Privacy Policy

1. Our roles

Meakes LTD is the controller for information used to operate Petxis accounts, subscriptions, security, support and our own communications. A pet-care business is normally the controller for the customer, staff and pet records held in its workspace; Petxis processes that information on the business’s behalf.

Questions about a pet-care record should normally be sent first to the pet-care business concerned.

2. Information we process

• Business and account details, including names, email addresses, telephone numbers, roles and login-security records.
• Subscription, invoice and payment references. Card details are handled by the payment provider rather than stored by Petxis.
• Support messages, audited support access, technical logs, IP addresses and security events.
• Workspace information supplied by a business, including its customers’ contact details, appointments, messages and documents.
• Pet records, which may include care, behaviour, veterinary, insurance and treatment information. Information about a pet is not itself personal data, but associated owner and contact information is.
• Online-shop order and delivery information where that module is used.

3. Why we use information

We use account and billing information to perform our contract; security, service improvement and support records for our legitimate interests in operating a safe and reliable service; financial records to meet legal obligations; and optional marketing only where we have a lawful basis and honour opt-outs. Workspace data is processed under the pet-care business’s instructions to provide the contracted service.

4. Who receives information

Information may be handled by carefully selected providers supporting cloud hosting, database and file backups, email, SMS, payment processing, error/security monitoring and professional advice. Current service categories include Stripe for subscription or payment processing and Backblaze for encrypted/off-site storage where configured. Individual businesses may configure additional email, SMS, payment or integration providers.

We do not sell personal information. We may disclose it where required by law, to protect legal rights or security, or during a genuine corporate transaction subject to appropriate safeguards.

5. International transfers

Some providers may process information outside the UK. Where UK adequacy regulations do not apply, we use an appropriate transfer mechanism, such as the UK International Data Transfer Agreement or UK Addendum, and assess relevant safeguards.

6. Retention

We retain account and workspace information while the service is active and afterwards only for as long as reasonably needed for contract administration, legal claims, security, restoration and applicable financial-record obligations. The period depends on the record and instructions of the relevant business. Backup copies expire through controlled retention cycles and are not kept indefinitely. Businesses should export required records before ending service.

7. Security

Measures include separated business workspaces, role-based access, password hashing, optional or enforced two-factor authentication, encrypted stored credentials, logged administrative activity, protected document storage, backups and audited support impersonation. No system can guarantee absolute security.

8. Your rights

Depending on the circumstances, UK data-protection law gives individuals rights to access, correct or erase information; restrict or object to processing; receive portable information; and complain about automated decisions. Rights are not absolute. Contact the pet-care business for workspace records, or support@petxis.uk for Petxis account and platform processing.

You can complain to the Information Commissioner’s Office at ico.org.uk, although we would appreciate the opportunity to address the issue first.

9. Children

Petxis business accounts are not intended for children. A business should avoid recording unnecessary information about children in pet or customer records.

10. Changes and contact

We may update this policy and will highlight material changes where appropriate. It was last updated on 31 July 2026. Contact support@petxis.uk with privacy questions.