Privacy notice

Who we are

This dog database is run by K9 Excalibur for its own staff. K9 Excalibur is the responsible party for the personal information in it, as defined by the Protection of Personal Information Act, 2013 (POPIA).

What personal information we keep

The database is about dogs. The only personal information it holds is about the people who sign in:

• your name and email address, and whether you have view-only or full access;
• your password, stored only as a one-way scrambled code (we cannot see or recover it);
• when you last signed in, and a log of what you added, changed or deleted;
• technical request logs (date and time, page or action, result, and your IP address) used to keep the system secure and fix problems.

Names typed into dog records (for example "tested by") are only used as part of that dog's history.

Why we keep it

To let authorised staff sign in, to control who can see or change what, to keep an accurate history of each dog, and to protect the system against misuse.

Who can see it

Only signed-in K9 Excalibur staff. Users with full access can see the list of users and the activity log. We do not sell or share this information. Dog photos and documents are only available to signed-in users.

How it is protected

Sign-in is by email and password. Passwords are hashed, sign-in attempts are limited, sessions expire, uploaded photos have location data removed, and the connection is encrypted when the system is used over the internet.

How long we keep it

User accounts are kept while the person works with K9 Excalibur and deleted when they no longer need access. Technical request logs are deleted automatically after 90 days.

Your rights

You may ask to see the personal information held about you, have it corrected, or have it deleted. A full-access user can export or delete any user account from Settings. You may also lodge a complaint with the Information Regulator of South Africa (inforegulator.org.za).

Contact

Please contact the K9 Excalibur office with any privacy question or request.