Privacy policy.

Wholesome Hounds Holistic Spa Ottawa, Ontario, Canada

Last Updated: March 2026

Introduction

Wholesome Hounds Holistic Spa ("we," "us," "our," or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, contact us, or use our grooming services.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our services.

This Privacy Policy complies with the Personal Information Protection and Electronic Documents Act (PIPEDA), which governs how private sector organizations in Canada handle personal information.

1. INFORMATION WE MAY COLLECT

1.1 Information You Provide Directly

Contact Information:

  • Name

  • Phone number

  • Email address

  • Home address

Dog Information:

  • Dog's name, breed, age, weight

  • Coat type and condition

  • Health concerns or sensitivities

  • Behavioral notes

  • Dietary information

  • Veterinary contact information

Service Information:

  • Grooming history and preferences

  • Previous grooming experiences

  • Health issues or allergies

  • Medication your dog is taking

  • Service requests and special instructions

Payment Information:

  • Payment method details (processed securely through third-party payment processors)

  • Invoice and transaction records

  • Billing address (if different from home address)

1.2 Information Collected Automatically

When you visit our website, we may collect:

  • Browser type and version

  • Operating system

  • Pages visited and time spent

  • Referrer information

  • IP address

This information is collected through standard web technologies and analytics tools.

1.3 Information from Third Parties

We may receive information about you from:

  • Your veterinarian (with your permission)

  • Payment processors

  • Email service providers

2. HOW WE USE YOUR INFORMATION

We collect and use your personal information for the following purposes:

2.1 Service Provision

  • Schedule and confirm appointments

  • Provide grooming services tailored to your dog's needs

  • Communicate about your dog's care before and after appointments

  • Maintain grooming records and notes

  • Follow up after appointments with observations and recommendations

2.2 Communication

  • Respond to inquiries and questions

  • Send appointment reminders and confirmations

  • Provide educational information about dog wellness

  • Share updates about services or policy changes

  • Send the Journal newsletter (if subscribed)

2.3 Business Operations

  • Process payments

  • Maintain business records

  • Comply with legal and regulatory obligations

  • Improve our services based on client feedback

  • Prevent fraud or abuse

2.4 Legitimate Interests

  • Analyze how clients use our services

  • Personalize your experience

  • Market our services (only with consent where required)

  • Ensure security of our systems

3. LEGAL BASIS FOR PROCESSING

Under PIPEDA, we process your information based on:

Consent: You provide explicit consent when you book a service, provide your dog's health information, or subscribe to our Journal.

Performance of a Contract: We process information necessary to provide grooming services and fulfill our obligations to you.

Legal Obligation: We may process information to comply with Canadian laws and regulations.

Legitimate Interests: We process information to operate our business, communicate with you, and improve our services.

4. WHO WE SHARE YOUR INFORMATION WITH

4.1 We Do NOT Share Your Information With

We do not sell, trade, or rent your personal information to third parties for marketing purposes.

4.2 We MAY Share Your Information With

Service Providers:

  • Payment processors (to process transactions securely)

  • Email service providers (to send appointment confirmations and newsletters)

  • Website hosting providers

  • Backup and data storage providers

Legal Requirements:

  • Law enforcement or government agencies (if required by law)

  • Courts or legal proceedings (if subpoenaed)

Health & Safety:

  • Your veterinarian (only with your explicit permission and when relevant to your dog's care)

  • Emergency services (if your dog requires medical attention during an appointment)

All third-party service providers are contractually required to maintain the confidentiality of your information and use it only for the purposes we specify.

5. DATA RETENTION

We retain your personal information for as long as necessary to:

  • Provide our services

  • Maintain your grooming records

  • Comply with legal obligations

  • Resolve disputes

Specific Retention Periods:

Appointment and Grooming Records: Retained for 7 years (in case you return or for reference)

Payment Information: Retained as long as required by Canadian tax laws and business records regulations (typically 6 years)

Contact Information: Retained until you request deletion or unsubscribe

Marketing Communications: Retained until you unsubscribe

You may request deletion of your information at any time, subject to legal obligations to retain records.

6. SECURITY OF YOUR INFORMATION

We implement reasonable administrative, technical, and physical security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction.

Our Security Practices:

  • Secure, password-protected systems for storing client information

  • Encrypted payment processing

  • Limited employee access to personal information

  • Regular backup of important data

  • Secure disposal of physical records (shredding)

Important: While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

7. YOUR RIGHTS AND CHOICES

Under PIPEDA, you have the following rights:

7.1 Right to Access

You have the right to request access to the personal information we hold about you. We will provide this information within 30 days.

7.2 Right to Correct

You have the right to request correction of inaccurate or incomplete information.

7.3 Right to Delete

You have the right to request deletion of your personal information, subject to our legal obligations to retain records.

7.4 Right to Withdraw Consent

You can withdraw consent for specific uses of your information (such as marketing communications) at any time by contacting us.

7.5 Right to Opt-Out

You can opt out of:

  • Email newsletters and promotional communications

  • Non-essential appointment reminders (essential reminders may still be sent)

  • Contact for feedback or surveys

7.6 Right to Complaint

If you believe your privacy rights have been violated, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada.

8. COOKIES AND TRACKING TECHNOLOGIES

Our website may use cookies and similar tracking technologies to:

  • Remember your preferences

  • Understand how you use our website

  • Improve user experience

  • Analyze website traffic

You can control cookie settings through your browser. Disabling cookies may affect some website functionality.

We do not use cookies for targeted advertising or tracking across other websites.

9. CHILDREN'S PRIVACY

Our services are not directed to children under 13. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will delete such information promptly.

Parents or guardians who believe their child has provided information to us should contact us immediately.

10. THIRD-PARTY LINKS

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party services before providing your information.

11. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. We will notify you of material changes by:

  • Posting the updated policy on our website

  • Updating the "Last Updated" date

  • Sending you an email notification (if the change is significant)

Your continued use of our services after changes constitutes your acceptance of the updated Privacy Policy.

12. CONTACT US

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how we handle your personal information, please contact us or email us directly at info@wholesomehounds.ca

13. GLOSSARY

Personal Information: Any information about an identifiable individual, including name, contact information, dog information, health details, and payment information.

PIPEDA: Personal Information Protection and Electronic Documents Act—Canada's federal privacy law for the private sector.

Processing: Any action taken with personal information, including collection, use, disclosure, storage, or deletion.

Consent: Your explicit agreement for us to collect, use, or disclose your personal information.

This Privacy Policy is effective as of March 2026 and applies to all services provided by Wholesome Hounds Holistic Spa.