Day Care & Boarding Terms & Conditions

Effective from: October 2025
Next review: October 2026

1. Introduction & Agreement

By booking and using our services, you (“the Owner”) enter into a legally binding agreement with Paws & Reflect (“the Provider”).
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These Terms & Conditions govern the boarding and day-care services we provide and ensure compliance with the Animal Welfare (Licensing of Activities Involving Animals) (England) Regulations 2018.
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We care for a maximum of four dogs, plus our own, providing a calm, safe, and enriching environment with a high standard of personalised attention and welfare.
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Owners accept that failure to meet the requirements set out in these Terms & Conditions - including vaccination, health, behaviour, or disclosure requirements - may result in refusal of service. Owners also authorise Paws & Reflect to make emergency decisions, including veterinary care, if they cannot be reached.

2. Owner Responsibilities

To ensure the safety, welfare, and comfort of all dogs in our care, Owners must:

• Provide complete and accurate information about their dog’s health, history, behaviour,and care requirements, including escape risk or flight tendencies.
• Disclose any history of aggression, biting, anxiety, resource guarding, or behavioural concerns.
• Disclose whether their dog is neutered/spayed and whether a bitch is or may be in season.
• Ensure all vaccinations are up to date, completed at least 14 days before arrival, and supported by veterinary proof.
• Notify Paws & Reflect immediately of any changes to health, vaccination status, or behaviour after booking but before arrival.
• Administer flea, tick, and worm treatments no fewer than five (5) days before arrival, including the product name and date administered
• Supply all necessary items for the stay, clearly labelled with the dog’s name.
• Provide accurate emergency contact details, including a secondary contact available at all times.

Failure to provide accurate information or meet these requirements may result in refusal of service.

3. Health, Vaccinations & Preventative Treatments

• All dogs must be fully vaccinated against Distemper, Hepatitis, Parvovirus, Leptospirosis, and Kennel Cough.
• Disclose any history of aggression, biting, anxiety, resource guarding, or behavioural concerns.
• Vaccinations must be administered by a veterinary professional and completed at least 14 days before arrival. Dogs that have missed boosters must wait at least 14 days after the second dose of their primary course before boarding.
• Vaccination certificates must be provided and verified before admission.
• All dogs must be treated for fleas, ticks, and worms no fewer than five (5) days before their stay.
• Dogs showing signs of illness, infectious disease, or parasites on arrival will not be admitted.
• If a dog becomes unwell during their stay, they may be isolated immediately pendingcollection or veterinary assessment. Owners consent to treatment being sought on their behalf if they cannot be reached.

4. Behaviour, Suitability & Safety

• Only dogs that are safe to handle, sociable, and comfortable in a small-group environment will be accepted.
• A trial day is mandatory before a first booking to assess suitability.
• Owners must disclose any history of aggression, behavioural concerns, or bite incidents.
• We reserve the right to refuse or terminate care if a dog’s behaviour poses a risk to themselves, other dogs, staff, or the premises.
• We reserve the right to refuse or cancel bookings for entire males or bitches in season if necessary for safety, group dynamics, or welfare.
• Owners consent to dogs being safely separated or isolated if behaviour becomes problematic during their stay.
• If a dog becomes aggressive, destructive, excessively noisy, or comes into season, we reserve the right to transfer them to an alternative licensed facility or kennel for the remainder of their booking. All associated costs will be the Owner’s responsibility and must be paid within 7 days of invoice.

5. Security & Supervision

• Our facilities include secure fencing, locked gates, and separate areas for boarding and day-care.
• All dogs wear a Paws & Reflect identification tag with our contact details while in our care.
• Dogs may be left for short periods in shared spaces when it has been assessed that this will not lead to any welfare issues.
• Emergency procedures are in place for fire, evacuation, and lost-dog scenarios.

6. Veterinary Care & Emergencies

• If a dog becomes ill or injured, we will attempt to contact the Owner or emergency contact immediately.
• If neither can be reached, we will act in the dog’s best interests and seek veterinary care at our discretion. Owners consent to this as part of these Terms & Conditions.
• All veterinary and transport costs remain the Owner’s responsibility.
• We reserve the right, if necessary, to administer canine first aid before veterinary treatment is available.
• If a dog dies while in our care, it will be transported to a veterinary practice for storage and the Owner will be contacted immediately.
• Dogs displaying signs of contagious illness may be isolated pending collection.

7. Walking & Outdoor Activities

• Dogs may be exercised in secure outdoor spaces or taken on walks in parks, woodlands, or countryside environments.
• All dogs will wear a Paws & Reflect ID tag when off the premises.
• For additional safety, your dog may wear a GPS tracking device provided by Paws & Reflect during walks or outdoor activity.
• Dogs will not be walked off-lead in public areas unless recall reliability has been confirmed and written consent has been provided by the Owner.
• Owners accept the risks associated with off-lead exercise once consent is given.

8. Feeding & Medication

• Owners must provide sufficient food for the duration of the stay, in labelled containers or bags
• Written feeding instructions, including meal times and portion sizes, must be provided.
• Dogs from the same household may be fed in the same space at the same time at our discretion, but dogs from different households will always be fed separately and at different times to avoid competition or resource guarding.
• Medications must be supplied in their original packaging with clear written instructions.
• We will administer medication strictly in accordance with the Owner’s or prescribing veterinarian’s instructions.
• We reserve the right to refuse to administer medication if instructions are unclear or unsafe.
• If a dog refuses food for more than 24 hours and we cannot reach the Owner, alternative food may be offered at our discretion.

9. Sleeping Arrangements

Dogs may sleep in:

• Their own bedding provided by the Owner
• Crates (if crate-trained and consented)
• Quiet, comfortable sleeping areas provided by Paws & Reflect

Crates will only be used with prior consent and will never be used as punishment. Pleaseinform us of any special sleeping requirements before your dog’s stay.

10. Supervision & Alone Time

• Dogs may occasionally be left alone in secure, individual areas (e.g. bedrooms, crates) for short periods (never exceeding two hours) for essential tasks.
• Dogs are checked immediately upon staff return.
• Puppies or dogs with known separation anxiety may require shorter alone times, and owners must disclose this in advance.

11. Transportation

• Your dog may be transported by us in a domestic vehicle for walks, veterinary visits, or enrichment outings.
• All journeys are pre-planned to minimise transportation time and delays.
• Breakdown cover is in place, and water is carried onboard for all journeys.
• We are not liable for health issues arising from pre-existing conditions during transport.

12. Bookings, Payments & Cancellations

• We reserve the right to request a non-refundable deposit to secure bookings. If requested, this deposit will be applied to the final balance and is non-transferable to other bookings or dates.
• The remaining balance must be paid before or at drop-off, unless otherwise agreed in writing.
• Cancellations and fees apply as follows:
  • Boarding: Cancel at least 7 days before the start date. 50% of booking is payable if cancelled within 7 days.
  • One-off Day-Care: Cancel at least 48 hours before booking. 50% fee if cancelled within 48 hours.
  • Recurring Day-Care: Cancel at least 72 hours before session. 50% fee if cancelled within 72 hours.
  • No-show: 100% of fee applies.
• During peak periods (e.g. holidays), stricter notice periods may apply.
• Refunds (where applicable) will be processed within 7 business days.
• Cancellations must be made by email or phone and are only valid once confirmed inwriting by Paws & Reflect.
• We may, at our discretion, waive fees in the event of a genuine emergency.
• We reserve the right to cancel bookings if vaccination or behavioural requirements arenot met.

13. Owner Liability & Indemnity

• The Owner is responsible for any damage, loss, or injury caused by their dog to property, staff, other dogs, or third parties.
• The Owner agrees to cover all associated costs, including veterinary fees, property repairs, and legal expenses.
• Owners remain liable for any veterinary costs arising after a stay if they result from incidents or injuries sustained during boarding.
• Owners accept that despite careful supervision, minor injuries (e.g. scratches from play) can occur in group settings.
• Owners are liable for any damage caused by their dog to the property, fixtures, or furnishings. The full cost of repair or replacement must be paid within 7 days of invoice.
• Additional costs incurred due to emergency kennelling or behavioural management are payable within 7 days of the date of the invoice. No credit or staged payment terms are offered.
• While we take every precaution to ensure safety and comfort, Paws & Reflect cannot beheld liable for outcomes resulting from pre-existing conditions or undisclosed information.
• Paws & Reflect holds full public liability insurance.

14. Non-Collection of Dogs

• If a dog is not collected at the end of its booking, we will attempt to contact the Owner and emergency contact.
• If collection is not arranged within 24 hours, we may notify local authorities or arrange alternative care.
• After 7 days without contact, ownership may be transferred to an animal welfare organisation in consultation with local authorities.
• The Owner remains responsible for all fees and costs incurred, including additional boarding charges at the standard overnight rate.

15. Photography & Media

• We may take photographs or videos of dogs for welfare updates during their stay or for marketing purposes.

16. Data Protection

• All client and dog information is stored securely and used only for service provision and regulatory compliance.
• Data will not be shared with third parties except where required by law or for veterinary care.
• We comply with all applicable data protection laws, including UK GDPR.
• Owners may request access to or deletion of their data at any time.

17. Force Majeure

We will not be liable for any failure or delay caused by circumstances beyond our reasonable control, including natural disasters, fire, flood, war, pandemics, or government action.

We will make every reasonable effort to communicate and agree on a suitable solution.

18. Updates to Terms

These Terms & Conditions may be updated periodically. Continued use of our services constitutes acceptance of any changes. The latest version will always be available on our website, and significant changes will be communicated by email.

19. Final Agreement

By completing our intake form and proceeding with a booking, you confirm that you:

• Have read, understood, and agree to these Terms & Conditions.
• Certify that all information provided about your dog is accurate, complete, and up to date to the best of your knowledge.
• Understand that while Paws & Reflect is responsible for your dog’s welfare while they are in our care, you remain responsible for all costs incurred, including veterinary fees, transport, and any additional charges.
• Acknowledge that failure to disclose relevant medical, behavioural, or safety information may result in refusal of service, termination of care, or additional costs.
• Authorise Paws & Reflect to make emergency welfare decisions - including seekingveterinary treatment and administering first aid - if you or your nominated emergency contact cannot be reached.
• Consent to your dog wearing an identification tag with Paws & Reflect’s contact details while in our care, and where applicable, a GPS tracking device during walks.
• Give permission for your dog to share indoor and outdoor communal areas with dogs from other households (where suitable), take part in group walks and off-lead exercise (where authorised), and be cared for in accordance with the feeding arrangements described in Section 8.