Privacy Policy

Pawlooki is a lifelong record of a dog’s life — care, health, routine and memories. It is operated by Troy Windeth, a sole trader based in the United Kingdom, trading as Pawlooki.

For the purposes of UK data protection law, Troy Windeth is the data controller for the information described in this policy. That means the responsibility for how it is handled rests with a named person you can contact, at hello@pawlooki.com or by post:

This policy is governed by the UK GDPR and the Data Protection Act 2018. If you are in the EU, the EU GDPR gives you equivalent rights and we apply the same standards.

We collect what the service needs to work, and we have tried not to collect anything else. There is no advertising network in Pawlooki, no third-party analytics, and we do not sell data to anyone. There is no scenario in which we would.

A note about notes

Most of what you record is about a dog, and animals do not have data protection rights — but your notes and journal entries are free text, and people put people in them. A vet’s name, a sitter’s phone number, something about a family member. If you write it down, we hold it, and this policy covers it. Please bear that in mind when writing about someone who has not agreed to be in your records.

The law requires a reason for each kind of processing. Ours are:

• Performance of a contract — running your account, storing what you log, sharing it with the people you invite, and taking payment for a paid plan. Without this we cannot provide the service you signed up for.
• Legitimate interests — keeping the service secure, preventing abuse, rate limiting, and keeping the activity log that makes shared household access accountable. We have weighed these against your interests and consider them proportionate, and you can object at any time.
• Consent — the waitlist, and any marketing email. You can withdraw consent whenever you like and every such email has an unsubscribe link. Withdrawing does not affect anything done before you withdrew.
• Legal obligation — keeping records we are required by law to keep, such as records relating to payments.

We use a small number of suppliers to run Pawlooki. They process data on our instructions, under contract, and may not use it for their own purposes. This is the complete list.

We will also disclose information if we are legally required to, or to establish or defend a legal claim. If Pawlooki is ever sold or transferred, your data would move with it and we would tell you before that happened, in time for you to export or delete your account first.

Pawlooki is run by one person. That means being straightforward about what running it involves, rather than describing a support department that does not exist.

The staff tools are deliberately narrow. There is an internal console used for support and for keeping the service running. It can see that a household exists, who is in it, what plan it is on, how many dogs it has, how much it has recorded and how much storage it uses. It cannot open a journal entry, a note, a timeline entry, a photo, or a conversation with Kibi — those are not available to it at all. Every action taken through it is recorded with who did it, what was affected and when.

Underneath that, we have direct access to the database, because somebody has to be able to apply an update, investigate an error, and restore a backup. We are not going to pretend otherwise. What we can tell you is what that access is for, and it is a short list:

• keeping the service running, and fixing it when it breaks;
• answering a support request you have sent us, using what you told us in it;
• meeting a legal obligation, or responding to a request you make about your own data;
• investigating something that looks like abuse or a security problem.

We do not read records for curiosity, and we do not read them to build anything. If we ever need the contents of your records to help with a support case, we will ask you to export them and send them to us — the export in Settings produces everything, and it means you decide what we see.

The legal basis for this is our legitimate interest in operating and supporting the service, and in section 3 you will find the same basis described for security and abuse prevention. You can object to processing on that basis; section 8 explains how.

When feedback is different. If you use the feedback form, we read what you wrote, because you wrote it to us. It is kept with your name, email address and plan so we can reply, and it is deleted with your account.

If Pawlooki ever has more than one person working on it, this section changes before that happens rather than afterwards, and the date at the top of this policy changes with it.

Your records are stored in the United Kingdom and the European Economic Area. The database is in London, the application runs in London, and our email provider sends from Ireland.

Two suppliers are based in the United States — Stripe and Anthropic — and where data reaches them it leaves the UK. Those transfers rely on the UK’s International Data Transfer Agreement or Addendum, which is the legal mechanism for sending personal data abroad while keeping UK-level protection with it.

You have the right to:

• See what we hold and get a copy of it. Pawlooki has a self-service export that produces your full record and media as a downloadable archive.
• Correct anything wrong. Most of it you can edit yourself; if you cannot, ask us.
• Delete your account and data. This is self-service too and does not require you to email anyone or explain yourself.
• Take your data elsewhere in a machine-readable format.
• Object to, or restrict, processing we carry out under legitimate interests.
• Withdraw consent at any time, where consent is what we relied on.

Exercising a right is free and we will respond within one month. We will not make you justify a request, and we will not treat you differently for making one.

• Passwords are hashed with Argon2id. We could not tell you your password if we wanted to.
• Everything travels over an encrypted connection, and the database is encrypted at rest.
• Every request for data is checked against the permissions of the household it belongs to. Cross-household isolation is verified by an automated test suite on every change, not by anyone remembering to check.
• Photos and files are served through short-lived signed links. There are no public buckets.
• Sign-in, invitations and uploads are rate limited per account and per IP address.

No service can promise perfect security, and we are not going to. If a breach ever affects your rights, we will tell the ICO within 72 hours and tell you without undue delay.

Paid plans include Kibi, an AI assistant that answers questions about your dog using your own records. Three things about it:

• It only reads. The AI has no ability to change, add to or delete anything in your records.
• Your data does not train anyone’s model. We send your question and the relevant records to Anthropic through their API under a data processing agreement, and that data is not used for model training.
• It is not a vet. See the health disclaimer in our Terms. Pawlooki does not diagnose, does not offer medical certainty, and does not recommend medication or dosing.

We do not make automated decisions that produce legal or similarly significant effects about you.

You must be at least 16 to hold a Pawlooki account. A paid subscription additionally requires the payment method to belong to someone 18 or over. If we learn we hold data about someone under 16, we will delete it.

Pawlooki sets one essential cookie, which keeps you signed in. It is not used to track you and it is not shared with anyone. We use no analytics or advertising cookies, which is why you are not being asked to dismiss a banner.

Your appearance preference — light or dark — is stored in your browser rather than on our servers, and never reaches us.

If we ever add analytics, we will ask for consent first and this section will change.

If we change this policy we will update the date at the top. If a change materially affects how we use your information, we will email you before it takes effect rather than relying on you to notice.

Email hello@pawlooki.com with any question about this policy or to exercise any right in section 8. Email is faster, but you can write to us instead:

If you are unhappy with how we have handled your data, please tell us first and give us a chance to fix it. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint, or by calling 0303 123 1113. You do not have to come to us first.