This statement records how the national pet register operated by Sandbox Corp Limited trading as Pet Care Essentials meets the conditions imposed on database operators by regulation 7 of the Microchipping of Cats and Dogs (England) Regulations 2023. It is intended to be published, to be given to a local authority or to the Department for Environment, Food and Rural Affairs on request, and to be used internally as the control framework against which compliance is tested.
1. SCOPE OF APPROVAL
The register is operated for the purposes of the Microchipping of Cats and Dogs (England) Regulations 2023, which apply in England, and in relation to dogs for the purposes of the Microchipping of Dogs (Wales) Regulations 2015.
Our approval extends to England and Wales only. Keepers in Scotland and in Northern Ireland should check the requirements that apply in their jurisdiction. Registration with us does not of itself demonstrate compliance with Scottish or Northern Irish law.
Our approval reference is [PCE-DB-0000] and the date of approval is [DD Month YYYY].
2. INFORMATION RECORDED
For each animal registered we record the details required by regulation 6, which are the keeper's full name and address, the keeper's telephone number where they have one, whether the keeper is the breeder, the breeder's local authority licence number where applicable, the microchip number, the date of implantation, and a description of the animal sufficient to identify it.
We record the date on which each entry was made and the date of each subsequent change, together with the identity of the person who made it.
3. CONTROL MAPPING
| Condition | Control operated by PCE | Evidence |
|---|---|---|
| Record the required details accurately and keep the record current | Structured capture at the point of registration with field level validation. Microchip number validated for length and format. Address validated against a postcode file. | Platform configuration record |
| Make information available at all times to a person entitled to it | Reunification line staffed 24 hours a day, every day. Online enquiry form available at all times with a defined response service level. | Rota, call logs, service level report |
| Have a system to determine whether a person is entitled to receive information | Tiered authorisation. Veterinary practices, local authorities, police and authorised rehoming organisations are pre registered and credentialed. Ad hoc requests are verified against a documented script before disclosure. | Authorisation procedure, credential register |
| Respond directly to the enquirer | Responses are issued to the verified enquirer through the channel used, and are logged against the record. | Enquiry log |
| Make available to other database operators the information needed to identify which microchip numbers are held on this database | Participation in the cross operator number range lookup. Only ranges are shared. No personal data is shared. | Interoperability record |
| Give information to the keeper | Keepers can view their full record at any time through the app or the website and receive a confirmation of every change. | Account audit trail |
| Enable the keeper to update details | Self service update in the app and on the website, plus telephone and written channels. No charge for an update or a transfer of keepership. | Fee schedule, product configuration |
| Record a transfer of keepership | Guided transfer flow initiated by either the outgoing or the incoming keeper, with verification of the incoming keeper before the record is changed. | Transfer procedure |
| Retain and be able to produce the data | Data held on the Salesforce platform with documented backup and tested restoration. Full export capability maintained so that data can be provided to the Secretary of State or to another operator under regulation 8. | Backup and export test record |
| Respond to a notice from the Secretary of State | Named accountable officer, defined internal escalation, and a documented data export procedure. | Escalation procedure |
4. SAFEGUARDS AGAINST MISUSE
Every enquiry is logged with the identity of the enquirer, the time, the microchip number and the stated basis.
Logs are audited on a risk basis and on exception. Unusual volume, out of hours patterns and repeated enquiries about the same record trigger review.
Access is suspended immediately where misuse is suspected. Confirmed misuse is reported to the Information Commissioner's Office and, where appropriate, to the police and to the professional regulator of the person concerned.
Members of the public who find an animal are not given keeper details. We contact the keeper instead.
5. GOVERNANCE
A named director is accountable for compliance with regulation 7.
The control set in section 3 is tested at least annually and after any material change to the platform.
The result of each test, and any remedial action, is recorded and reported to the board.
This statement is reviewed at least annually and whenever the Regulations are amended.