Hollow Oak Boarding Ltd, Hollow Oak Farm, Cross Inn Lane, Llantrisant CF72 8LB, is the data controller. We are licensed by Rhondda Cynon Taf County Borough Council under the Animal Welfare (Licensing of Activities Involving Animals) (Wales) Regulations, which require us to keep certain records about every dog boarded. Last reviewed October 2026.

What we collect

When you use the booking form we collect your name, phone number, email address and postcode, what you are asking about, and anything you write in the message box. The form also records the time it was sent and your IP address, used only to block automated submissions.

When your dog boards we keep a registration record: your contact details and an emergency contact, your vet's name and number, your dog's name, breed, age, sex and neuter status, microchip number, vaccination dates, diet, medication and dosing times, behavioural notes, and a daily record of feeding, walks, medication given and anything we noticed. The licence requires most of this and requires us to keep it.

Why we use it

To answer your enquiry and confirm a booking, and to take the deposit and balance (the steps needed before and under a contract).
To care for your dog safely, which includes feeding and medicating it correctly, contacting you or your emergency contact, and contacting your vet or ours if it is unwell (contract, and our licence conditions).
To keep the boarding records the licence requires, and invoice records (legal obligation).
To send you the evening photograph and message during the stay, and to ring you in September about Christmas if you boarded the year before (contract and legitimate interest; tell us to stop at any time).

How long we keep it

Enquiries that do not become bookings are deleted after six months. Registration and daily records are kept for three years after the last stay, as the licence requires; invoices for seven years. Evening photographs are deleted from our phones at the end of the stay once sent to you.

Who sees it

The three of us and the weekend kennel hands, our accountant, the council's licensing inspector on inspection, and your vet or ours if your dog needs treatment. The booking form is delivered by email to our office; we do not use third-party form services or marketing platforms. We do not post photographs of your dog anywhere without asking you first. We do not sell or share your details for marketing.

Cookies

This site sets a single session cookie to limit repeat form submissions. It contains no personal data and expires when you close the browser. The embedded map on the booking and find-us pages is served by Google and may set cookies under Google's own policy. The price box on the home and prices pages runs in your browser and sends nothing to us.

Your rights

You can ask for a copy of what we hold, ask us to correct or delete it, or object to how we use it. Email hello@hollowoakboarding.co.uk or write to the address above. You can also complain to the Information Commissioner's Office at ico.org.uk.