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Shaw Veterinary Centre Ltd is an independent veterinary practice, not part of a larger organisation. We understand the importance of looking after all the personal information that you provide to us. This Privacy Notice outlines what sorts of information we need to collect from you and what we do with it.
What information do we collect about you?
We collect information about you when you register your pet(s) with us. This will include your name, address, contact telephone number(s) and email addresses. We also collect and process personal information whenever you contact the practice via our website, by email, telephone or in writing.
- Name– So that we can identify you and personalise our communications with you.
- Address – So that we can identify you, register your pet(s) with our practice send reminders, correspondence and information about our services and animal health issues directly to you.
- Email address– So that we can contact you about your pet(s), send reminders about your appointments, vaccinations, flea or worming treatments and/or correspondence about our service and animal health issues.
- Mobile number– So that we can contact you about your pet(s), send reminders about your appointments, vaccinations, flea or worming treatments and/or correspondence about our service and animal health issues. This may include text messages/SMS.
- Telephone number– So that we can contact you about your pet(s).
- Insurance policy number– So that we can communicate with your pet insurance provider if applicable.
Please let our reception staff know as soon as possible if any of the above information changes, so that we can keep our records up to date. Our staff will ask you to confirm that your information is up to date on a regular basis.
Our website does not collect any personal data unless you fill in a contact form with your name and email address. This generates an email containing your message, that we will respond to as soon as we can. We do not run any “big data” analytics and the only cookies used are:
- WordPress cookie: tells the site if a user is logged in or not. No personal information identified.
- Facebook cookie: set by the Facebook timeline
- Twitter cookie: set by the Twitter feed
What is the lawful basis by which we collect and process personal information?
The lawful basis by which we collect and process your personal information in most cases is legitimate interest: it enables us to provide veterinary services as efficiently and as effectively as possible to you and your pet(s).
How will we use the information about you?
We collect information about you to enable us to offer veterinary services to you and your pet(s). We only collect the minimum information needed to enable us to do this. We will not share your information with any third parties unless this is strictly necessary during the course of providing you with veterinary services, in which case the minimum necessary information will be shared, or for other legitimate business interests, for example if we need to employ debt collectors.
We may also send you information related to the services we provide to you, including appointment or vaccination reminders, and, on occasions, information about new services or events. You can choose whether you would like to receive these communications by email, text message (SMS) or post. You can also opt out of receiving these communications altogether if you wish.
How do I review and change my communications preferences?
To review or change your communications preferences please contact our reception team (either in person or over the phone) and they will update them immediately. If you change your mind in the future, we can change them again as required.
How long do we keep your personal information?
We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years. We also keep hospital and surgical consent forms for 7 years. After this time, personal data held on the practice management system will be retained for as long as we consider you to be a client of this practice, unless you have specifically requested that your data be erased.
What are your rights?
- Clinical records: you can request a copy of your clinical records at any time, for your own information or to pass onto another veterinary practice. This also includes copies of any recorded images e.g. x-rays or laboratory results. Please speak to one of our reception staff, who will be happy to help you.
- Personal data:
- We aim to ensure all personal data we hold is accurate. We will check your personal details with you regularly when you contact or come into the practice. However please help us by notifying us as soon as possible if you change your address, telephone number, email address etc. If you believe any of the data we hold on you is incorrect please notify us as soon as possible so that we can correct it.
- You can request to see a copy of the personal data we hold on you at any time, by submitting a Subject Access Request. See https://ico.org.uk/for-the-public/personal-information/ for more information.
- If you no longer wish us to hold or process your personal data you have the right to ask for your data to be erased. We will endeavour to respond to your request within 40 days, unless there are any legal or other legitimate reasons why we cannot erase your data.
- If any serious breach of security occurs that might compromise your personal data we will inform you within 72 hours, in line with current GDPR regulations
- If you feel we are not holding or processing your personal data correctly you have the right to complain to the Information Commissioner’s Office (ICO). More information here: https://ico.org.uk/concerns/
This Privacy notice may need to be updated in future, in order to comply with further changes to the GDPR legislation or to reflect any changes in our practice procedures.