Old Hall Veterinary Centre is committed to protecting your privacy. This privacy notice sets out how we collect, use and protect your personal information.
When you provide or we collect information by which you can be identified, then it will only be used in accordance with this notice and the General Data Protection Regulations (GDPR) enforceable from 25th May 2018.
This notice explains:
- What information we may collect about you
- How this information is stored
- How we may use this information
- Whether we disclose this information to anyone else
- Your choices regarding the information you provide us.
By using our services or providing us with any personal data either in person, by phone or electronically, you consent to our collection, use and disclosure of the information you provide in the ways set out in the Privacy Notice. In order to care for your animal we have a legitimate interest in needing to collect this information as we need to communicate information regarding your pet’s health.
We may change the Privacy Notice and our Privacy Policy (which is an internal document which governs us as users of personal information) from time to time, to ensure they are kept up to date and in line with current legislation. If you would like to view the Policy please contact us. We deem that you accept any changes to this Privacy Notice unless you notify us otherwise. The current Privacy Notice and Privacy Policy were reviewed in May 2018.
What information we may collect about you:
- Name and contact information including postal address, telephone numbers and email address of primary animal carer.
- Name and contact information including telephone numbers and email address for any other person associated with the animal patient who may be contacted regarding the animal patient (this is usually a spouse or other family member and will always be).
- Information from other veterinary surgeries your pet has attended. This will include previous address and animal patient details but not any financial information.
- Clients on our Pet Care Plan Discount Scheme will also have provided us with bank account details for direct debit collections. This information is passed to our Pet Care Plan provider (Premier Vet Alliance) who manage your data according to GDPR regulations.
- Clients who take out Pet plan 4 week free insurance cover with us have also shared their date of birth.
How this information is stored:
- We keep any information about you safe and secure on our practice management system (Robovet) which is a password protected system accessed by staff only. All staff are duty bound by a Code of Conduct.
- Some information such as consent for surgical procedures is collected on paper as it requires your signature. We are required by law to retain these consent forms for 6 years after which they are securely destroyed. They are stored securely on our premises.
- Credit/debit card receipts are retained on our premises in locked storage for 6 months after which they are securely destroyed. We do not store credit/debit card details.
- Pet Care Plan and Pet Plan documents are passed both electronically and physically to the providers. Copies are retained by ourselves and stored securely for 6 months.
How we may use this information:
- Issuing reminders for vaccination, flea treatment etc. This is done by text, email or phone.
- Contacting you about your pet or your account
- Issuing invoices/statements. This is by post or email.
- Sending information to referral veterinary practices when your pet is referred or external advice sought, or to other vets when you move.
- Discussing your animal with relevant pharmacy companies in the case of an adverse reaction. Your permission would be sought at this stage.
- Communicating with insurance companies when making claims on your behalf
- Communicating with the Pet Care Plan company about the discount scheme you are signed up to.
- Communicating with our Microchip service supplier (Pet ID) to update records on Pet Log.
Whether we disclose this information to anyone else
We have never and will never sell your data or share it with another company for marketing purposes.
We keep your data safe and only share it when we are using another companies’ services or when we need to contact another veterinary surgery as outlined above. We have third party agreements with such organisations and all veterinary surgeons are governed by their professional code of conduct.
Your choices regarding the information you provide to us
- You can choose to opt in or out of our reminder service for boosters etc. You can choose how you would like to be contacted.
- You have the right to request a copy of the information we hold about you. If you would like a copy, please contact us.
- If you want to change the communication method we use to contact you then please contact us
- You have the right to have your information removed from our data base. Please be aware that this would then make it impossible for us to access your records and therefore to treat your pet. It would also make it impossible to forward your records to other veterinary surgeons in the future.
Contact Details:
Old Hall Veterinary Centre, April House, Crosscroft Industrial Estate, Appleby, Cumbria CA16 6HX. Telephone 017683 51507 email info@oldhallvets.co.uk
PLEASE BE AWARE THAT ANY ANIMAL INFORMATION IS NOT BOUND BY THE DATA PROTECTION LEGISLATION
