PRIVACY NOTICE

General

Introduction

Petcare Veterinary Practice ltd (t/a Hampton Park, Downton & Ringwood vets) respects your personal information and undertakes to comply with all applicable data protection legislation currently in force.

Petcare Veterinary Practice ltd may use personal information provided by you either with your consent or on the basis of the following:

1. Contract: the processing is necessary for a contract we have with you

2. Legal obligation: the processing is necessary for us to comply with the law (not including contractual obligations)

3. Vital interests: the processing is necessary to protect someone’s life

4. Public task: the processing is necessary for us to perform a task in the public interest or for official functions, and the task or function has a clear basis in law

5. Legitimate interests: the processing is necessary for our or your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests

Except as provided under these terms, the practice will not disclose your personal information without your permission unless such disclosure is required by law or other court order.

You are entitled to request a copy of the information which the practice holds about you. If you become aware that the personal information the practice holds about you is inaccurate, you may request that we amend it. Any requests in this respect or any other correspondence relating to this notice should be directed to Laura Pearcey, Practice Manager.

Where processing is based upon consent, you have the right to withdraw consent at any time which will not affect the lawfulness of processing based on consent before its withdrawal.

For information on GDPR or if you have any concerns you should contact Laura Pearcey, Practice Manager.

How information about you will be used

The practice collects information about you in order to communicate with you in the following ways:

Legitimate Business interests

• Vaccine reminder
• Parasite treatment reminders
• Appointment reminders
• Health check reminders
• Reviews and surveys
• New products and services

We have classed these as “legitimate business interests” because we feel they are critical for us to provide you and your pet the best possible healthcare services.

Marketing

• Practice/pet care advice
• Special Offers
• Promotions

These “Marketing” communications keep you up to date with any offers, advice or promotions relating to your pet and the practice.

These communications can be in the form of text/SMS, phone, email or letter or not contacted at all.

To review your communications preferences please contact the practice team and they will update them immediately.

Sharing information

The below table provides information as to what information we hold on you and who we may share it with:

Type of informationPurpose of processingWho it is shared withLegal basis for processing this informationRetention period for keeping this information

Personal details (name and address, email address, phone number)

To identify you as the owner of the animal and access your records to provide veterinary services to you and your pet. To dispense medication for your pet

Internally:
Shared with practice staff and Locum Veterinary Staff as appropriate

Externally:
Animana – practice management software provider

Legitimate Interest: In order to provide veterinary healthcare to your animal

Compliance with a legal obligation: The VMD require us to have this information for us to dispense medications to your animal

7 years after a pet’s lifespan

In using external laboratories (Idexx Laboratory)

To identify you as the owner of your animal

Internally:
All practice staff and locum veterinary staff

Externally:
Idexx Laboratory

Legitimate Interest:
Processing lab samples and obtaining results for your pets treatment/condition

7 years after a pet’s lifespan

Healthcare Plan Scheme (name, address, phone number, email address and bank account information)

To identify you as the owner of the animal

Allows us to process your monthly direct debit for your membership

To contact you when health checks or vaccinations are due

Internally: Shared with practice staff and Locum Veterinary Staff

Externally:
Shared with Denplan who process the direct debits

Legitimate Interest: In order to ensure that your animal is registered with the scheme and ensure the direct debit mandate is processed

Contract: In order to fulfil the contract of the Healthcare Plan scheme

As long as you are a member of our Healthcare plan scheme.

In using crematorium services (name, address and telephone number)

To identify you as the owner of your pet

Internally:
All practice staff and locum veterinary staff

Externally:
Pet cremation services

Legitimate Interest: To ensure that your animal remains are cared for appropriately

Until the date of cremation

Insurance Claims (name, address, telephone number, email address and policy number)

To submit and process your insurance claims as requested by you

Internally: All practice staff

Externally: Your insurance company

Legitimate Interests: To ensure that your insurance claim form is processed

As long as you remain an active clients. This information will be deleted after 3 years of no contact from you.

Appointment, Booster and parasite Reminders (name, telephone number and email address)

To send you a courtesy reminder for you pets appointment

To send you a courtesy reminder for your pets annual booster vaccination

Internally: all practice staff

Legitimate interests: To ensure you attend your pets appointment and are aware that their annual booster vaccination is due

As long as you remain an active clients. This information will be deleted after 3 years of no contact from you.

Personal details (name and address, email address, phone number)

To submit your details to the debt collection company for payment

Externally:
Gisby Legal

Legitimate interest:
To collect payment for services

As long as the debt remains unpaid

The Supervisory authority in the UK & NI is the ICO. Where you have a complaint regarding the handling of your data which you do not think can be handled internally, then you have the right to make a complaint to the ICO.