Last updated 12th August 2018
Quantock Veterinary Hospital takes your privacy seriously. This policy sets out the basis on which any personal data we collect from you or that you provide to us, will be processed and used by us. This policy applies to our registered clients, website, Facebook, Twitter and any other forms of social media used.
“We” are committed to protecting and respecting your privacy. We appreciate the sensitivity of the personal information that you disclose to us when you register as clients. We maintain high standards of confidentiality, following the Code of Professional Conduct from our professional regulatory body the Royal College of Veterinary Surgeons (RCVS) and complying with the Data Protection Act 1998 and subsequent GDPR 2018 regulations.
2 The Information we collect
When we register you as a client, we do so with your explicit consent and confidentiality. Information is also collected from you when you contribute to or use some of the features on our website site. The information we collect is clearly set out on the web page on which we collect it.
3 How we will use or process information about you
We work in partnership with other companies such as insurance companies, kennels and re-homing centres and sometimes will have requests to share your pet’s information with them.
4.1 We may use the information you provide for the following purposes:
- to retain your client/pet details on our files
- to process your enquiry
- to compile statistics
- to supply information to insurance companies & other professional organisations.
- process complaints
- keep you updated (via telephone, post or digital communication, for example, email or text message) with information including guidance, news, activities.
4.2: Client information
Will be held or processed by us only in accordance with the statutory or agreed terms for holding such data. If we do pass on any of your personal data, we will make sure that third parties:
- are only provided with the information they need,
- agree not to use the information received from us for any other purpose than those specified by us,
- have the proper systems in place to protect personal data.
In certain circumstances we may need to disclose information about you without consent, for example, if required to do so by law or by any competent authority in this country or overseas.
We invite feedback from you about our data handling and our website and, from time to time we may use the site to carry out electronic consultation exercises. If you send comments to us via the site, we will collect your comments and your contact details for the purpose of the consultation concerned.
6 Data Protection
Quantock Veterinary Hospital is registered with the Information Commissioner in the UK as a “data controller” in accordance with the provisions of the Data Protection Act 1998. Further details of the registration are available at http://ico.org.uk/.
7 Accessing and updating your personal information
You may request a copy of personal information we have about you (whether collected through our website or otherwise). If it is incorrect we will correct it as soon as we receive appropriate notice or evidence from you in writing. In accordance with section 7 of the Data Protection Act 1998 requests should be made in writing and we may make a charge of no more than £10 for each request. Instructions about how to do this are available from firstname.lastname@example.org
8 Automated payments
Parts of our billing process are automatic and we may process your personal data as part of administering Quantock Healthcare Plan and the billing process. We also provide clients with an online Carefree Credit option. If you request our Carefree Credit payment plan, your data will be shared with Carefree Credit/Braemar Finance/Deko.
Keeping information about you secure is very important to us and your data will be stored in a secure manner. Certain sections of our website may encrypt data using SSL or a comparable standard.
Card payment information is securely checked by P.C.I. However, no data transmission over the Internet can be guaranteed to be totally secure. As a result, whilst we strive to protect your personal information, we cannot ensure or warrant the security of any information which you send to us, and you do so at your own risk.
10 How long to we keep your records?
We retain personal information about you for the period necessary to fulfil the purposes outlined in this policy, to meet contractual requirements and legal obligations. We review our retention periods for personal information on a regular basis. When your information is no longer required, we will ensure it is disposed of securely.
11 Personal Information
This is information that we hold which can identify you and includes: your name, address, telephone number and email address.
12 What Your information is not used for
Your personal information is not sold on to third parties.
13 Data Security
No data transmission over the Internet can be guaranteed to be secure from intrusion. However, we maintain physical, electronic and procedural safeguards to protect your personal information in accordance with applicable data protection legislative requirements. We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach as required by regulations.
14 Legitimate Interest
Under the new data protection law starting in May 2018, Quantock Veterinary Hospital has several lawful reasons that we can use (or ‘process’) your personal information. One of the lawful reasons is called ‘legitimate interests’. For example, when you provide your personal details to us via the website we use your information to reply to a query or send you information.
15 Links on our website
Our website may, from time to time, contain links to and from the website. If you follow a link to any of these websites, please note that you have left our website and these websites have their own privacy policies. We do not accept any responsibility or liability for these policies or websites. Please check these policies before you submit any personal data to these websites.
16 Changes to this Privacy and Cookies Policy
We encourage you to check the date of this policy when you visit the site for any updates or changes. We will notify you of any modified versions of this policy that might materially affect the way we use or disclose your personal information.