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Privacy Notice

Version 1.0 · Effective 26 September 2026

Summary

  • WagDay is booking and management software for pet care facilities. Each facility decides what it records about its customers, their pets and its staff; WagDay holds that information to run the service for the facility.
  • We handle contact, account, booking, payment and pet care details. Pet vaccination and medical records are linked to the pet’s owner.
  • We use service providers to host, store, message, take payments and monitor the service. Some are overseas; Appendix A lists them and what is still to be confirmed.
  • Analytics from PostHog start only if you accept them in the cookie banner.
  • You can ask for access, correction or deletion. Some financial records are kept even after deletion. You can complain to us, and then to the OAIC.

Who is responsible

Operators. WagDay handles the account, subscription, billing and support details of the business that signs up (the operator) for its own purposes.

Staff. A facility adds its staff and records their contact details, schedules, time entries, qualifications and leave. WagDay holds these records for the facility.

Customers and pet owners. A facility collects its customers’ details, pet profiles and booking history, directly or through its booking widget, customer portal or mobile app. The facility decides how it uses those records to care for your pet. WagDay holds and processes them on the facility’s behalf. For questions about a facility’s own decisions, contact the facility; we will help where the records are in WagDay.

What we handle and where it comes from

  • Names, email addresses, phone numbers, postal addresses and emergency contacts, from operators, staff and customers, or entered by a facility.
  • Pet profiles, care notes, booking history, photos and videos, report cards and incident reports, entered by customers and facility staff.
  • Messages sent by email, SMS and push notification, and SMS replies.
  • Payment and invoice details. Card details are collected by our payment providers.
  • Sign-in and session details, IP addresses, and device and browser information collected when you use the service.
  • Details from services a facility connects, such as accounting or marketing tools.

Pet vaccination and medical records

Facilities record pets’ vaccinations, vaccination certificates and medical history. These are records about animals, not human health information, and we do not treat them as sensitive information under the Privacy Act. They are linked to the pet’s owner, and documents and notes can include the owner’s name, contact details or vet details, so we handle them as personal information of the owner.

How we use it

  • Run accounts, bookings, care workflows and payments.
  • Send booking confirmations, reminders and facility messages.
  • Provide support and answer questions.
  • Keep the service secure, prevent abuse and fix errors.
  • Understand how the service is used, with analytics limited as described below.
  • Offer optional AI features: help-centre answers, reading vaccination certificates, and drafting messages.

Who we share it with

We share information with the facility you deal with and its authorised staff, and with the service providers in Appendix A, each for its listed purpose. Not every provider receives every person’s information; some are used only when a facility switches the feature on. We do not sell personal information.

WagDay configures its primary application and database infrastructure in Australia where the provider supports it. Named service providers may process or store data overseas, including in the United States. There is no end-to-end Australian residency guarantee. Where a provider’s location is not set in our configuration, including file storage on Cloudflare R2, Appendix A shows it as to be confirmed.

Cookies and analytics

Essential cookies keep you signed in. PostHog analytics start only after you accept analytics cookies in the banner; if you decline, they do not start. To change your choice, clear this site’s stored data in your browser and the banner will ask again. PostHog analytics record full page addresses, including query strings, so we do not describe them as anonymous.

Vercel Web Analytics and Speed Insights measure page views and performance on every page and are not controlled by the banner. In the signed-in dashboard, Sentry records a sample of sessions to help us fix errors, with typed input masked.

Access and correction

You can ask for access to, or correction of, your personal information. In the customer portal, customers can update their pets’ details and notification preferences and download a copy of their data. For anything else, ask your facility or contact us at the address below. We may need to confirm your identity and involve the facility. If we cannot give access or make a correction, we will tell you why.

Deletion

A facility can erase a customer’s records, and you can ask us or the facility to do so. Erasure removes contact details, notes, messages and media files, but some records stay. Invoices are kept for accounting and audit purposes, with notes and line items cleared. Invoice-view events are kept, with IP addresses and browser details cleared, until they are deleted after 24 months. Appendix B sets out how long we keep each kind of record.

Complaints

If you have a privacy complaint, email us with the details. We will look into it and reply. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC).

Contact

Privacy contact: hello@wagday.com.au

Appendix A: service providers

A configured region or endpoint does not by itself guarantee where data is stored. “To be confirmed” means we do not yet have verified evidence for that detail. We review this list whenever we add a provider or change how we use one.

ProviderPurposeData categoriesRegion/countryContractual residency statusSafeguard
NeonFacility databases and the shared control-plane databaseAccount, business, staff, customer, pet, booking, message and payment recordsAustralia (configured Sydney region, aws-ap-southeast-2)To be confirmedA separate database for each facility; provider transfer terms to be confirmed
VercelApplication hosting, plus Web Analytics and Speed Insights on every pageRequests to the service, application data in transit, page views and performance measurementsAustralia (configured syd1 functions region)To be confirmedWeb Analytics and Speed Insights are not controlled by the cookie banner; provider transfer terms to be confirmed
Cloudflare R2File storagePet and booking photos and videos, vaccination certificates, medical documents, signatures and data-export filesTo be confirmedTo be confirmedCertificates and exports are served through short-lived signed links; provider transfer terms to be confirmed
Cloudflare TurnstileBot protection on the embedded booking widgetChallenge token, IP address and browser signalsTo be confirmedTo be confirmedUsed only to check the booking request is from a person; provider transfer terms to be confirmed
ClerkOperator and staff sign-in and organisation membershipName, email address, sign-in and session details, organisation membershipTo be confirmedTo be confirmedTo be confirmed
StripeWagDay subscriptions and facility payment processingCustomer and business contact details, card and payment details, transaction recordsTo be confirmedTo be confirmedTo be confirmed
SquareOptional payment provider, off unless switched onCustomer, merchant and transaction details when enabledTo be confirmedTo be confirmedTo be confirmed
XeroOptional accounting connection chosen by a facilityCustomer contact details, invoices, payments and refundsTo be confirmedTo be confirmedConnection tokens are stored encrypted; provider transfer terms to be confirmed
MailchimpOptional marketing audience sync chosen by a facilityName and email address of active customers recorded as opted in to marketingTo be confirmedTo be confirmedOnly customers recorded as opted in to marketing are synced, excluding contacts who are restricted, suppressed or unsubscribed in Mailchimp; the API key is stored encrypted; provider transfer terms to be confirmed
TwilioSMS messages and repliesPhone numbers and message contentTo be confirmedTo be confirmedTo be confirmed
ResendEmail deliveryEmail addresses, names and message contentTo be confirmedTo be confirmedTo be confirmed
Expo push serviceNotifications to the customer mobile appDevice push tokens, notification text and in-app link identifiersTo be confirmedTo be confirmedNot sent to suppressed contacts; provider transfer terms to be confirmed
PostHogProduct analytics, only after analytics consentFull page addresses (including query strings), usage events, a browser identifier, and device and browser detailsUnited States (the browser may only send to PostHog's US host; storage location unconfirmed)To be confirmedLoads only after the visitor accepts analytics cookies; provider transfer terms to be confirmed
SentryError and performance monitoring for the web and mobile apps, and session replay in the signed-in dashboardError reports with request and device context, and screen recordings of a sample of dashboard sessionsTo be confirmedTo be confirmedTyped input is masked in recordings; AI prompts and responses are not recorded; provider transfer terms to be confirmed
Upstash RedisRate limiting to protect the service from abuseIP addresses and account identifiers such as email addresses, with request countersTo be confirmedTo be confirmedTo be confirmed
Upstash QStashBackground job deliveryJob contents, which can include names, email addresses and booking detailsUnited States (account and endpoint documented as us-east-1; storage country unconfirmed)To be confirmedThe app asks QStash to redact job contents from its logs; provider transfer terms to be confirmed
Google Maps PlatformAddress search, geocoding, maps, routes, and weather for the dashboard and staff heat advisoriesCustomer and facility addresses, map and route requests, and facility coordinates for weather lookupsTo be confirmedTo be confirmedTo be confirmed
Vercel AI GatewayRouting AI requests to the model providerHelp-centre chat questions, vaccination certificates uploaded by staff or by pet owners in the customer app, message-drafting instructions, report card notes and mood with the pet's name where a facility has turned on report card note drafts, and incident report text with the pet's name, including while staff are still writing it, where a facility has turned on incident triageTo be confirmedTo be confirmedServer-side calls only. Certificate reads go only to providers that don't train on the image, and reads of certificates pet owners upload in the customer app also require zero data retention (refused, not rerouted, when it isn't available). Other requests: provider retention and provider transfer terms to be confirmed
Google Gemini (via AI Gateway)AI help answers, certificate reading, message drafting and report card note draftingHelp-centre chat questions, vaccination certificates uploaded by staff or by pet owners in the customer app, message-drafting instructions, and report card notes and mood with the pet's name where a facility has turned on report card note draftsTo be confirmedTo be confirmedCertificate reads: no training on the image. Certificates pet owners upload in the customer app are read only under zero data retention, through Google Vertex AI. Staff certificate reads, help answers, message drafting and report card note drafting: no zero-retention guarantee; provider retention and provider transfer terms to be confirmed

Appendix B: retention

These periods describe how WagDay itself behaves. Providers’ own copies, logs and backups follow their own schedules.

RecordHow longWhat happens
Customer, pet and booking recordsKept while the facility uses WagDay; there is no automatic deletion periodWhen a facility erases a customer, WagDay removes their contact details, addresses, notes, message content and media files, and renames their pets. Pet vaccination and medical records stay with the vet name, notes, description and documents removed. Booking and payment records stay so the facility's financial history remains complete.
Invoices and invoice-view eventsInvoices are kept for accounting and audit purposes; invoice-view events are deleted after 24 monthsOn erasure, invoice rows and their amounts, tax and status stay, with invoice notes and line items cleared. Invoice-view events stay with their IP address and browser details cleared, until a weekly clean-up deletes them at 24 months.
Portal sign-in codes, links and sessionsSign-in codes last 10 minutes and portal sessions up to 60 days; a daily clean-up deletes expired or revoked onesErasing a customer also deletes their sign-in codes, sessions and registered mobile devices straight away.
Data export filesDownload links expire after 48 hours; the file is deleted after 7 daysExports are kept in a separate storage bucket with a 7-day deletion rule. A link expiring does not by itself delete the file.
Operator and staff sign-in accountsKept while the person belongs to an organisation on WagDayOne sign-in can be shared across facilities. When a person's records are erased from one facility, their sign-in account is deleted only if they no longer belong to any other organisation.
Service provider copies, logs and backupsSet by each provider; periods and backup deletion windows are to be confirmedDeleting a record in WagDay does not automatically delete copies held by the providers listed above. Ask us about a particular provider.