Privacy Policy

Last updated: 24 September 2026

SmartGroom respects the privacy of grooming businesses and their customers.

This Privacy Policy explains how information is collected, used, stored and shared when you visit smartgroom.app, contact SmartGroom or use the SmartGroom pet grooming software.

SmartGroom is developed and operated by Zyn Technology ("SmartGroom", "Zyn Technology", "we", "us" or "our").

1. Who This Policy Applies To

This Policy applies to personal information processed through:

• The SmartGroom website
• SmartGroom business accounts
• Online booking pages
• Contact and setup forms
• Customer support
• Appointment and client-management features
• SMS and messaging features
• Stripe and Square integrations
• Product analytics and website analytics

It applies both to SmartGroom customers and, where relevant, individuals whose information is stored by a grooming business using SmartGroom.

2. Our Role Under Data-Protection Law

The role SmartGroom plays depends on the information involved.

Information about SmartGroom customers

When you contact SmartGroom, purchase SmartGroom, create an account or communicate with us directly, Zyn Technology generally determines how and why that information is processed. For this information, Zyn Technology generally acts as the data controller.

Information about your grooming clients

When a grooming business uses SmartGroom to store information about its own customers, pets, appointments or communications, that grooming business normally determines why the information is collected and how it is used. The grooming business therefore generally acts as the controller, and Zyn Technology processes the information on its behalf as a processor or service provider.

If you are a grooming client and want to exercise rights relating to information held by your groomer, you should normally contact the grooming business first. We will assist our SmartGroom customer where required by applicable law.

3. Information We Collect

Depending on how you interact with SmartGroom, we may process the following information.

Information you provide directly to SmartGroom

• Your name
• Business or salon name
• Email address
• Telephone number
• Business type
• Billing information
• Account information
• Support requests
• Messages sent to us
• Information supplied during setup or migration

Salon and business data

When you use SmartGroom, the platform may contain information such as:

• Business details
• Staff or authorised-user details
• Services
• Prices
• Working hours
• Booking rules
• Cancellation policies
• Appointment records
• Business notes
• Booking history

Client and pet data

A grooming business may use SmartGroom to process information such as:

• Client name
• Contact information
• Telephone number
• Email address
• Appointment information
• Communication history
• Pet name
• Breed
• Grooming history
• Grooming notes
• Behaviour or handling notes
• Relevant vaccination or pet-care information
• Service history

The grooming business using SmartGroom is responsible for determining what client and pet information it needs to collect and ensuring that collection is lawful.

Payment information

SmartGroom integrates with payment processors including Stripe and Square. Full payment-card details are entered into and handled by the payment processor. SmartGroom does not store complete credit- or debit-card numbers on its own servers.

We may receive limited payment-related information from the processor, such as:

• Payment status
• Transaction reference
• Customer or payment-method identifier
• Last four digits or card type where supplied
• Refund or dispute status

Card-on-file functionality is provided through secure tokens or identifiers supplied by the payment processor rather than SmartGroom storing the full card number.

Communications

If SmartGroom is used to send or receive messages, we may process information required to provide that functionality, including:

• Telephone numbers
• Message content
• Delivery information
• Appointment reminder data
• Communication timestamps

Technical and usage information

When you use our website or software, we may automatically receive information such as:

• IP address
• Browser type
• Device type
• Operating system
• Pages or features accessed
• Date and time of access
• Error and security logs
• Approximate location derived from technical information

We use this information to operate, secure and improve SmartGroom.

4. How We Use Personal Information

We use information where reasonably necessary to:

• Respond to enquiries
• Provide SmartGroom
• Create and administer accounts
• Configure customer systems
• Assist with supported data migration
• Provide online booking
• Manage appointments
• Maintain client and pet records
• Deliver appointment reminders
• Enable two-way communications
• Support cancellation and no-show policies
• Integrate with Stripe or Square
• Send review requests configured by the grooming business
• Provide customer support
• Diagnose technical problems
• Protect accounts and prevent abuse
• Maintain security
• Improve SmartGroom
• Process refunds or billing matters
• Maintain business and tax records
• Comply with legal obligations
• Establish, exercise or defend legal claims

We do not use salon client information for our own unrelated marketing purposes.

5. Legal Bases for Processing

Where the EU General Data Protection Regulation ("GDPR"), UK GDPR or similar laws apply, we rely on an appropriate legal basis for processing. Depending on the circumstances, this may include:

Contract

Processing necessary to provide SmartGroom, administer your purchase, maintain your account, provide support or fulfil another agreement with you.

Legitimate interests

Processing reasonably necessary to:

• Operate and improve SmartGroom
• Keep the platform secure
• Prevent fraud or misuse
• Understand product performance
• Manage our business
• Communicate with business customers

We balance those interests against the rights and interests of affected individuals.

Consent

Where required, we rely on consent for matters such as:

• Non-essential analytics cookies
• Certain marketing communications
• Other activities for which the law requires consent

You may withdraw consent at any time where consent is the legal basis.

Legal obligation

We may process information where necessary to comply with accounting, tax, regulatory, law-enforcement or other legal requirements.

6. Grooming Businesses' Responsibilities

If you operate a grooming business using SmartGroom, you are responsible for your own use of personal information. Among other things, you are responsible for:

• Having an appropriate lawful basis for collecting client data
• Giving your customers any privacy information required by law
• Obtaining consent where consent is required
• Keeping information reasonably accurate
• Controlling who in your business has access
• Using messaging features lawfully
• Complying with marketing and SMS rules
• Applying lawful cancellation and no-show policies
• Responding to your customers' privacy requests

SmartGroom provides technology to help operate your business, but it does not replace your own privacy or legal obligations.

7. SMS and Client Communications

SmartGroom may enable grooming businesses to send:

• Booking confirmations
• Appointment reminders
• Service updates
• Customer messages
• Review requests
• Other communications configured by the grooming business

The grooming business is responsible for ensuring it has an appropriate lawful basis to send each type of message.

We may use third-party communications providers to transmit SMS or other messages. Those providers receive only the information reasonably necessary to provide the communication service.

8. Payment Processing

SmartGroom supports payment processing through Stripe and Square. Payment-card details are supplied directly to the payment processor and are handled according to that provider's security standards, terms and privacy policies.

SmartGroom does not store full card numbers or card security codes on its own servers. Where card-on-file functionality is enabled, the payment processor stores the payment credentials and provides SmartGroom with a token or reference that can be used when an authorised charge is requested.

Stripe and Square operate as independent organisations for parts of their payment-processing activities and may process information according to their own legal obligations. You should review the relevant processor's privacy information for further details.

9. Cookies and Analytics

SmartGroom may use cookies or similar technologies.

Strictly necessary technologies

Some technologies are necessary for:

• Login
• Security
• Session management
• Form submission
• Core website functionality

These may be used without optional consent where permitted by law.

Analytics

We currently use services such as Google Analytics 4 to understand how visitors use the SmartGroom website. Where applicable law requires consent, non-essential analytics technologies should not be activated until you have provided that consent through our cookie controls.

Analytics providers may receive technical information including device information, IP-related data and website usage information. You can also control cookies through your browser settings.

10. How We Share Information

We do not sell your personal information or your salon's client database.

We may share information with trusted service providers where reasonably necessary to operate SmartGroom. These categories may include:

• Hosting and cloud-infrastructure providers
• Stripe or Square
• SMS and messaging providers
• Email or support providers
• Website and form providers
• Analytics providers
• Domain providers
• Security providers
• Professional advisers such as accountants or lawyers

Those organisations may process information only to the extent required for the relevant service, subject to their own legal obligations and our contractual arrangements where applicable. We may also disclose information:

• Where required by law
• In response to a lawful government or court request
• To investigate fraud, abuse or security incidents
• To protect our legal rights or the rights of others
• In connection with a genuine merger, acquisition, restructuring or sale of all or part of the business

If ownership of SmartGroom changes, personal information may transfer as part of that transaction subject to applicable privacy law.

11. International Data Transfers

Some technology providers used to operate SmartGroom may process information outside your country, the European Economic Area or the United Kingdom. Where data-protection law requires safeguards for an international transfer, we use or rely on an appropriate legal mechanism, which may include:

• An adequacy decision
• Standard Contractual Clauses
• A recognised international data-transfer agreement
• Another legally permitted safeguard

12. Data Security

We use reasonable technical and organisational measures designed to protect personal information against:

• Unauthorised access
• Unlawful use
• Accidental loss
• Alteration
• Disclosure
• Destruction

These measures include access controls and secure transmission of information where appropriate. Payment-card data is handled by Stripe or Square rather than being stored as full card numbers by SmartGroom.

No internet-connected system can be guaranteed to be completely secure. Customers should also protect their account credentials and notify us promptly if they suspect unauthorised access.

13. Data Ownership and Portability

SmartGroom supports export of supported:

• Client information
• Pet information
• Booking information

Where available, exports are provided in structured formats that can be retained by your business or used with other systems. Data portability does not mean that another software provider will necessarily support every SmartGroom field or import format.

14. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and for any legitimate legal, accounting, security or operational requirement. How long we keep information depends on factors including:

• Whether your SmartGroom account remains active
• Whether the information is required to provide the Service
• Legal and tax retention requirements
• Security and fraud-prevention requirements
• Whether a dispute or legal claim exists

After an account is closed, we may retain limited information where required by law or reasonably necessary to establish, exercise or defend legal claims.

Salon customers should export any business information they need before requesting permanent account deletion. Where technically and legally possible, information that is no longer required will be deleted or anonymised.

15. Account Closure and Deletion

A SmartGroom customer may request closure of its account and deletion of personal information that SmartGroom is not legally required to retain. Before closing your account, you should export any client, pet or booking data you wish to keep.

Some information may remain temporarily within secure backups or logs until those systems are overwritten in the ordinary course. We may also retain limited information where required for:

• Tax or accounting purposes
• Fraud prevention
• Security
• Dispute resolution
• Legal compliance

16. Your Privacy Rights

Depending on where you live, you may have rights including the right to:

• Request access to your personal information
• Correct inaccurate information
• Request deletion
• Restrict certain processing
• Object to certain processing
• Receive certain information in portable form
• Withdraw consent
• Opt out of direct marketing
• Make a complaint to a data-protection authority

These rights are not absolute and may be subject to legal exceptions.

If you are a client of a grooming business using SmartGroom, your request should normally be directed to that grooming business because it controls your client record. Where appropriate, we will assist the grooming business in responding. If your request concerns information that SmartGroom controls directly, contact us using the details below.

17. European and UK Privacy Rights

Where GDPR or UK GDPR applies, you may also have the right to complain to the relevant supervisory authority.

If Zyn Technology is established in Spain, the relevant Spanish supervisory authority is the Agencia Española de Protección de Datos (AEPD). You may also contact the supervisory authority in the country where you live or work where applicable.

18. California and Other US Privacy Rights

Residents of certain US states may have additional privacy rights under applicable state law, including rights relating to access, deletion or correction of personal information.

SmartGroom does not sell salon client databases. Where state law defines "sale" or "sharing" to include particular advertising or tracking practices, we will honour applicable rights where those laws apply to us. Requests may be submitted using the contact information below.

19. Children

SmartGroom is a business product and is not intended for use by children. SmartGroom customers should not intentionally enter personal information relating to children unless it is lawful, necessary for their business and handled in accordance with applicable law.

20. Automated Decision-Making

SmartGroom does not use personal information to make solely automated decisions about individuals that produce legal or similarly significant effects unless this is specifically disclosed and legally permitted.

21. Security Incidents

If we become aware of a personal-data breach, we will investigate it and take appropriate steps to contain and address the issue. Where applicable law requires notification to affected SmartGroom customers, individuals or supervisory authorities, we will provide that notification within the legally required timeframe.

22. Third-Party Websites

The SmartGroom website may link to external websites or services. We do not control the privacy practices of those organisations. Their use of personal information is governed by their own privacy policies.

23. Changes to This Privacy Policy

We may update this Privacy Policy as SmartGroom develops, our service providers change or privacy laws evolve. The latest version will always show the date on which it was last updated. Where changes materially affect how existing customer information is processed, we will provide additional notice where reasonably required.

24. Contact Us

SmartGroom is developed and operated by:

Zyn Technology
Spain
www.zyntechnology.com
www.smartgroom.app

For privacy enquiries or requests, contact SmartGroom through the contact page or email:

info@zyntechnology.com