This privacy notice tells you how The Hadleigh Vets will collect and process your personal data if you register as a client, purchase our services or products, and use our website.

Privacy Notice

 

The Hadleigh Vets
The Hadleigh Vets is committed to protecting and respecting your privacy and ensuring that personal data is handled responsibly and in accordance with data protection legislation.
This privacy notice explains how we collect, use and protect personal information when you use our veterinary services.


Who We Are
The Hadleigh Vets is the data controller responsible for the personal data you provide to us.
If you have any questions about this privacy notice or how your data is handled, please contact the practice directly.


What Information We Collect
We may collect and process the following information:

• Your name, address, telephone number and email addres

• Information relating to your pet(s)

• Clinical records relating to your pet(s)

• Insurance information where applicable

• Payment and billing information

• Bank details where direct debit arrangements are used

We only collect information that is necessary for the provision of veterinary care and the effective management of our services.


How We Use Your Information
We use your information in order to:

• Provide veterinary care and treatment for your pet

• Maintain accurate clinical records

• Communicate with you about appointments, treatments and services

• Process payments and manage accounts

• Arrange referrals or laboratory testing where required

• Meet legal and regulatory obligations

The lawful basis for processing this information is the legitimate interest of providing veterinary services and maintaining appropriate clinical records.


Use of Digital Clinical Tools
The practice may use digital tools to assist clinicians in creating and maintaining accurate medical records during consultations. These tools may include secure transcription or note-taking systems that support the clinician in documenting your pet’s care.
These systems operate under appropriate confidentiality and data protection controls and are used only to assist clinical record keeping. Clinical decisions are always made by qualified veterinary professionals.


Who We May Share Information With
In order to provide veterinary services, we may share relevant information with trusted service providers who support the operation of the practice.
These may include:

• Veterinary referral practices

• Diagnostic laboratories

• Insurance providers

• IT and software service providers

• Payment processing services

• Professional advisors

Where personal data is shared with third parties, this is done only where necessary and with organisations that are required to handle personal data securely and in accordance with data protection law.


Card Payments
Payments made to the practice by debit or credit card are processed securely through our payment service provider.
The practice does not store full card details. Payment processing is handled by the payment provider in accordance with industry security standards.
The practice may retain limited transaction information, such as payment reference numbers or partial card details, for accounting and audit purposes.


How Long We Keep Your Data
Veterinary clinical records are normally retained for a minimum period of seven years following the last entry on the record. This reflects professional, regulatory and insurance requirements for veterinary practices.
Where appropriate, some records may be retained for longer periods where necessary.


Your Rights
Under data protection legislation you have a number of rights relating to your personal data. These include the right to:

• Access your personal data

• Request correction of inaccurate information

• Request restriction of processing in certain circumstances

• Request erasure of personal data where applicable

• Object to certain types of data processing

• Request data portability where appropriate

If you wish to exercise any of these rights, please contact the practice.


Questions, Concerns or Complaints
If you have any questions about how your personal data is handled, or if you have concerns about the service you have received from the practice, please contact the practice management team in the first instance and we will be happy to assist.
Information about our complaints process is available from the practice on request.

If you remain dissatisfied with how your personal data has been handled, you may contact the Information Commissioner’s Office (ICO).

Complaints relating to veterinary professional conduct may also be referred to the Royal College of Veterinary Surgeons (RCVS).


Contacting the Information Commissioner’s Office
The Information Commissioner’s Office (ICO) is the UK regulator responsible for enforcing data protection law.
You can contact the ICO via their website: www.ico.org.uk


Availability of This Notice
A copy of this privacy notice is available from the practice and on our website.