In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to inform you, our current and former clients, of the types of data we process about you. We also include within this notice the reason for processing your data, the lawful basis that permits us to process it, how long we keep your data for and your rights regarding your data.
Not only is looking after your pets of utmost importance but protecting your data is too.
1. DATA PROTECTION PRINCIPLES
Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:
- processing is fair, lawful and transparent
- data is collected for specific, explicit, and legitimate purposes
- data collected is adequate, relevant and limited to what is necessary for the purposes of processing
- data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
- data is not kept for longer than is necessary for its given purpose
- data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures we comply with the relevant GDPR procedures for international transferring of personal data
2. TYPES OF DATA HELD
At Ark Veterinary Surgery we are permitted to collect personal data, or personal information (meaning any information about an individual from which that person can be identified) if we have a legal basis for doing so. This data is collected to provide your pet with the health care required. This identifiable data is collected upon registering with ourselves and financial data is obtained for payment of treatment. With your consent we like to send newsletters, email/text reminders for vaccinations together with details of offers and promotions. You can voluntarily opt out at any time by speaking with a member of our team. Personal data is kept in files or within the practice management software.
3. LAWFUL BASIS FOR PROCESSING
The law on data protection allows us to process your data for certain reasons only. In the main, we process your data in order to comply with a legal requirement or in order to effectively manage the services we share with you and the management of your animal’s healthcare.
The information we hold is processed on a lawful basis either to fulfil our contract with you in respect of your animal’s health care or to satisfy our legal obligation or legitimate interest
4. FAILURE TO PROVIDE DATA
Your failure to provide us with data may mean that we are unable to fulfil our requirements for entering into a contract of services with you.
5. WHO WE SHARE YOUR DATA WITH
Employees of Ark Veterinary Surgery will have access to your data which is relevant to their function. All employees with such responsibility have been trained in ensuring data is processed in line with GDPR.
We only allow access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. Any breach of this data will be notified to you and dealt with accordingly. We do share data with laboratories, animal crematoriums, microchip companies, referral centres, insurance companies, bank, credit reference and debt collection agencies but only data for the purpose of fulfilling their service to us for which they too will have their own Privacy Notice. Our website may include links to third-party websites and by clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit. We do not share your data with bodies outside of the European Economic Area.
6. PROTECTING YOUR DATA
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.
7. RETENTION PERIODS
Your personal data will only be retained for as long as necessary to fulfil the purpose we collect it for, including for the purposes of satisfying any legal, accounting, or reporting requirements and services. Personal Information will be retained on our Practice Management system for six years following the cessation of our business relationship. We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse.
8. AUTOMATED DECISION MAKING
Automated decision making means making decision about you using no human involvement e.g. using computerised filtering equipment. No decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.
9. LEGAL RIGHTS
You have the following rights in relation to the personal data we hold on you:
- the right to be informed about the data we hold on you and what we do with it;
- the right of access to the data we hold on you
- the right for any inaccuracies in the data we hold on you, however they come to light, to be corrected. This is also known as ‘rectification’;
- the right to have data deleted in certain circumstances. This is also known as ‘erasure’;
- the right to restrict the processing of the data;
- the right to transfer the data we hold on you to another party. This is also known as ‘portability’;
- the right to object to the inclusion of any information;
- the right to regulate any automated decision-making and profiling of personal data.
We may not charge for this service unless your request is clearly unfounded, repetitive or excessive or alternatively, we may refuse to comply with your request in these circumstances. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. This means that we will stop processing your data.
11. MAKING A COMPLAINT
If you would like to exercise any of your rights, please contact our Practice Manager using the details at the foot of this policy and to help us deal with your request efficiently, please provide:
- Sufficient information to allow us to identify you
- Eveidence of your indentity and your address (for example, a copy of your driving licence or passport)
- As much information about your request including, if applicable, dates, specific documents or animal names
12. DATA PROTECTION COMPLIANCE
Ark Animal Services Limited t/a Ark Veterinary Surgery is the Data Controller responsible for your personal data. Our Compliance Office is Wendy Nield, Practice Manager, who may be contacted at Ark Veterinary Surgery, 83 Town Lane, Mobberley, Cheshire, WA16 7HH, by telephone on 01565 872035 or email to email@example.com, should you have any queries regarding this policy.