Privacy Policy

Introduction & Purpose

Name: HOLLYBANK VETERINARY CENTRE LTD

Address: 584 Chester Road, Sandiway, Cheshire CW8 2DX

Phone Number: 01606 880890

Website: hollybankvets.co.uk

Hollybank Veterinary Centre is a small independent small animal vets, providing excellent standards of care to pets and their owners. Our dedicated team of veterinary surgeons and nurses offer complete continuity of care, offering a 24 hour service on site. As such, we must retain and process personal data in order to undertake various related procedures, programmes, policies and objectives within the practice. We are committed to protecting your personal and sensitive data, therefore the purpose of the policy is to give you a clear explanation about how we collect and process your data.

The type of personal information we collect and what we use it for:

We may collect and process different kinds of personal data about you depending on your relationship with us and why you are in contact with us. We have broken down the types of personal data we collect, and what we use it for:

Clients personal data

Personal identifiers, such as name, address, contact telephone numbers, e-mail addresses, pet’s name
Client pet’s treatment and medical history and any other related information provided by the client, such as insurance claim information for the purpose of administering the claim.

Employee personal data

Personal identifies, such as name, address, contact telephone numbers, e-mail addresses.
Professional registration and development requirements such as name(s) address(es), date of birth, qualifications and other data surrounding entitlement to registration and continued upkeep of that information.

Financial information

Personal data of suppliers, expense claimants and employees including their personal bank information, name(s) and address(es).
Personal financial information for the administration of payroll to internal and external employees and for the administration of pensions.

Communication

We hold and use Client data (email addresses or contact addresses) to allow us to communicate with their permission, pet vaccination reminders, consultations, practice updates or initiatives.

How we get the personal information:

We collect your personal data in a number of ways, depending on your relationship with us;

When you give it to us directly; for example, to register with the practice as a client, become a supplier or become an employee etc
When a third party provides us with your data; for example, to aid in the administration of an insurance claim, provide an employment reference etc.
When you use our websites: for example, if you register, book an appointment or prescription through our website.

Disclosing personal information to third parties:

We deal with third-party processors in order to fulfil some of our practice functions. We seek to use service providers who are able to provide appropriate data privacy and security standards. There are certain circumstances under which we may disclose your personal information to third parties, which are as follows:

We will disclose personal data to our service providers who process data on our behalf and on our instructions, such as the Company Accountants, Employee Payroll services and Insurance companies (if administering a claim on behalf of a client)
Where we are under a duty to disclose your personal data in order to comply with our statutory and related functions or if asked to do so by the police or other authority investigating suspected illegal activities.

Security and storage of personal data:

We place the highest importance on the securing of your personal data.

We take all reasonable precautions to safeguard the confidentiality of your personal information, including through use of appropriate organisational and technical measures such as physical access controls to premises, staff training, using passwords for systems access, and using anti-virus software.

We only allow those of our employees who require access to such information in order to fulfil their duties to have such access.

When we outsource any processes, we require the third-party supplier to have appropriate security measures in place and be compliant with the GDPR principles. We require all third parties to respect the privacy of your personal data and to treat it in accordance with the law.

We keep your personal information for no longer than necessary for the purposes for which the personal information is processed. The length of time for which we retain personal information depends on the purposes for which we collect and use it and/or as required to comply with applicable laws and to establish, exercise or defend our legal rights.

For any personal data that is no longer necessary for the purposes for which it was processed, electronically stored information will be deleted from all systems and any paper-based information will be securely destroyed on site.

Your data protection rights:

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you wish to make a request, please contact:

Richard Hewitt, Director

Hollybank Veterinary Centre, 584 Chester Road, Sandiway, CW8 2DX

Tel: 01606 880890 E-mail: info@hollybankvets.co.uk

How to complain:

If you have any concerns about our use of your personal information, you can make a complaint to :

Richard Hewitt, Hollybank Veterinary Centre, 584 Chester Road, Sandiway, CW8 2DX

Tel: 01606 880890 E-mail: info@hollybankvets.co.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk