Our Privacy Policy - How We Use Your Data

As at Veterinary Surgery it is essential we collect data from our clients to be able to operate effectively and efficiently. We also take your privacy and security of personal information very seriously. This document outlines how we use your personal data in our practices. If you have any questions or concerns about how we use your personal data please talk to a member of our reception team or contact us via 01304 206989.


When and why do we collect personal data


We may collect your personal information a number of ways, the information your provide falls into the following categories.


  1. Personal information that you provide voluntarily

When you register your pet with us we require information from you to be able to provide your pet with veterinary care. This includes        name, address, phone number, email address, pet details and payment information where applicable. We will use this information to:

  • Provide health care to your pet

  • Register your details as a client

  • Process fees for treatments

  • Contact you about your account or credit status

  • Detect and prevent fraud – this may mean disclosing information to debt recovery processes

  • Communicate important information to you regarding your pets health, including appointment reminders and vaccination dates

  • Send you information of promotional offers you may be interested in (of which you can opt out at any time)

  • Respond to any issues or queries you may come to us with

   2. Personal information provided by third parties


We may receive personal information about you from third parties, only when those third parties have your consent or are legally required to disclose your personal data. For example if your pet has been registered with previous vets we may require details of prior treatment.


Legal basis for processing personal data


Our legal basis for processing your personal information depends on the type of data concerned and the specific context for which it is used. However we will normally only collect personal information from you
(i) where we need the personal information to perform a contract with you
(ii) where the data collected is used for legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms

(iii) where we have your consent to do so.


In some cases we may have a legal obligation to collect personal information from you, or may require your personal information to protect your vital interests or those of another person.



Who do we share your personal data with?


As part of our services we may be required to disclose your information to the following recipients. We only supply the information they need to perform their specific service, third parties may not use your personal data for anything other than the exact purposes we have specified in our contracts to them.

  1. A referral centre or veterinary hospital if your pet requires specialist diagnosis or treatment

  2. To other veterinary professionals if you have requested we transfer your pets history to them

  3. To insurance companies with whom you have made a claim

  4. To laboratories and other suppliers who require your information in order to provide services in relation to your pet

  5. To any competent law enforcement body, government agency, or other third party where we believe disclosure is necessary to comply with the law


Security of your personal information


We use appropriate technical and organisational measures to protect the personal data we collect and store from you. The measures we use are designed to provide an appropriate level of security. Specific measures we use include:

  • Encrypting personal information

  • Keeping your information up to date and accurate (this requires you giving us notice of any changes to your personal information)

  • Having strict security procedures for the storage and disclosure of your personal information to prevent unauthorised access.


Data retention


We retain the personal information we collect from you where we have an ongoing legitimate business need to do so (for example to provide you with a requested service or to comply with legal, tax or accounting requirements). Any personal data retained from you will be stored with appropriate security measures to prevent unauthorised access.



Your rights

You have the following data protection rights:

  • If you wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting us.

  • In addition, you can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information. 

  • You have the right to opt-out of marketing communications we send you at any time. 

  • Similarly, if we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.

  • You have the right to complain to a data protection authority about our collection and use of your personal information. 


We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.

Updated April 2020