Privacy Policy

Effective November 17, 2026

Groomers Club is a booking calendar and client records tool for dog groomers at groomers.club. This policy explains what it stores, who can see it, and what you can do about it. It applies wherever you live.

The short version

• Your clients’ and dogs’ details, appointment notes and photos are stored encrypted.
• Groomers Club never receives your password.
• No ads, no analytics, no tracking cookies. Nothing is sold or shared for marketing.
• You can download your data or delete your account at any time.

What Groomers Club stores

• Account details: your email address, first and last name, your business’s name, and when you signed up.
• Sign-in data: a one-way fingerprint of a key your browser makes from your password, never the password itself.
• Your business records: clients (names, phone numbers, email and home addresses, emergency contacts, notes), dogs (details, health and behaviour notes, vets, vaccines, photos), appointments, blocked time, prices and calendar hours. A client’s email address is also kept as a keyed one-way fingerprint, so a client can be found by the address they type on their page (below).
• Your team: the people who work at your business: their name and email, what they do there (owner, manager, groomer, bather or front desk), their colour on the calendar, a phone number if one is added, their weekly working hours, time off and shift swaps, when they clock in and out, their pay rates (a commission and an hourly rate) if the owner sets them, which of the business’s locations they work at, and anything the owner or a manager allowed or took away from what that kind of person usually does. Also who does each visit, whose blocked time it is, who added each client, and invites waiting to be accepted (the name and email address they were sent to).
• Signed-in devices: for each, a name based on your browser and system (for example “Edge on Windows”), when it signed in and when it was last active.
• Security records: a count of recent wrong sign-ins for an email address, and whether the account is locked until an emailed code is used.
• Use: when the account was last used, and when it was last emailed that it would be deleted for not being used (see How long it’s kept).
• Your look: the style, colour, brightness and motion you last picked, so your other devices show it too.
• Recall alerts: which pet recall notices your business has dismissed.
• The grooming day: where each dog is on the day (arrived, in the bath, ready, picked up), how a visit was paid and any tip, before and after photos of a visit, report cards, the waitlist, packages of visits and gift cards you sell, a mileage log and expenses (date, amount, what for, where bought, a note) if you keep them, and which visits clients booked themselves.
• Your plan: which plan your business is on, and since when it’s been on a plan without photos. On such a plan, photos of dogs and visits and website pictures are hidden, then permanently deleted after 6 months, unless the business moves back to a plan with photos first.
• Your locations: if your business has more than one, each location’s name, address, phone, email, opening hours and its own prices, and which location each visit, client and blocked time belongs to. A location’s name, address, phone and hours are shown on your booking page and, if you add them, on your website.
• Your settings: your country and time zone, what your team may see, whether the app may work without signal, online booking, your clients’ page, reminder, vaccine and review emails and your review link, and the forms you ask clients to agree to.
• Emails to clients: when a visit’s reminder was sent, which vaccine reminders were sent, when each client was last asked for a review, how many emails your business sent each day (kept for 60 days), and which clients asked for no emails.
• Phone calendar links: a one-way fingerprint of each person’s private calendar link, and what it shows (see Your phone’s calendar).
• Your clients’ page: clients’ sign-ins there (a one-way fingerprint, when each started and was last used), and what clients send from it until you deal with it (see Your clients’ own page).
• Your client sign-up page: its address (you pick it when you sign up, and can change or clear it in Account), and what clients send on it (see Client sign-up pages).
• Your website, if you make one: its pages, words, style and settings, and the pictures you add to it (see Your website).
• Your agreement: which version of the Terms of Use and this policy you agreed to, and when.

Who can see your records

Clients’ and dogs’ details, appointment notes and photos are encrypted (AES-256-GCM) before they’re written to disk, with a key kept apart from the data. Service names, prices, appointment times and statuses are stored without that extra encryption, so the calendar and earnings can be worked out. This is not end-to-end encryption: the server decrypts your records to show them to you, so whoever runs Groomers Club could read them. They don’t, except when you ask for help with a problem or the law requires it.

Only people signed in to your business can see its records, and each only as much as what they do there allows. Owners, managers and the front desk see every client and visit. A groomer sees their own visits and the clients they have visits with or added (or every client, if the owner chooses), and other people’s visits only as the owner chooses: not at all, as busy times, or with the dog, client and service. A bather sees today’s and tomorrow’s dogs, without prices. Earnings and expenses are for owners and managers; a person’s pay rates are seen only by owners, managers and that person. One business can never see another’s. The exceptions are what you choose to publish on your website, which anyone can see, and what your clients see of their own records on their page.

Information about your clients

The records you keep are about your own clients and their dogs. You decide what to record, and you’re responsible for having their permission and for removing their details when they ask. Groomers Club only contacts your clients for you, in the ways described under Emails to your clients, and never uses their details for anything else.

What Groomers Club doesn’t store

• Your password.
• Access logs: no record of the pages you visit or what you do.
• Your IP address. It’s kept in memory for up to an hour to limit repeated attempts, and never written to disk.

Client sign-up pages

A business can turn on its own page, at an address like yourbusiness.groomers.club/client-signup, where new clients send their name, phone number, email and home address, their vet, their dog’s name, breed and weight, and a photo of the dog’s rabies vaccine record. A business’s website can also show a shorter form (the same details without the address, vet or photo) on one of its pages. What a client sends either way goes only to that business, is encrypted like its other records, and waits for the groomer to approve or decline it. Approving adds the client and their dog to the business’s records, with the vaccine photo kept on the dog’s card. Declining deletes the sign-up and its photo, and a sign-up nobody answers is deleted after 60 days.

A business can also ask new clients to agree to its own forms on these pages, such as a release for shaving a matted coat. The client ticks each one and types their name to sign. The words of each form, the name typed and when are kept with the client’s record. The business writes these forms; Groomers Club only shows them and keeps the record.

Asking for a booking

A business’s address also has a page, /book, where anyone can ask for a visit: their name, phone number, email if they give one, their dog’s name, the service they’d like, the days and times that suit them, and any notes. A request goes only to that business, is encrypted like its other records, and creates no appointment by itself. It’s deleted when the groomer books it, marks it dealt with or declines it, or after 60 days. If the groomer declines it with a message and the person gave an email address, that message is emailed to them.

Report cards

After a visit, a groomer can make a report card for the dog’s owner: a page at the business’s address with the dog’s name, the date, what was done, the groomer’s note and up to four photos from the visit. It has a long random link that only works for whoever has it; Groomers Club keeps only a one-way fingerprint of the link’s secret part, and the page isn’t listed by search engines. The groomer sends the link by email (below) or by text from their own phone. The page and its link stop working after 60 days, or sooner if the groomer makes a new one or deletes the visit.

The sign-up page and asking for a booking set no cookies. Before a vaccine photo is sent, the browser redraws it as a plain picture, so it carries no location or other details from the phone. If you sent your details to a groomer this way, that groomer decides how they’re used: ask them first about seeing, changing or deleting them.

Booking a free time

If the business allows it, the /book page also shows free times (from its groomers’ working hours, less their visits, blocked time and time off; with the groomers’ first names if the business lets clients choose) and lets someone book one. First Groomers Club emails a 6-digit code to the address they type, to check it’s theirs; only the business’s clients get one, unless the business lets anyone book. A client then picks their dog. Someone new, where allowed, gives their name, phone number, address if they like, their dog’s name, breed and weight, and agrees to the business’s forms; they become one of its clients, with that dog. The visit is booked at once, the business sees it was booked online, and the person is emailed that it’s booked. Booking signs the person in to their page there (below).

Your clients’ own page

If the business turns it on, its clients can sign in at /me on its address with a 6-digit code emailed to the address the business has for them. They see their details, their dogs and vaccines, their visits (when, what, with whom) and report cards still live. As the business chooses, they can send a new phone number, address or emergency contact, and a new vaccine record with a photo of it (saved at once, or waiting for the groomer to approve), and cancel or move a visit (themselves, or by asking the groomer) up to a notice the business sets. What they send is encrypted like the business’s other records and goes only to that business. Signing in sets one cookie, __Host-gcc, on the business’s address only; the sign-in ends after 14 days without use, 60 days at most, or when they sign out.

Your website

A business’s owner can build a website at its address (yourbusiness.groomers.club), with pages like /faq, pictures and a logo. The draft is seen only by the owner while signed in. Once published, the pages and the pictures on them are public: anyone can see them, and search engines may list them unless the owner turns that off. Each page also carries the business’s public details (name, phone, email, address, hours, social links) in a form search engines read. Website words and pictures aren’t encrypted the way client records are, because they’re meant to be public. Don’t put clients’ details or photos on it without their permission.

Websites run no scripts and set no cookies, and Groomers Club doesn’t track their visitors or count visits. Social media buttons on a website are plain links: nothing loads from those sites, and they learn nothing about a visitor unless the visitor follows the link. Each page has a “Report this page” link that emails privacy@groomers.club. Each time the owner publishes, a copy of the published site is kept so they can go back to it; only the last 10 are kept. The owner can take the site down at any time, and it and its copies are deleted with the business. Pictures stay until the owner deletes them. A picture on the published site can’t be deleted until it’s taken off.

Your team

An owner or manager can invite someone to work at the business by email. The invite’s link works for 7 days, only for that email address, and is deleted once used or taken back. The person signs in with their own account; one account can be in several businesses and switch between them, and each business’s records stay apart. When someone leaves or is removed, they can no longer sign in to that business, their calendar link stops, and their name stays on the visits they did; their hours, clock-ins and pay records stay with the business’s records. The owner decides what each person may see and do (a manager can do this for the people under them, but never allow more than the owner allowed them), and which locations they work at: someone who works at some locations only sees those locations’ visits and, if the owner keeps clients per location, their clients. The owner is responsible for who they let in and what they let them see.

Your phone’s calendar

Anyone at a business can make a private link that puts their visits (or, for owners, managers and the front desk, everyone’s) into their phone’s calendar app. They choose what each visit shows: the dog and service, or also the client’s name, phone and address. Calendar apps like Google Calendar or Apple Calendar fetch the link every few hours and keep a copy of what it shows on their own servers, under their own privacy policies. Anyone who has the link can see it, so it’s long and random; making a new one or stopping it ends the old one. Groomers Club keeps only a one-way fingerprint of it.

Working without signal

If the business’s owner allows it, the app keeps a copy of the records you can see on your device, so it opens without signal. The copy is encrypted with a key your browser makes and keeps to itself, and the app’s own files are kept by the browser too. While offline, checking dogs in through the day and checking out existing visits wait on the device, encrypted, and are sent once you’re back online. Signing out deletes the copy and anything waiting; if a sign-in simply runs out, they stay for the same account’s next sign-in. A copy older than 7 days isn’t shown. Anyone who can use your unlocked device could open the app, so lock your phone.

Pet recall alerts

Once a day the server reads the U.S. Food and Drug Administration’s public list of recalls and keeps the pet-related ones (pet food, treats and veterinary medicines). The app shows each one at the top of the Grooming page until your business dismisses it. Only public information is fetched; nothing about you or your clients is sent.

Emails

Groomers Club emails you sign-up, unlock and password-reset codes, and a warning before an unused account is deleted. No newsletters or marketing.

Emails to your clients

When a groomer asks it to, Groomers Club emails one of their clients: that their dog is ready for pickup, a report card’s link, that a visit is booked, or a reply to a booking request. If the groomer turns them on, it also emails a reminder before each booked visit, and a note before one of a dog’s vaccines runs out (once per vaccine date, for dogs seen in the last year or booked), to clients with an email address. A report card’s email can carry the business’s review link, at most once every 6 months per client. Sign-in and booking codes are emailed to the address the person types. These emails show the business’s name, replies go to the business’s owner, and each one says it was sent with Groomers Club. Each has a link the client can use to stop all emails from that business; after that none are sent until the client asks the groomer to turn them back on. A business can send at most 300 such emails a day. They’re never used for marketing by Groomers Club.

Texts, calls and maps

Buttons to call or text a client, or to get directions, open your own phone’s phone, messages or maps app with the number, words or address filled in. Groomers Club doesn’t send those texts or calls itself and doesn’t see them. “Map the day” and “Directions” open Google Maps with that day’s client addresses, so Google receives them when you use them. Google’s privacy policy.

Cookies and your device

One cookie, __Host-gc, keeps you signed in. It’s strictly necessary, holds no personal information, and ends within 7 days. On a business’s address, __Host-gcc keeps a client signed in to their page there. There are no other cookies and no tracking, so “Do Not Track” is honoured by never tracking anyone. Your chosen look (style, colour, brightness and motion) is saved in your browser’s storage, and with your account so your other devices show it; it says nothing about you. When the app works without signal, its encrypted copy is kept in your browser’s storage too (above). Whether you’ve seen visits booked online is remembered on each device.

Services Groomers Club relies on

• Cloudflare carries all traffic to groomers.club. It sees your IP address and connection details. Cloudflare’s privacy policy.
• Resend delivers Groomers Club’s emails, so it receives your email address, your clients’ email addresses when a business emails them, and those emails. Resend’s privacy policy.
• Off-site backup storage keeps nightly backups. They’re encrypted before they leave the server, so the storage provider can’t read them.

Groomers Club’s server is a computer run privately in the United States. Personal information isn’t sold, rented or shared with anyone else, except where the law requires it.

How long it’s kept

Your account and records are kept until you delete your account, until it goes unused, or until it’s closed under the Terms of Use. An account that isn’t signed in to or open anywhere for 6 months is deleted, or after 3 months if its business has no clients. You’re emailed at least 14 days before, and signing in once keeps it. Deleting an account erases it from the server straight away, and its business with it if you’re the owner. Encrypted copies stay in backups until those expire, within about 3 months, and are only used to restore the server after a failure. Sign-ins end after a day without use, or 7 days at most; clients’ sign-ins to their page after 14 days without use, or 60 days at most. Sign-in and booking codes expire after 10 minutes and aren’t written to disk. Invites are deleted when used, taken back, or after 7 days. What clients send from their page is deleted once the groomer approves or declines it. Records of wrong sign-ins are removed after a day unless the account is locked. A team member’s records stay with the business until it’s deleted.

Your choices and rights

• See and change your records: everything is in the app when you’re signed in.
• Take a copy: Account > Download my data. The file isn’t encrypted. Photos and your website aren’t included. The Earnings page can also download a period’s visits, mileage and expenses, and a year’s summary, as spreadsheets.
• Bring records from Haven: Account > Import from Haven. Your browser reads the file and sends only its grooming records.
• Bring clients from another app: Account > Import clients from a spreadsheet. Your browser reads the file; only the columns you match to clients and dogs are sent.
• Delete everything: Account > Delete my account, by typing “delete my account”.
• Ask a question or make a request: email privacy@groomers.club.

Wherever you live, including California, the EU and the UK, you can ask what Groomers Club holds about you, ask for it to be corrected or deleted, or take a copy. Personal information isn’t sold or shared, as those terms are used in California law, and you won’t be treated differently for using your rights. If you’re a groomer’s client, please ask your groomer first: they hold your details.

Security

Your password is protected with Argon2id in your browser, the server sits behind Cloudflare with no open ports, accounts lock after repeated wrong sign-ins, and records are encrypted on disk as described above. No system is perfectly secure. If a breach ever affected your information, you’d be told by email as the law requires.

Children

Groomers Club isn’t meant for children under 13 and doesn’t knowingly hold their information. If you believe a child under 13 has an account, email privacy@groomers.club and it will be deleted.

Changes

If this policy changes, the date at the top changes too. When it changes, the app asks you to agree to the new version before you carry on.

Contact

Groomers Club, groomers.club · privacy@groomers.club