Privacy Policy

Last updated: 9 June 2025

This Privacy Policy explains how your personal data is collected, used, and protected when you engage with Mat Ward, Clinical Animal Behaviourist, trading as Pet Behaviour Sorted ("we", "us", "our"). We are committed to handling your data responsibly, transparently, and in accordance with the General Data Protection Regulation (GDPR) and applicable New Zealand privacy law.

1. What Information We Collect

We may collect the following types of personal data:

a. Contact and Identity Details

  • Name

  • Email address

  • Phone number

  • Address (optional)

b. Pet Behaviour and Health Information

  • Details provided in consultation questionnaires

  • Medical, behavioural, and environmental history of your pet

c. Session Data

  • Written notes and summaries from consultations

  • Audio or video recordings of consultations (with your explicit consent)

  • Transcripts of recorded consultations

d. Website Data

  • Cookies and usage data (e.g. IP address, browser type) if using our website [insert website URL]

  • Enquiry form submissions

2. How We Use Your Data

Your personal data is used solely for the purposes of providing and improving our behaviour consultation services, including:

  • Preparing case assessments and behaviour reports

  • Communicating with you before and after the consultation

  • Following up on your pet’s progress

  • Ensuring legal, ethical, and professional compliance

  • Internal case documentation

With separate consent, anonymised data may be used for:

  • Professional education and case studies

  • Improving service quality

  • Scientific research or publication (non-identifiable)

3. Legal Basis for Processing (GDPR)

We process your data under the following lawful bases:

  • Contractual necessity: To provide the service you request

  • Legal obligation: To comply with relevant animal welfare and public safety laws

  • Legitimate interest: To operate, protect, and improve our services

  • Consent: For optional activities such as recording consultations or using anonymised case material

4. Data Storage and Security

  • All personal data is stored securely using encrypted, password-protected systems.

  • Audio/video recordings are deleted within 7 days of the session, unless otherwise agreed.

  • Transcripts and case notes are retained for a minimum of 7 years, in line with professional guidelines.

5. Sharing of Data

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

  • Your referring veterinarian or other professionals involved in your pet’s care (with your consent)

  • Legal or regulatory authorities if required by law

6. Your Rights Under GDPR

If you are located in the UK or EU, you have the following rights:

  • Access: You can request a copy of your data

  • Correction: You can ask us to update inaccurate or incomplete data

  • Erasure: You can ask us to delete your data in certain circumstances

  • Restriction: You can ask us to limit processing

  • Objection: You can object to certain types of processing

  • Data portability: You can request a copy of your data in a structured format

To exercise these rights, please contact us using the details below.

7. Cookies and Website Tracking

Our website may use cookies or similar tracking technologies to analyse traffic and improve your browsing experience. You can manage your cookie preferences through your browser settings.

8. International Clients

Although we are based in New Zealand, we offer services to clients internationally. If you are located in the UK, EU, or US, your data may be transferred to and stored in New Zealand, which is recognised by the EU as providing adequate data protection standards.

9. Data Retention

  • Client consultation records are retained for at least 7 years.

  • Email communications and reports are stored securely and deleted when no longer required.

  • You may request deletion of your personal data at any time, subject to legal and professional recordkeeping obligations.

10. Contact Us

If you have questions or concerns about this privacy policy or your personal data, please contact:

Mat Ward
Email: [Insert your email address]
Phone: [Insert your phone number]
Website: https://www.petbehavioursorted.com

11. Complaints

If you are in the UK or EU and are not satisfied with our response, you have the right to lodge a complaint with your national data protection authority (e.g. the Information Commissioner’s Office in the UK).