• Opening Times: Mon-Thurs - 8.00am - 7.30pm Fri - 8.00am - 7.00pm Sat - 9.00am - 12.00pm
  • Repeat Prescriptions

Privacy Policy

Updated 23rd May 2018

1. Introduction

At Letchworth Veterinary Centre we respect your right to privacy. However, as a Veterinary Practice we may need to process your personal data. We will only do so in accordance with this Policy, which explains the types of personal information we may collect about you; how we will store and handle it; how we keep it secure; and how you can exercise your privacy rights under the General Data Protection Regulation (GDPR).

2. When do we collect personal information?

Most of the information we collect and hold about you will have been provided by you when you:

  • Register your details as a new client or make an appointment with us;
  • Complete a form asking to be contacted by us regarding an appointment or repeat prescription;
  • Sign up to the Pet Health Clyb;
  • Are referred by our vet to a specialist or referral centre;
  • Visit our Website;
  • Engage with us on social media;
  • Have your pet micro-chipped;
  • Fill in any administrative forms, e.g. an accident report form.

However, some may come from other sources, when you may have given a third party permission to share the personal information they hold about you with us.

3. What personal information do we collect and why?

The personal information that we collect about you generally falls into the following categories:

  • Information that you provide voluntarily
    • When you register as a client, book an appointment, sign up to our Pet Health Club or make an insurance claim.
  • This information is collected to help us:
    • Provide veterinary care to your pet;
    • Contact you about your pet or account;
    • Send you reminders about appointments, vaccination dates, flea and worming treatment dates
  • Information that we collect automatically
    • When you visit our Website we may collect certain information automatically from your device. Specifically, this may include information like your IP address and other technical information. We may also collect information about how your device has interacted with our Website, including the pages accessed and links clicked.
    • We use this information for internal analytics purposes and to improve the quality and relevance of our Website to our visitors and users.
  • Information that we obtain from third party sources
    • From time to time, we may receive personal information about you from third party sources, for example from other veterinary professionals if you are referred to one of our Vets or if you transfer from another veterinary surgery.

4. Who do we share your personal information with?

Other than listed below, we will only disclose information about you to third parties if we are legally obliged to do so or where we need to, to comply with our contractual duties to you. Personal information may be supplied to:

  • specialist referral centres or our out of hours’ emergency provider;
  • other vets if you request that we transfer your pet’s patient history to them;
  • insurance companies with whom you have insured your pet;
  • laboratories and other suppliers who need them to provide services in relation to your pet;
  • to our colleagues at Independent Vetcare Limited or third parties who provide data processing services to us, for example the IT Companies who support our website and Practice Management System and the companies who help us manage our reminder and customer view services;
  • to any other person with your consent to the disclosure.

Where we do share your personal information with third party service providers and partners we apply a policy to ensure your personal information is safe. In limited and necessary circumstances (e.g. laboratory services) your information may be transferred outside of the EEA or to an international organisation providing necessary clinical services. Wherever possible this data will be limited to your surname.

5. Legal basis for processing personal information

We will normally collect personal information from you only where we need the personal information to comply with our contractual duties to you; where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms; or where we have your consent to do so. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.

If we ask you to provide personal information to comply with a legal requirement or to perform a contact with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as of the possible consequences if you do not provide your personal information).

Likewise, if we collect and use your personal information in reliance on our legitimate interests (or those of any third party), we will make clear to you at the relevant time what those legitimate interests are.

6. How do we keep your personal information secure?

We have put in place appropriate security measures to protect your personal data from access by unauthorised persons and against unlawful processing, accidental loss, damage or destruction.

7. Data retention

If is our policy to retain clinical records, and therefore your personal data for a period of seven (7) years or for as long as you remain a client, to accommodate on-going care and the potential need to refer to clinical records.

When we have no ongoing legitimate business need to process your personal information, we will either delete it, anonymise it or, if this is not possible securely store it and isolate it from any further processing until deletion is possible.

8. Your Data Protection Rights

Under the GDPR you have a number of rights with regard to your personal data. You have the right to request from us access to and rectification or erasure of your personal data; the right to restrict process; object to processing and, in certain circumstances, the right to data portability. You have the right to opt-out of any communications we send you at any time, or to change your communication preferences, by using the contact details below.

9. Contacting the Regulator

You have the right to lodge a complaint to the Information Commissioner’s Office if you believe that we have not complied with the requirements of the GDPR in relation to your personal data. You can contact them by calling 0303 123 1113 or go online to www.ico.org.uk/concerns

10. Updates to this Privacy Policy

We may update this Privacy Policy from time to time in response to changing legal, technical or business developments. When we do we will take appropriate steps to inform you.

11. How to Contact Us

Letchworth Veterinary Centre is the data controller for the purposes of the GDPR. If you have any concerns as to how your data is processed you can contact us at enquiries@letchworthvets.co.uk or write to us at: Letchworth Veterinary Centre
Norton Way North
Letchworth Garden City

We Work With...

Copyright © Letchworth Vets 2018,
All Rights Reserved