Data Protection & Privacy Policy

Cootes Veterinary Clinic Privacy Policy

We understand that your privacy is important to you and that you care about how your personal data is collected, processed, shared and stored by Cootes Veterinary Clinic. We take our legal obligations to protect your personal data seriously and will only collect, process, share and store your personal data to the principles of current data protection legislation. We will use your personal data to allow us to treat your animals properly and to comply with our professional, legal and regulatory obligations.

Your rights
Under the data protection regulations you have the following rights.
1. The right to be informed about our collection and use of personal data.
2. The right to access your personal data.
3. The right for any incorrect personal data to be corrected.
4. The right for your personal data to be removed completely (the right to anonymity), except where we are required to store it for legal or regulatory requirements.
5. The right to prevent the processing of your personal data.
6. The right to see what personal data we hold on for you.
7. The right to prevent us using your personal data for particular purposes.

How to enforce your rights and/or complain.
Our data protection officer is Rebecca Bendall who may be contacted at:
Cootes Veterinary Clinic Ltd
Gatehouse Lane
Burgess Hill
West Sussex
RH15 9XD
01444 242 434
If you wish to complain about how your personal data has been used, please contact the data protection officer in the first instance, she will respond to your request within one month. If she is unable to resolve the issue you have the right to refer to the ICO.

What is personal data?
Categories of personal data we may collect from you include,
1.Your name
2.Your full postal address
3.Your contact details i.e. Email address, home, mobile and work telephone numbers
4.Bank details to set up the Pet Care Plan, although these details will not be stored.
5.Pet insurance company details
It is important that the personal data we hold about you is accurate and current. Please keep us informed of any personal data changes during your relationship with us.

What is my personal data stored and processed for.
We store and process your personal data to comply with our legal and regulatory obligations. Your data is never stored for longer than is necessary and will be stored lawfully inline with GDPR regulations. We will only store or process your data if we have consent to do so, you may withdraw your consent at any time.
In addition, with your consent, we may contact you at times, for marketing purposes. This may include contacting you via email, text, telephone and social media. You may opt out of receiving these by contacting us.

Who is my personal data shared with.
We may need to share your personal data in order to carry out the type of work you have asked us to perform. For example we may share it with:
-External laboratories
-Insurance companies
-Our Pet Care Plan providers should you wish to join them
-Our emergency care and out of hours providers
-Debt collection agencies
-If you would like your pet to be referred to a specialist veterinary surgeon, we will provide them with your pets clinical history with your name and address to enable them to confirm your referral appointment
-Should you wish to move to an alternative veterinary surgery, we will provide your pets clinical history with your name and address to your new vets
-Should you wish to chip your pet, we register your name , address and contact number with the chip provider. Note that chipping dogs is a legal requirement and we share your personal data in this case under a legal obligation to do so.
-Should you wish to purchase a dog tag, we will provide your name for identification and your contact number for engraving to the dog tag provider.
We may also need it to comply with our legal and regulatory obligations.

How long is my personal data stored?
We only hold your personal data for as long as necessary. We hold your data for 7 years for HMRC, Insurance, Veterinary defense society and other regulatory bodies.

Where is my personal data stored?
We hold your personal data in both paper files and electronically. All information you provide to us is stored on secure servers. The data that we collect from you may be transferred to, and stored at, a destination outside of the EEA for backup purposes only. By submitting your personal data, you agree to this transfer, storing or processing .Cootes Veterinary Clinic Ltd will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

Securing your personal information.
Cootes Veterinary Clinic Ltd will take reasonable steps to protect personal information as it is transmitted from you, as well as to protect personal information in its possession, from unauthorised access, disclosure, alteration or destruction.

Contacting us.
Should you wish to access personal information about you and to keep it accurate, complete and current, or if you have questions about this policy or Cootes Veterinary Clinic Ltd's information practices, you may contact the data protection officer, Rebecca Bendall at the address given in this notice. When you contact us, please note that the nature of any information that you have provided. We will use reasonable efforts to respond promptly to requests, questions or concerns you may have regarding access to personal information about you, or our use of personal information about you. We may contact you for follow up information and may share your enquiry with other individuals within Cootes Veterinary Clinic or working for or on behalf of Cootes Veterinary Clinic that are responsible for functions related to the subject of your enquiry. Except where required by law, Cootes Veterinary Clinic cannot ensure a response to questions or comments regarding unrelated to this policy or Cootes Veterinary Clinic privacy practices.

Changes to this policy.
Cootes Veterinary Clinic Ltd may update this policy periodically and reserves the right to modify, add or remove portions of the privacy statement at its discretion. If we need to change or amend this policy, we will advise you via our website of the amended policy or in some cases, may provide notice of changes via email.

Fair processing notice
What we need.
Unless otherwise agreed with you, we collect basic personal data about you, which does not include any special categories i.e. sensitive personal data. This data will include things like name, address, telephone numbers and email address.

Why we need it.
We need to know this personal data so we can provide you with the services you have requested and for legal and regulatory reasons. We will not collect any personal data from you that we do not need to provide these services, and if you do not provide this information we will not be able to provide you with the services you have requested.

What we do with it.
All the personal data will be processed by our staff and any 3rd parties where there is a legal obligation for us to share it. We may, at times, need to share your data with 3rd parties for the provision of services e.g. Insurance companies, maintenance of our management software or a referral to an emergency clinic. Your personal data is stored on site, on a removable hard drive kept at a secure location and remotely in the USA for backup purposes only.

How long we keep it.
We will keep your data for 7 years for legal and regulatory obligations. If you consent to marketing, any information we use for this purpose will be stored with us until you notify us that you no longer wish to receive this information. More information can be found in our privacy policy on our website.

What we would like to do with it.
We would like to send you information about our own products, services and reminders, by post, telephone, email and SMS. If you agree to be contacted in this way please ask the receptionist to tick the relevant boxes on your electronic file.

Lawful grounds for processing your personal data.
-To perform a contract Cootes Veterinary Clinic has entered in to with you, to provide veterinary care to your animals.
-To comply with legal obligations (e.g. Complying with health and safety and safeguarding laws, preventing and detecting crime).
-Where necessary for our legitimate interest (e.g. providing services and reclaiming monies owed to us).

Here you will find Cootes Veterinary Clinic full Privacy Policy and Data Protection Policies.

Privacy Notice
Our website may include links to 3rd party websites, plugins and applications. Clicking on these links or enabling these connections, may allow 3rd parties to collect and share your data. We do not control these 3rd party websites and are not responsible  for their privacy statements. If you use these links, connections or plugins, you do so at your own risk and Cootes Veterinary Clinic cannot be held responsible for data breaches in this instance.

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Email: Telephone: 01444 242434

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