Groomdesk Privacy Notice

Effective date: September 18, 2026

This Privacy Notice explains how Mohammed Asaduallah, sole proprietor trading as Groomdesk (“Groomdesk,” “we,” “us,” or “our”) handles information in Groomdesk, a scheduling and operations service for grooming businesses. For privacy questions or requests, contact privacy@groomdesk.co.

Groomdesk and the grooming business

The grooming business you visit controls the client, household, pet, appointment, waiver, and contact information it enters into Groomdesk. That business decides why it collects the information and how it uses it for its services. Contact the business first for questions about its records or its privacy practices.

Groomdesk operates the software and processes information on the business’s instructions to provide the Service. Groomdesk may also use limited information to secure, maintain, troubleshoot, support, and improve the Service, and to meet legal obligations. This Notice describes Groomdesk’s handling of information in those roles; a business may provide additional notices that apply to its own practices.

Information we handle

Depending on how the Service is used, information may include:

• names, email addresses, telephone numbers, and other contact details for clients, household contacts, business staff, and business locations;

• pet names, breed, size, coat type, birthday, weight, grooming history, appointment details, service selections, operational notes, safety or handling indicators, and other information a business chooses to record;

• booking, check-in, service, pickup, checkout, cancellation, rescheduling, no-show, waiver, and staff-action records;

• waiver information, including the version used, signing date, signing method, and, for an online waiver, the IP address recorded with that agreement;

• account, authentication, access, and security information for staff and any enabled client-facing account;

• notification records such as the recipient address, message type, delivery status, provider message identifier, failure information, and relevant times;

• staff product usage, page and feature interactions, device and browser details, error reports, performance measurements, session recordings, and support conversations used to operate, troubleshoot, support, and improve the Service.

When you use the Service, we may also receive technical information needed to operate and protect it, such as device, browser, IP address, request, and timestamp information. We may use cookies or similar technologies where they are needed for login, security, preferences, or service operation.

How we use information

We use information to:

• provide scheduling, client, pet, check-in, pickup, waiver, reporting, and related business tools;

• show the right business-scoped records to authorized users and protect tenant separation and account security;

• send appointment communications requested or enabled by the grooming business, including booking confirmations, material rescheduling updates, cancellations, 24-hour reminders, and ready-for-pickup notices;

• record delivery results and support troubleshooting and customer service;

• maintain, diagnose, secure, and improve the Service;

• understand which workflows are used, where staff encounter friction, and whether product changes improve the Service;

• prevent misuse, fraud, unauthorized access, and harmful activity; and

• comply with law, enforce agreements, and respond to lawful requests.

Appointment text messages are transactional and are not intended to be marketing messages. A business is responsible for obtaining and retaining any permission required for its messages and for respecting a person’s refusal or request to stop. Contact the business with questions about your permission or to withdraw it.

Product analytics, diagnostics, recordings, and support

In staff areas, Groomdesk uses PostHog for product analytics, error reporting, performance diagnostics, session recordings, and in-app support. This may include the signed-in staff member's name, role, business, page and feature interactions, browser and device details, errors, performance measurements, and the content visible or entered during a recorded session. A recording can therefore include operational information such as client or pet names, appointment dates, and amounts when that information is on screen.

Passwords, contents selected through file inputs, request and response bodies, request headers, and private technical security information are excluded from recordings. Groomdesk filters diagnostic events and technical logs to avoid sending secrets and unnecessary personal information.

When a staff member contacts Groomdesk through the in-app support chat, PostHog receives the staff member's signed-in email address, the current page, recent diagnostic context, and the information the staff member includes in the message. Groomdesk replies in the same in-app conversation.

PostHog processes this information in the United States. Session recordings are retained for 30 days. During the pilot, Groomdesk may use PostHog's automated Replay Vision analysis on eligible recordings to identify errors, repeated actions, and usability friction. This analysis helps Groomdesk prioritize investigation and product improvements; it does not make decisions about staff, clients, or pets. Staff can use Privacy and Diagnostics in the Service to turn product analytics and session recording off for their browser.

Appointment messages

For Bark & Fitz, appointment SMS may come from +1 844-714-2275. Messages may identify the business, pet, service, groomer, appointment date or time, or pickup status. Frequency varies with appointments: an appointment commonly results in a confirmation, one reminder scheduled for approximately 24 hours before the appointment, and a ready-for-pickup notice, with additional messages if it is materially rescheduled or cancelled. Delivery timing can vary, and an appointment booked close to its start time may not receive a reminder. Message and data rates may apply. Reply HELP for help or STOP to stop messages from the sending number. For Bark & Fitz appointment questions, call +1 250-652-5294.

Groomdesk does not sell or share mobile phone numbers or appointment-message permission information with third parties for their own marketing. We may provide information to service providers when needed to deliver and operate the Service.

When we share information

We share information as needed to provide the Service:

• with the grooming business and its authorized staff for that business’s records and operations;

• with service providers that host, store, secure, support, queue, or deliver Service functions, subject to their role and instructions;

• with PostHog for product analytics, error reporting, performance diagnostics, session recordings, automated replay analysis, and in-app support;

• with messaging and email providers, including Twilio for SMS and Resend for transactional email, when a business’s configured notification is sent;

• when required to comply with law, legal process, or a valid governmental request, or when reasonably needed to protect people, the Service, or rights;

• in connection with a business transfer, financing, reorganization, or sale, subject to applicable confidentiality and legal requirements; and

• with your direction or as otherwise disclosed at the time of collection.

Service providers may process information in Canada, the United States, or other countries where they operate.

Retention and deletion

We retain information for as long as needed to provide the Service, maintain business records, preserve operational history, resolve disputes, prevent abuse, meet legal obligations, and protect the Service. Groomdesk and a business may archive operational records instead of deleting them immediately so that appointment, audit, notification, waiver, and reporting history stays truthful. Retention can vary by record type, business instructions, legal requirements, and technical backup cycles.

When a business ends its use of Groomdesk, the business determines what should happen to its records subject to applicable law and any agreement with Groomdesk. Some information may remain in backups or records where deletion is not immediately practicable or where retention is required.

Access and privacy requests

You may ask the relevant grooming business to access, correct, or delete information it controls. You may also contact Groomdesk at privacy@groomdesk.co. We may need to verify your identity, coordinate with the business, and apply legal exceptions before completing a request. If a request concerns a pet, household, appointment, waiver, or salon record, Groomdesk may refer you to the business that supplied or controls that record.

Security

We use administrative, technical, and organizational safeguards intended to protect information, including business-scoped access controls, authentication, audit records, and provider security controls. No service or transmission can be guaranteed completely secure. Tell the business or Groomdesk promptly if you believe an account or information has been accessed improperly.

Changes to this Notice

We may update this Notice when the Service, law, or our information practices change. We will post the revised Notice with a new effective date. Continued use of the Service after that date means the revised Notice applies to the extent permitted by law.

Contact

Privacy questions and requests: privacy@groomdesk.co