We are committed to handling the personal data of our clients fairly, lawfully and transparently. We undertake to use personal data provided by our clients solely for the purpose of delivering the services of The Practice in the care and treatment of their animals.
We declare that all information will be treated confidentially and in accordance with the legal provisions concerning data protection.
What personal information do we ask for?
Clients are asked to provide the following personal data:
- Telephone numbers, both landline and mobile
- e-mail address
How is the information stored?
Client records are held in our Customer Management System which is a bespoke veterinary software package deliver by ‘Jupiter’. Data is accessed by all members of staff as necessary and is password protected. The computer network at both practices is protected by anti-virus software. Some other documents may be held that contain some or all of our clients personal information. These include:
- Correspondence with referral centres and lab reports,
- dangerous drugs record and consent forms,
- anaesthetic consent forms,
- diary for large animal appointments, client call back messages,
- accounting information,
information is stored as securely as possible.
Personal data i.e. names and email addresses are also held on the practice email account (gmail) and IP addresses are automatically stored on our server.
Personal data e.g. names and telephone numbers may also be held on staff mobile phones. These are password protected.
What do we do with your personal data?
The Practice records essential personal data in order to deliver the services requested, and expected, by our clients in providing the best possible care for their animals. These services include:
- Contacting clients to discuss and advise on ongoing case care
- Out of hours emergency cover – a call handling service manages our out of hours calls. The practice does not share the personal data of our clients with the service however we are not responsible for the data provided by our clients directly to the service.
- Annual booster reminders – clients receive an annual booster reminder for their animals,
- use of specialist facilities – when necessary personal data is shared with third party animal health providers when clients animals are referred for specialist treatment,
- laboratory reports – some personal data may be shared with specialist laboratories when using their services.
The practice is not responsible for how third parties may use your personal data.
How long will personal data be retained?
We are required by UK tax law to keep your personal details for a minimum of 7 years. Generally after this time we will not access your information but it will continue be held on our Customer Management System. If you would like us to remove your details after the 7 year period, then please contact us in writing and we will do so.
Accessing your data
Clients may have access to the personal data that we hold at any time. Requests should be made in writing to the practice.
Accuracy of information
We do try to make sure that the personal information that we hold for our clients is correct. If any of the information we hold is inaccurate or incomplete clients are requested to advise us as soon as possible and their record will be amended.
The information held on our website is correct to the best of our knowledge at the time of publication.
There are external links on our website. Users are encouraged to read the individual websites privacy policies as we cannot be held responsible for the management of the external links.
Please note that the practice reserves the right to retain and disclose personal data in the following circumstances:
- Where we are required to do so by law or the RCVS
- in any circumstances where it is required to defend our legal rights, including potential legal proceedings involving the practice,
- in pursuit of debt recovery,
- in cases of animal welfare.