website usage data
  • Vercel Inc. (USA) - hosts our website and processes performance analytics

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, including:

  • Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner
  • Adequacy decisions where applicable
  • The provider’s compliance with recognised data protection frameworks

These transfers only occur with your consent (for analytics) or where necessary to provide our website services.

How Long We Keep Your Data

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

  • Enquiry data: up to 12 months after last contact
  • Client project data: up to 6 years (for legal, tax, and accounting purposes)
  • Website analytics data: up to 14 months (Google Analytics default retention)
  • Cookie consent preferences: up to 12 months

After these periods, data is securely deleted or anonymised.

Your Rights

Under UK GDPR, you have the following rights:

  • Right of access (Article 15) - request a copy of the personal data we hold about you
  • Right to rectification (Article 16) - request correction of inaccurate or incomplete data
  • Right to erasure (Article 17) - request deletion of your data where there is no compelling reason to continue processing
  • Right to restriction (Article 18) - request that we limit how we use your data
  • Right to object (Article 21) - object to our processing of your data, particularly where we rely on legitimate interest
  • Right to data portability (Article 20) - request your data in a structured, commonly used, machine-readable format
  • Right to withdraw consent - where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal

To exercise any of these rights, please contact our data protection contact at info@topdogoxfordshire.co.uk. We will respond to your request within one month, as required by UK GDPR.

If you make a request, we may ask you to verify your identity before acting on it. We will not charge a fee for responding to your request unless it is manifestly unfounded or excessive.

Our website uses cookies to improve your browsing experience and to analyse site traffic. In compliance with PECR and UK GDPR, we obtain your explicit consent before placing any non-essential cookies.

Types of cookies we use:

  • Strictly necessary cookies - required for the website to function properly. These do not require consent under PECR.

    • cookie_consent - stores your cookie preference (12 months)

  • Analytics cookies (consent required) - help us understand how visitors use our site.

    • Google Analytics (_ga, _ga_*) - anonymised usage data, retained for up to 14 months
    • Vercel Analytics - anonymised performance data

How to manage cookies:

When you first visit our website, you will be shown a cookie consent banner. Non-essential cookies are not placed until you give your explicit consent. You may:

  • Accept all analytics cookies
  • Reject all non-essential cookies
  • Change your preferences at any time by clearing your browser cookies and revisiting the site

You can also control cookies through your browser settings. For more information, visit aboutcookies.org or ico.org.uk/for-the-public/online/cookies.

Children’s Privacy

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately and we will delete it.

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies before providing any personal data.

Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. Where changes are significant, we will make reasonable efforts to notify you.

How to Make a Complaint

If you have any questions about this privacy policy or wish to exercise your data rights, please contact:

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

  • Website: ico.org.uk
  • Helpline: 0303 123 1113
  • Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
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