This privacy notice informs you of how Saint Leonard Veterinary Centre will collect and process your personal data if you register as a client, purchase our services and products and use our website.
Saint Leonard Veterinary Centre has been established for over 70 years (previously known as Marshall & Till). We are a 100% Small Animal practice treating cats, dogs, rabbits and small companions. We are Derby’s most centrally located practice, providing an exceptional standard of care, with experienced and compassionate staff using state of the art equipment.
We pride ourselves on providing an individual and personable service, striving to ensure that you see your own vet every time you visit. The Royal College of Veterinary Surgeons (RCVS) regulates all veterinary practice in the UK. The team at SLVC are proud that we have achieved the RCVS Accredited Practice status.
Furthermore, our head vet, Karl Underhill, has gained the RCVS Advanced Practitioner status, in recognition of his further qualifications. This is only achieved by approximately 5% of vets in the UK.
Who To Contact Regarding Clients Personal Data
Whilst we do not need a Data Protection Officer, we take privacy seriously. The Practice Manager looks after data protection and if clients have any queries regarding this privacy notice and how we at Saint Leonard use client’s data please contact the practice directly at email@example.com or on 01332 345119.
The Personal Data We Collect And Process
There are four ways in which Saint Leonard processes the personal data that clients provide to us. We endeavour to ensure that this information will be kept accurate and up to date and will not keep it for any longer than is necessary.
To Administer Your Client Account
To be able to provide our services effectively we need to collect and process the following personal data when you register as a client.
Personal Data Type How The Data Is Collected
First Name, Last Name As part of registration to become a Client
Address As part of registration to become a Client
Phone Numbers (Including Mobile) As part of registration to become a Client
Email Address As part of registration to become a Client
This personal data will be used to provide the following services and purposes: –
* To administer clients accounts and provide products and services that clients have requested from us, such as invoicing, calling to change an appointment and to keep records for legal and accounting purposes.
* If clients have pet insurance and wish to make a claim, Saint Leonard will pass on your animal’s clinical history along with client’s names and addresses to the relevant Insurance company to allow them to process claims.
* If client’s pets are sent for cremation, Saint Leonard will pass on client’s animal name, client’s name and client address to Pet Cremation Services.
* If we take a blood or laboratory samples from client’s pets, we will send the samples to our external suppliers and provide the clients surname and address purely for identification purposes.
* If clients decide to join our Gold Plan and pay by Direct Debit or Standing Order, bank account details will need to be provided to set up and confirm clients Direct Debits.
* If clients have been referred or clients are from another practice, we will need to send information to clients own practice about their pet when they have been seen.
To Send Marketing Communications
We send all our clients the below marketing communications: –
* Reminders for vaccinations and Gold Plan consultations.
* Top tips and health checks that can be self-administered.
* Promotions and the latest product offers.
Clients can find these communications invaluable in administering care to their pets. They are only sent to clients and referring vets who can opt-out at any time and the personal data that we process for these communications are first name, surname and address.
Clients will be asked for consent upon registration with the practice and we will refresh client’s consent on a regular basis.
If clients wish to opt out of any of these communications, they can please drop into the surgery and speak to one of our Receptionists to sign a GDPR Opt Out Form.
To Share With Veterinary Related 3rd Parties WITH Client’s Consent
There will be occasions where we will ask for clients consent to share their personal data with a 3rd party:
* Should clients wish to move to an alternative surgery, we will provide the pets clinical history with the client’s name and address to the new vets before closing the account if requested.
* If a pet should need to be referred to a specialist veterinary surgeon, they will be provided with the animal’s clinical history with the clients name and address to enable referral appointments to be confirmed.
* Micro-Chipping of dogs is a legal requirement and Saint Leonard will share client’s personal data, name, address, email and contact numbers with the chip provider should clients wish to chip their pets.
* If clients wish to purchase a dog/cat tag, Saint Leonard will provide clients names and contact number for the engraving to the dog tag supplier.
Saint Leonard Veterinary Centre will not pass on any personal data to any third parties without consent unless the law requires us to do so. We do not provide any personal data to the suppliers of medicines we use, or the care products we sell.
When Clients Use Our Website www.slvets.co.uk
We provide registration forms on our website and collect users’ personal information to enable us to register clients with us. Once a registration request has been dealt with the data is deleted in line with our procedures.
Disclosure Of Personal Data To Our Service Providers
We may have to pass clients personal data to the service providers who are contracted to Saint Leonard Veterinary Centre during dealing with clients. They act as a data processor and are obliged under contract to keep details secure and can only use them to fulfil the services that they provide for us. When client’s details are no longer needed, they are disposed of in line with our procedures.
How Long Do We Process Data For?
Saint Leonard Veterinary Centre is required to retain information in accordance with the law, such as information needed for income tax and audit purposes and to comply with HMRC and RCVS.
To comply with our professional liability insurance, we securely keep past clients records for a minimum of seven years. This includes full name, address, email and telephone numbers including mobiles, but excludes bank account details.
Clients Rights As A Data Subject
While we are in possession of personal data, the data subjects have the following rights:
Right of access – the right to request a copy of the information that we hold about clients.
If we do hold any information about clients, we will: –
* Give a description of what we are holding.
* Tell clients why we are holding it
* Tell clients who it could be disclosed to
* Let clients have a copy of the information in an intelligible form.
Proof of identity in the form of a current Passport or driving licence will be required if any data is required.
Right of rectification – clients have a right to correct data that Saint Leonard holds about them if it is inaccurate or incomplete.
Right to be forgotten – clients can ask in certain circumstances for the data we hold to be erased from our records.
Right to restriction of processing – where certain conditions apply, clients have a right to restrict the processing.
Right of portability – clients have the right to transfer the data we hold to another organisation.
Right to object – clients have the right to object to certain types of process such as direct marketing.
Right to object to automated processing, including profiling – clients also have the right to be subject to the legal effects of automated processing or profiling.
Right to judicial review – if Saint Leonard Veterinary Centre refuses client’s requests under rights of access, we will provide clients with the reason. Clients have the right to complain as outlined below.
Processing of our client’s data is taken very seriously. If there are any concerns, please contact the Practice at firstname.lastname@example.org or 01332 345119.
If clients are still unhappy with how their data is being processed, they have the right to lodge a complaint directly with the Information Commissioners Office or by calling 0303 123 1113