Section 2

Licensing Requirements (2018 Regulations)

Eddie's Doggy Daycare operates under the Animal Welfare (Licensing of Activities Involving Animals) (England) Regulations 2018. This section sets out all mandatory licensing requirements that apply to dog day care and explains how Eddie's Doggy Daycare meets and maintains compliance across the site (Harlow).

Compliance Statement

These requirements are non-negotiable and must be followed by all managers and staff at all times. Failure to comply with any licence condition may result in enforcement action, licence suspension, or prosecution. Every member of the team has a personal responsibility to understand and uphold these standards.

2.1 Legal Framework

1. Primary Legislation

Eddie's Doggy Daycare holds a licence to provide day care for dogs under the Animal Welfare (Licensing of Activities Involving Animals) (England) Regulations 2018. These Regulations replaced the previous patchwork of local authority licensing regimes and introduced a single, national framework for the licensing of animal-related activities, including dog daycare.

Applicable Legislation

Primary Act: Animal Welfare Act 2006 — establishes the duty of care owed to animals and provides the overarching legal framework for animal welfare in England.

Licensing Regulations: Animal Welfare (Licensing of Activities Involving Animals) (England) Regulations 2018 — sets out the specific conditions and requirements for licensed animal activities, including dog daycare.

Statutory Guidance: Procedural Guidance Notes for Local Authorities — provides detailed interpretation of the Regulations and the standards expected of licence holders.

2. Scope of Regulation

The 2018 Regulations apply both Part A (General Conditions) that govern all licensable activities and Part B (Activity-Specific Conditions) that contain additional requirements specific to dog daycare. Eddie's Doggy Daycare must comply with both sets of conditions in full.

The licence is issued by the relevant local authority for the site and is subject to periodic inspection. The frequency of inspection and the star rating awarded are determined by the local authority based on the level of compliance demonstrated at each inspection.

3. Related Legislation

In addition to the 2018 Regulations, Eddie's Doggy Daycare is also subject to the following legislation, all of which inform our policies and procedures:

Legislation	Relevance
Animal Welfare Act 2006	Duty of care; the Five Welfare Needs
Health and Safety at Work Act 1974	Employer and employee duties of care
Management of Health and Safety at Work Regulations 1999	Risk assessment and competent persons
COSHH Regulations 2002	Safe handling of hazardous substances
Regulatory Reform (Fire Safety) Order 2005	Fire risk assessment and fire safety management
RIDDOR 2013	Reporting of workplace injuries and incidents
UK GDPR / Data Protection Act 2018	Personal data handling and privacy
Road Traffic Act 1988	Vehicle safety and driver responsibilities

Key Principle

All staff must understand that compliance with the licensing Regulations is not optional. The licence conditions represent the minimum legal standard that must be met at all times. Eddie's Doggy Daycare aims to exceed these standards in every area of operation.

2.2 Licence Display & Availability

1. Display Requirements

A copy of the current, valid Animal Activity Licence must be clearly and prominently displayed at each operating site in a location that is readily visible to customers, visitors, and inspectors. The licence must not be obscured, damaged, or out of date.

Licence Display Standard

The licence must be displayed in a weatherproof frame or holder in the reception or main entrance area of the site. If the licence is renewed or amended, the displayed copy must be updated within 48 hours of receipt of the new document.

2. Online Availability

The licence holder's name, licence number, and licence conditions must be made available to customers online, either through the company website or upon request. This supports transparency and demonstrates regulatory compliance to prospective and existing clients.

3. Staff Access

All staff must be able to access and refer to the licence conditions at any time during working hours. A copy of the full licence conditions must be held in the site compliance folder and within the Operations Hub. Managers must ensure that staff understand the key conditions and how they apply to daily operations.

4. Inspection Readiness

In the event of an unannounced inspection, the licence and all supporting documentation must be immediately available for review. Managers must know the location of all compliance documents and be able to present them without delay.

2.3 Scope of Licence

1. Licensed Activity

The licence authorises Eddie's Doggy Daycare to provide day care for dogs only. This means the supervised care of dogs during daytime hours at the licensed premises, with dogs returning to their owners or being transported home at the end of each operating day.

Licence Limitations

The licence does not cover overnight boarding, home boarding, dog breeding, selling animals, or the keeping of any species other than dogs. Operating outside the scope of the licence is a criminal offence and may result in prosecution, licence revocation, and closure of the business.

2. Maximum Numbers

the site licence specifies a maximum number of dogs that may be present on the premises at any one time. This number must never be exceeded under any circumstances. All dogs on site — including staff dogs, trial dogs, and dogs awaiting collection — count towards this total.

Managers must maintain an accurate, real-time headcount throughout the day and must refuse additional admissions if the site is at capacity.

3. Species Restriction

Only domestic dogs (Canis lupus familiaris) may be cared for under this licence. No other animals may be brought onto site or cared for as part of the licensed activity.

2.4 Staffing & Supervision

1. Supervision Standard

Dogs must be supervised at all times by a sufficient number of competent staff. At no point during the operating day may dogs be left without direct, in-person supervision by a trained member of staff. Supervision means the ability to observe, intervene, and respond to welfare or safety concerns immediately.

Staffing Non-Negotiable

If staffing levels fall below the minimum required to safely supervise all dogs on site, the number of dogs accepted must be reduced accordingly. Dogs must never be admitted beyond the capacity that current staffing can safely manage. Welfare and safety always take priority over commercial considerations.

2. Staffing Levels

Staffing levels must be appropriate for the number and needs of the dogs in attendance on any given day. Factors that influence the required staffing level include the total number of dogs, the mix of breeds and temperaments, the presence of puppies or elderly dogs, weather conditions, and the availability of experienced versus trainee staff.

3. Competence Requirement

All staff providing supervision must be competent to do so. Competence means having completed the required training, demonstrated the required skills under observation, and been formally signed off as capable of supervising dogs without direct oversight. New or trainee staff must work under the supervision of a competent colleague until they have been assessed and signed off.

4. Staffing Ratios (Licence Condition 4.2 / Higher Standards)

Standard	Requirement
Statutory minimum	No fewer than 1 competent member of staff to every 10 dogs on site at any time
Eddie's operating standard	1 full-time member of staff to every 8 dogs (higher standard — evidenced on the staff rota)
Supervision cover	Ratio must be held through lunch periods, van runs and staff breaks — cover is rota'd, not assumed
Evidence	Daily attendance headcount (ProPet) cross-checked against the staff rota; both retained for 3 years

5. Space Allowance

Each dog must have a minimum of 6 m² of usable space. The Harlow site floor-area calculation against the licensed maximum number of dogs is held in Section 10.1 and is available for inspection.

2.5 Staff Competence & Training

1. Core Competencies

All staff must be trained and assessed as competent in the following areas before they are permitted to work unsupervised with dogs:

Competency Area	Description
Safe Handling	Ability to handle dogs of all sizes, breeds, and temperaments calmly and safely using approved equipment
Welfare Recognition	Ability to recognise signs of illness, injury, pain, distress, and stress in dogs
Emergency Response	Knowledge of and ability to execute all emergency procedures, including fire evacuation, dog escape, and medical emergencies
Infection Control	Understanding of cleaning protocols, disease prevention, and biosecurity measures
Record Keeping	Competence in maintaining accurate, timely, and complete records as required by the licence

2. Training Standards

Training Framework

Eddie's Doggy Daycare operates a structured training programme that includes formal induction training (Section 6.10), an 8-week progressive competency programme (Section 6.8), ongoing refresher training, and annual appraisals. All training is documented, signed off by both the trainer and the staff member, and retained in the staff personnel file for a minimum of three years after employment ends.

3. Continuous Development

Competence is not a one-time achievement. All staff are expected to maintain and develop their skills throughout their employment through team meetings, practical workshops, external qualifications, and regular assessment. Any identified gaps in competence must be addressed promptly through additional training and support.

2.6 Environment & Facilities

1. Safety & Security

All areas used for dog daycare must be safe, secure, and escape-proof. This includes indoor areas (barns, rest zones, corridors), outdoor areas (paddocks, exercise areas), and transition zones (gates, loading areas). Fencing, gates, and boundaries must be of sufficient height, construction, and integrity to prevent escape by any dog, including those capable of climbing or digging.

Facility Standards

All structures and surfaces must be constructed of durable, non-toxic, cleanable materials that are resistant to damage from dogs. There must be no sharp edges, protruding fixings, gaps, or hazards that could injure a dog or facilitate escape. All areas must be regularly inspected and any defects repaired promptly.

2. Space Requirements

Dogs must have adequate space to move freely, rest comfortably, and engage in play and enrichment activities. Overcrowding must be avoided, as it increases stress, the risk of conflict, and the spread of disease. The layout of the site must allow for effective group management, separation of incompatible dogs, and quiet rest areas.

3. Environmental Controls

Requirement	Standard
Ventilation	Adequate airflow in all enclosed areas to prevent overheating, condensation, and odour build-up
Temperature	Legal limit: above 10°C and below 26°C at all times (Licence Condition 5.2). Internal target range: 10–22°C, with hot and cold weather protocols triggered outside this band (see Section 4.9).
Lighting	Sufficient natural and artificial lighting to allow effective observation of all dogs at all times
Drainage	Effective drainage in all areas to prevent standing water and support cleaning
Outdoor Fencing	All outdoor areas securely fenced to a standard that prevents escape

4. Visual Retreat & Privacy

A designated area must exist at the Harlow site where any dog can avoid visual contact with other dogs and people. This retreat provision is essential for welfare — it allows dogs that are stressed, overwhelmed, or simply in need of a break to withdraw from the group and regain composure. At Eddie's Doggy Daycare, crate covers are used to create individual visual barriers within rest and indoor areas, ensuring that a dog can be fully hidden from sight while remaining safe, supervised, and comfortable. All staff must respect a dog's use of a covered retreat space and must not remove the cover or force interaction without a valid welfare or safety reason.

Crate Use

Crates are used only as part of a dog's normal daily routine — for rest, feeding, or as a visual retreat — and never as punishment or as a substitute for supervision.

Rule	Standard
Maximum time	No dog is crated for more than 1 hour in any 8-hour period
Consent	Written owner consent is required before any dog is crated
Routine	Crating must be part of the dog's normal routine, not an ad-hoc response
Access	Water available; crate large enough to stand, lie flat and turn around
Recording	Crate use is recorded on the Daily Welfare Register

Mixing Puppies with Adult Dogs

Dogs under 12 months are only introduced to adult groups with written owner consent held on ProPet, following assessment, and under direct one-to-one staff observation.

2.7 Cleanliness & Disease Control

1. Cleanliness Standards

The premises must be kept clean and hygienic at all times. This is not limited to end-of-day cleaning — cleanliness is an ongoing, continuous responsibility throughout the operating day. Faeces must be removed promptly from all areas. Urine, vomit, and other bodily fluids must be cleaned and disinfected immediately upon discovery.

Cleaning Model

Eddie's Doggy Daycare operates a three-tier cleaning model: a morning hygiene check to confirm the site is clean and ready for use, midday spot cleaning to address waste and spills as they occur, and a comprehensive end-of-day full clean using approved disinfectants at the correct dilution ratios. Full details are provided in Sections 4.3.1–4.3.8.

2. Approved Disinfectants

Only approved, veterinary-grade disinfectants that are effective against common canine pathogens (including parvovirus, kennel cough, and ringworm) may be used. Products must be diluted strictly in accordance with manufacturer instructions. Over-concentration can harm dogs and damage surfaces; under-concentration renders the product ineffective.

3. Disease Control

Dogs showing signs of infectious disease — including but not limited to coughing, sneezing, nasal or ocular discharge, vomiting, diarrhoea, skin lesions, or lethargy — must be separated from the group immediately. The dog's owner must be contacted without delay, and the dog must be collected as soon as practicable. The affected area must be deep cleaned using infection control procedures (Section 4.3.3).

Outbreak Protocol

In the event of a suspected disease outbreak, the site must implement enhanced cleaning protocols, restrict cross-area movement of dogs and staff, and notify all affected owners. The Owner must be informed immediately, and veterinary advice sought. The local authority may also need to be notified depending on the nature and scale of the outbreak.

2.8 Welfare, Enrichment & Exercise

1. The Five Welfare Needs

Every dog in our care must have its five welfare needs met at all times:

Welfare Need	How We Meet It
Suitable environment	Clean, safe, temperature-controlled spaces with appropriate shelter, ventilation, and lighting
Suitable diet	Fresh, clean water available at all times; feeding in accordance with owner instructions where applicable
Ability to exhibit normal behaviour	Supervised socialisation, enrichment activities, rest periods, and the opportunity to express natural behaviours
Appropriate companionship	Careful grouping of compatible dogs; separation where necessary to prevent stress or conflict
Protection from pain, suffering, injury, and disease	Continuous welfare monitoring, vaccination requirements, veterinary access, and proactive behaviour management

2. Enrichment Programme

Enrichment Philosophy

At Eddie's Doggy Daycare, enrichment is primarily social. Our core offering is the opportunity for dogs to interact, play, and develop social skills in a supervised, welfare-led environment. This type of enrichment — safe, structured group socialisation — cannot be replicated in public spaces and is central to our daycare model. Physical toys and activities supplement social enrichment but are always staff-led and closely monitored.

3. Rest Periods

Rest is a mandatory welfare requirement, not an optional activity. All dogs must receive structured rest periods throughout the day to prevent over-arousal, exhaustion, and stress. Puppies, elderly dogs, and dogs showing signs of fatigue must be rested more frequently. Full details are provided in Section 4.5.2.

4. Welfare Communication

Owners must be informed of any significant welfare or behaviour concerns affecting their dog. Communication must be factual, professional, and delivered through approved channels by a manager or the Owner.

2.9 Feeding & Medication

1. Feeding

Where an owner provides food or feeding instructions, these must be followed exactly as specified. Food must be stored hygienically, handled with clean hands and utensils, and served in clean bowls. Any uneaten food must be removed promptly to prevent spoilage and hygiene risks. Food preparation areas must be cleaned and disinfected after each use.

All dogs must be fed separately unless the owner has provided written consent for communal feeding.

Water Provision

Fresh, clean drinking water must be available to all dogs at all times throughout the operating day. Water bowls must be checked and refreshed regularly. Bowls must be washed and disinfected daily. Dogs must never be without access to water for any reason.

2. Medication Administration

Medication may only be administered to a dog with prior written consent from the owner. The consent must specify the medication name, dosage, frequency, route of administration, and any special instructions. Only staff who have been trained and signed off as competent may administer medication.

3. Medication Records

A complete medication administration record must be maintained for every dose given, including the dog's name, medication name, dose, time administered, and the name of the staff member who administered it. These records must be retained for a minimum of three years and made available for inspection.

Medication Safety

Medication must be stored securely, away from dogs and food, and at the correct temperature as specified by the manufacturer. Controlled drugs require additional security measures. Any adverse reaction to medication must be reported to the owner and veterinarian immediately, and an incident report completed.

2.10 Behaviour Management

1. Pre-Attendance Assessment

All dogs must undergo a structured assessment before being accepted for regular daycare attendance. The assessment evaluates the dog's temperament, social skills, handling tolerance, response to the daycare environment, and overall suitability for group daycare. No dog is guaranteed acceptance, and the assessment is conducted solely in the interests of welfare and safety.

Assessment Process

The assessment process is detailed in Section 4.4.2 (New Dog Assessment & Introduction) and Section 4.6 (New Dog Assessment, Introduction & Bonding). Assessment outcomes may include unconditional acceptance, acceptance with restrictions (such as specific groupings or reduced hours), or refusal. All decisions are based on welfare considerations and are final.

2. Grouping & Monitoring

Dogs must be grouped appropriately based on size, temperament, energy level, play style, and individual needs. Group composition must be monitored continuously throughout the day, and adjustments made as necessary to maintain harmony, prevent conflict, and ensure every dog's welfare is protected.

3. Ongoing Suitability Review

A dog's suitability for daycare is not a one-time determination. Ongoing attendance is subject to continuous review based on the dog's behaviour, welfare, and compatibility with the group. Dogs whose behaviour deteriorates, who pose a risk to other dogs or staff, or whose welfare needs cannot be met in the daycare environment may be subject to restrictions or removal.

2.11 Transportation

1. Vehicle Standards

All vehicles used to transport dogs must be safe, secure, and suitable for the purpose. Vehicles must be regularly serviced, maintained in a roadworthy condition, and equipped with appropriate ventilation and temperature control. Daily vehicle safety checks must be completed and recorded before any journey (see Section 4.2.1).

Transport Safety

Dogs must be individually restrained in secure, appropriately sized crates during transport. Crates must be clean, in good condition, free from sharp edges, and securely fastened within the vehicle. Dogs must never be transported loose in the vehicle, and must never be left unattended in a vehicle where any welfare risk exists — including heat, cold, or extended duration.

2. Journey Standards

No dog should be in transit for more than 90 minutes in any single journey. Routes must be planned to minimise journey times and prioritise dog welfare. Drivers must monitor dogs during transport and pull over safely if any welfare concern arises.

3. Loading & Unloading

Dogs must be loaded and unloaded one at a time, using leads and body-barrier techniques to prevent escape. Full procedures are set out in Sections 4.2.2 and 4.2.3. Dogs must never jump from crates or vehicles — they must be lifted or guided carefully to the ground.

2.12 Record Keeping

1. Required Records

The following records must be created, maintained, and retained as a minimum:

Record Type	Description	Minimum Retention
Attendance registers	Daily record of all dogs present on site, including arrival and departure times	3 years
Dog profiles	Registration details, vaccination records, owner contact information, behavioural notes, dietary and medical requirements	Duration of attendance + 3 years
Behaviour notes	Ongoing behavioural observations, concerns, and management plans	3 years
Cleaning logs	Daily cleaning records for all areas, including products used and staff responsible	3 years
Incident & accident reports	Full reports for all incidents, injuries, near-misses, and emergencies	3 years (7 years for serious incidents)
Training records	Staff training completion, competency sign-offs, and external qualifications	Duration of employment + 3 years
Vaccination & medication records	Vaccination status for all attending dogs; medication administration records	3 years
Risk assessments	All risk assessments, including reviews and updates	3 years after superseded

Record Keeping Principle

If it is not written down, it did not happen. This principle applies to every aspect of our operations. Records protect the dogs in our care, the staff who look after them, and the business as a whole. They provide the evidence base for regulatory compliance and demonstrate the professionalism and maturity of our operation.

2.13 Emergency & Written Procedures

1. Required Written Procedures

The following written emergency procedures must exist, be accessible at the site, and be understood by all staff:

Procedure	Operations Hub Reference
Fire and evacuation	Section 5.2
Disease outbreak	Section 4.3.3 (Infection Control)
Dog escape	Section 5.5 (On-Site) and 4.2.7 (Transport)
Injury or illness (dog)	Section 5.3
Injury (human)	Section 3.5 (RIDDOR)
Transport incidents	Section 4.2.6
Severe weather	Section 5.9
Power or utilities failure	Section 5.8
Security breach	Section 5.10
Emergency site closure	Section 5.7

Accessibility

Emergency procedures must be displayed in key locations at the site, including reception, staff areas, barns, and vehicles. All staff must be able to locate and follow the relevant procedure without delay. Emergency procedures are reviewed at least every six months and updated after any incident that identifies a gap or improvement opportunity.

2.14 Compliance Monitoring

1. Manager Responsibilities

Site Managers are responsible for day-to-day compliance monitoring. This includes ensuring that all procedures are followed, records are completed, and any non-compliance is identified and addressed immediately. Managers must conduct regular spot checks and walkthroughs to verify that operational standards are being met.

2. Internal Compliance Checks

Regular internal compliance checks must be carried out to identify and address any areas of non-compliance before they are discovered by an external inspector. The compliance monitoring framework includes daily operational checks, weekly document reviews, monthly management reviews, and quarterly compliance audits.

Enforcement Warning

Failure to comply with licence conditions may result in enforcement action by the local authority, which can include formal warnings, improvement notices, licence suspension, licence revocation, or prosecution. The consequences of non-compliance extend beyond the legal — they undermine the welfare of the dogs in our care, the safety of our staff, and the reputation of the business.

3. Escalation

Any non-compliance identified by any member of staff must be reported to a Manager immediately. Managers must take corrective action without delay and, where the issue is serious or systemic, escalate to the Owner. Serious compliance failures must be investigated, documented, and followed by a formal review to prevent recurrence.

4. Continuous Improvement

Compliance is not a static target. Eddie's Doggy Daycare is committed to continuous improvement in all areas of operation. Feedback from inspections, incidents, staff observations, and industry best practice is actively sought and used to strengthen our systems, procedures, and standards.

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