Privacy Policy

Updated 8^th January 2025

Data Protection

Petmania Ltd is committed to keeping your data secure. We and our partners comply with the Data Protection Acts 1998 and 2003 and with the General Data Protection Regulation 2018. By providing your personal data, you agree to its transfer, storing or processing as necessary and in line with data protection legislation and guidelines to ensure the ongoing provision of our services. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.

This privacy notice sets out how we collect, use and manage your personal data. Where we refer to “personal data” in this privacy notice, this means data which relates to you, and which personally identifies you either directly or indirectly.

1. Data Controllers and Data Protection Officer

A data controller is an organisation that collects, uses and manages personal data and has responsibility for how the personal data is collected, used and managed.

A data protection officer is the person in an organisation who has responsibility for monitoring compliance with data protection law and for ensuring that personal data is protected within an organisation.

Petmania Ltd is the data controller of personal data that you provide when you order goods or engage in our in-store or digital services.

Petmania Ltd is a registered business name of O’Keeffes of Kilkenny Ltd, with a registered office at Unit 12, Kilkenny Retail and Business Park, Smithlands South, Springhill, Kilkenny. R95 Y26C Ireland. Vat No. IE9668306G, Company Reg. No. 446299.

In the context of this privacy notice when we use the term ‘we’ it means Petmania.

Petmania is part of O’Keeffes of Kilkenny Ltd, trading as the O’Keeffe Group.

The Data Protection Officer for Petmania can be contacted at Unit 12, Kilkenny Retail and Business Park, Smithlands South, Springhill, Kilkenny. R95 Y26C Ireland or by email at [email protected]

2. How We Use Your Data

We collect, use, and manage your personal data to provide goods and services to you.

We will use your personal data in the following ways:

• To provide goods and services and to manage your retail account including administering payments, returns and responding to queries.
• To enable the provision of our in-store services to include, dog grooming, microchipping, dog training and puppy care classes, and any additional services which may be introduced
• To enable the provision of personalised digital content, pet care advice and discount codes, pertaining to your pet’s care, to include, Petmania Puppy Club, Operation Transpawmation, Adoptive Pet Registration, and any other digital services to which you may subscribe
• To manage and administer advanced payment, and staged payments for services such as EasyRepeat Subscriptions, Dog Grooming Care Plans and Dog Training Classes, and any other services which you may choose to avail of.
• To administer any prize draw or competition you may enter.
• To analyse your shopping preferences or how you interact with or use our website or in-store services.
• For market research and statistical purposes.
• For marketing purposes including to send you special offers or discounts and to tell you about our products, services, competitions, news and other activities which may be of interest to you. You control your preferences in respect of how your personal data is used for marketing and you can change these preferences by responding to the link on the bottom of any correspondence received.

We will collect personal data directly from you when you purchase goods or services in-store or online, enter a competition or interact with us through any of our physical or digital channels.

We require you to provide personal data to be able to carry out our contract with you and if you do not provide the personal data we request, we will be unable to enter into or fulfil this contract.

When you visit our website, it will store or retrieve information on your browser, mostly in the form of cookies. This information might be about you, your preferences or your device and is mostly used to make our site work as you expect it to. The information does not usually directly identify you, but it can give you a more personalised web experience. As we fully respect your right to privacy, you can choose not to allow some types of cookies. For further information please see our Cookies Policy.

If you choose to hear about our sales and offers on our goods and services, we will capture your consent and we will send marketing communications to you on this basis.

You reserve the right to opt out of this at any time.

3. Why We Need Your Personal Data

We need to process your personal data for a number of different reasons, and these are our legal bases for processing. We also need to keep your personal data for as long as is necessary for us to operate our business and to comply with legal and regulatory obligations.

We rely on one or more of the following legal bases for processing personal data:

• To perform our contract with you or to enter into a contract with you –

We need to process your personal data to fulfil our contract with you or to assess whether to enter into a contract with you, whether this is in selling and delivering goods or the provision of services.

• To fulfil our legitimate interests or the legitimate interests of a third party –

When we process personal data to fulfil our legitimate interests, we will use it in a way in which you would reasonably expect, and which will have a minimal privacy impact. When we or third parties are relying on legitimate interests to process your data, we will balance our interests against your interests and the privacy impact of the processing on you and we will process your personal data responsibly.

Examples of our legitimate interests include (1) the provision appointment and wellbeing reminders directly relating to products and services purchased or booked online or in-store; (2) the provision of communications directly relating to purchases, appointments, refunds or any other transactional activity; (3) the sharing of pet health information with a vet or other pet health care professional (4) the administration of microchip certificates of registration (5) the provision of fraud prevention, preventing and investigating crime including financial crimes and (6) IT security.

• To comply with legal obligations to which our business is subject –

We have to comply with relevant laws and regulation in order to provide retail and pet care services, and we will need to process your personal data in order to comply with these legal obligations.

• Consent –

If we are relying on your consent as our legal basis to process your personal data, you have the right to withdraw consent at any time.

4. Storage Limitation

We will keep your personal data for the purposes set out in this privacy notice and only for as long as any legal basis continues to apply. Below is a list of the main reasons we need to retain your personal data:

• Ensuring we have relevant information in the event of any queries or complaints
• Being able to identify if you have purchased a product which is subject to a product recall
• Being able to provide post-purchase customer service any product or service which you have purchased
• To assist with the establishment, exercise, or defence of legal claims
• Compliance with the requirements of the Central Bank of Ireland, or other relevant Authority
• Compliance with Anti-Money Laundering Regulations

The length of time we need to keep the personal data will vary depending on the nature of the personal data and the reason we are obliged to hold it. The retention period for customer data is 7 years from the date a customer account becomes inactive (14 months after the date of the last financial transaction). We will apply appropriate risk-based measures to protect your personal data which may include pseudonymising or anonymising the personal data. If personal data is pseudonymised, this means it is de-identified so you are no longer identifiable, but we can re-identify you if we have a requirement to do so. If personal data is anonymised, it is de-identified, but can never be re-identified in the future.

5. Who We Transfer Data To

We will only share your personal data with third party organisations to provide the right service to you or to support us in doing so.

We may transfer your personal data to the following third parties:

• Other companies within The O’Keeffe Group of companies
• Technology service providers – our partners who provide IT and website services.
• Telephony providers – our partners who provide telephone, SMS and Email services and functionality.
• Payment providers and merchant centres whose services we use to process secure financial transactions on our behalf, for example, PayPal, Opayo and ClearAccept. Petmania do not store or have direct access to any credit / debit card details.
• Delivery companies – our couriers, parcel firms and mail firms who deliver your goods or services and manage any returns on our behalf.
• Microchipping databases for the registration of implanted microchips in accordance with our legal obligations regarding the recording and issuance of microchip certificates.
• Research service providers – our partners who work with us to provide market research and data analysis services.
• Marketing service providers – our partners who work with us to make sure we send you information about products, services and special offers that are of interest to you.
• Regulators and other governmental agencies or law enforcement agencies.
• Organisations who may be interested in purchasing our business or organisations who we may be interested in purchasing – we may sell parts of our business or acquire other businesses and your personal data may be shared with such third parties as part of this process.

We will only transfer your personal data to third parties who adhere to appropriate data security standards and controls. From time to time, we may need to transfer your personal data to other countries. Where this is the case, we will ensure that the transfer is subject to appropriate safeguards to protect your personal data and complies with applicable law which may include having standard contractual clauses in place with the third party. For further information on how data can be transferred to other countries, please find enclosed a link to the European Commission website: https://ec.europa.eu/info/law/law-topic/data-protection_en

Transfers outside the EEA

We sometimes need to transfer your personal data outside of the EEA for example to the United Kingdom. For this type of transfer, we have Standard Contractual Clauses (SCC) in place, or alternatively we will rely on the European Commission’s Adequacy Decision. Standard contractual clauses are contractual measures that are pre-approved by the European Commission which ensure the appropriate safeguarding of that data on the side of the data exporter and data receiver. Recently, the European Commission has updated SCCs to be more comprehensive and afford greater protection.

6. Your Rights

You have certain rights in respect of your personal data and we have processes to enable you to exercise these rights.

Right of Access

This is known as a Subject Access Request. If you want to know if we are processing personal data relating to you and to have access to any such personal data, you contact [email protected] . In order to supply you with your personal data that we hold, we will need to verify your identity.

Right to Rectification

If you believe that we hold inaccurate personal data about you, then you can update this information by contacting your local store or requesting the change in writing to [email protected] . Depending on the type of personal data you believe is inaccurate, we may ask you for further proof to ensure that the personal data is being corrected properly. If we are satisfied that the personal data is inaccurate, we will make the necessary changes.

Right to Erasure

You have a right to ask for your personal data to be erased. However, we are not required to erase your data where we need your personal data to comply with a legal obligation or for the establishment, exercise or defence of legal claims. Therefore, we cannot comply with an erasure request, for example, where you bought products and services for which we must keep records. In addition, if you opt-out of marketing communications or have previously opted out of marketing communications, we have to keep a record or such opt-out to ensure that we don’t contact you in the future.

Right to Restriction

You have a right to request that processing of personal data is restricted in certain circumstances. Where we restrict your data, we are permitted to store your data but we cannot process in any other way apart from for the establishment, exercise or defence of legal claims or with your consent.

Right to Object

Where we are relying on legitimate interests as a legal basis to process your data, you have a right to object to such processing on grounds relating to your particular situation.

If you object to our use of your personal data for direct marketing purposes, we will opt you out of direct marketing. You can do by following the link at the bottom of any correspondence you receive from us, or by contacting [email protected] . You may also object to other processing when we rely on our legitimate interests as the basis for processing, but we do not have to stop the processing if we can demonstrate compelling legitimate grounds for the processing (taking into account our processing activities, the nature of our business and our legitimate interests) and that these grounds override your interests, rights and freedoms or in the event that we need the personal data for the establishment, exercise or defence of legal claims. To enable us to consider any objection we will need to know what specific interests, rights or freedoms relating to your particular situation you believe will potentially be put at risk by our processing. If we do stop processing your personal data (apart from for direct marketing purposes), this may affect our ability to trade with you.

Right to Portability

In certain circumstances, you can request that we provide to you your personal data in a commonly used format. If you wish to make such a request, please contact [email protected]

Right to Complain to the Data Protection Commission (DPC)

You have the right to complain to the Data Protection Commission (DPC) if you are concerned about the way we have processed your personal information. Please visit the DPC’s website for further details at: www.dataprotection.ie

7. What Data we Process and Share

The personal data you have provided, we have collected from you, or we have received from third parties may include your:

• name
• addresses
• contact details such as email address and telephone numbers
• identifiers assigned to your computer or other internet connected device including your Internet Protocol (IP) address
• Eircodes

8. Social Media Platforms

We use social media to share organic and paid content to give visibility and dissemination our products and/or services.

We operate in line with the GDPR and Privacy agreements for advertisers on these platforms, however the functioning of social media platforms is not under the control of O’Keeffe’s of Kilkenny Ltd or Petmania Ltd and therefore as a user of these platforms, you have separate privacy agreements in place with them, in line with the platform’s own privacy statements.

Any information that you publish will be shared among all users on the networks, and likewise, these networks allow interaction with other users, and therefore, some assumptions that must be taken into account are detailed below.

The user must commit to:

• Not publish information that does not respond to the requirements of truthfulness, public interest and respect for the dignity of people. Specifically, the user must avoid any behaviour that may violate the principle of non-discrimination for reasons of sex, race, religion, ideology or any other personal or social circumstance, and against privacy, honour and image, being the person responsible for the veracity and legality of the content published
• Not take or publish images, videos or any other type of recording without the consent of those involved

We reserve the right to remove any information published by others that violates the law, incites to do so, or contains messages that attack the dignity of persons or institutions from its social networks.

We operate the following social media platforms:

• Facebook (META)
• Instagram (META)
• X (Twitter)
• TikTok
• Youtube

Publication of Photos/Videos on Our Website, Social Media or for Publicity purposes

From time-to-time, we will seek to publish photos or videos of our staff, clients, users or minors on the website, on social media, or through other publicity channels (newspapers, digital magazines etc) as well as to collect data to hold a competition. In instances where we are the creators of this content, we will obtain previous, explicit, indisputable and informed consent from the account owner, or in the case of those under 16, their parents or legal guardians.

In instances where content is shared with Petmania by a social media account holder, in the form of tagging, collaborator requests, sponsored posts, comments, shares or other mechanics within a social media platform, the user’s individual privacy agreement with the platform will take precedence (ie: if a user’s account is set to prevent re-sharing, then the content will not be re-shared)

Where photographs are taken of pets that visit our locations and shared on our social media, we will never share the owner information, unless explicated requested.

Should you wish for any content to be removed, please contact [email protected].

Where remuneration was provided in the form of payment or gifting, for the use of such content, Petmania may reserve the right to invoke the terms of that agreement with regard to the continued use of such content.

9. Third Party Sites

From time-to-time we may provide links to other websites or companies for access to further reading material, products or services. These parties are not covered by our Privacy Policy and you should consult their individual privacy policy for more information.

10. More Information

Opting Out: From time-to-time we may contact you with details on special promotional offers or products that we think you would be interested in, via Email, Telephone, SMS, Post, app notifications. If you do not want to receive these communications you can opt-out by following the instructions at the end of the correspondence which you receive, or by contacting [email protected]

To opt-out of marketing emails from us, click on the “unsubscribe” link contained at the end of marketing emails and follow the subsequent instructions.

Please note:

Requests not received in the specific format indicated, are in danger of being misdirected. We reserve the right to contact you regarding your account where necessary.

Please make sure that you have read and understood our privacy notice which is updated from time-to-time and which explains how we safeguard any data which you provide to us and the basis for which we process your data in order for us to fulfil our contract with you.

How to contact us

If you are unhappy about how your personal data has been used, please contact [email protected]

 Changes to the Privacy Policy

Any changes to this Privacy Policy, information we collect, how we use it and under what circumstances, if any, we disclose it, will be made available through our website(s) as they may arise. This policy was last updated on 8^th January 2025.