Client Privacy Notice

Client Privacy Notice

About this privacy notice

This privacy notice describes how Langford Veterinary Services ('LVS' or 'we') collects and uses your personal data. 

Personal data is information about you from which you can identified (either directly or indirectly).

We are a "controller" (also known as a "data controller").  This means that we are responsible for deciding how and why we hold and use personal data about you, and for explaining this clearly to you.

This notice applies to our clients, who have registered with us, or have otherwise received treatment for their animals from us. 

It is important that you read this notice, together with any other privacy information or notices we may provide on specific occasions when we are collecting or processing personal data about you.  This is to help ensure that you are aware of how and why we are using such information. 

Information we collect and process 

We collect personal data direct from you when you contact us about your animal's needs. 

We may collect further information from you during the period of our relationship.

We use your personal data to enable us to treat your animal, communicate with you, including to provide you with information and updates relating to the reason you have contacted us.

We process information about your insurance provision, if relevant, and communicate with your provider on your behalf where necessary. 

We may, on occasion, receive information about you from third parties, such as your previous vets, if you transfer to us, or are referred to us for a specific service.

We use your contact, payment and insurance information for the purposes set out above because it is necessary in order to enter into a contract with you, or is necessary for us to perform the contract with you that we have for the purposes of treating your animal.

Where you have signed up to receive newsletter updates from us through our website, we use your information in accordance with our website privacy notice, which is available here: https://www.langfordvets.co.uk/privacy-policy/

Sharing your information

We may share your information with third parties as follows:

  • We will share your personal data with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
  • If ever in the future, we are considering restructuring LVS, we may share your information with the other parties involved and with the relevant professional advisors. This is for our legitimate interest in ensuring the continuation of the business.
  • If we have a legal obligation to do so or for the purposes of fraud protection and credit risk reduction.
  • We may need to share information about you with the Health and Safety Executive (a government organisation) if there is a health and safety issue at LVS. This is a legal obligation, but where it is not, it would be a legitimate interest of LVS to comply with best practice.
  • We may share your personal data with third party service providers who act on our behalf such as IT services providers.
  • We use software to assist us with running the business of LVS, in particular we use Worldpay for the purposes of administering payments.
  • we use third party "cloud computing" services to store some information rather than the information being stored on hard drives located at the University of Bristol.

If you have any questions about any of the above, please speak to the Operations and Compliance Manager.

Overseas transfers

Any personal data that you submit to us will be held on secure servers, based within the UK or the European Economic Area (EEA).

How long will we use your personal data for?

Usually, we only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. 

If you would like further information, please contact our Operations and Compliance manager, Darran Mason, using the darran.mason@bristol.ac.uk.

Processing in line with your rights.

Data protection legislation gives you a number of rights in your information.  Your rights are as follows:

  • Correction: if information LVS holds about you is incorrect you can ask us to correct it.
  • Access: you can also ask what information we hold about you and be provided with a copy of it. This is commonly known as making a subject access request. We will also give you extra information, such as why we use this information about you, where it came from and what types of people we have sent it to.
  • Deletion: you can ask us to delete the information that we hold about you in certain circumstances. For example, where we no longer need the information.
  • Portability: you can request the transfer of your information to you or to a third party in a format that can be read by computer. This applies where (a) the information has been provided by you; (b) the basis that we are relying on to process your personal data  is consent or contract (please see "Our purposes and lawful bases in more detail" above); and (c) the information is being processed by us on computer.
  • Object: you may object to us using your personal data where:
    • we are using it for direct marketing purposes;
    • the lawful basis on which we are relying is either legitimate interests or public interest task. Please see the section "Our lawful bases for using your personal data" above;
    • if we ever use your information for scientific or historical research purposes or statistical purposes.
    • Restriction: you can request that we restrict how we use your personal data.

Our Operations and Compliance manager, Darran Mason, (darran.mason@bristol.ac.uk) can give you more information about your data protection rights.  To exercise any of your rights you can submit your request in writing to Darran Mason atdarran.mason@bristol.ac.uk.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). 

If you ask us to restrict our use of your personal data or delete it, we will not be able to provide you with our products or services.

You have a right to lodge a complaint with a the Information Commissioner's Office - ico.org.uk.    If you do have any concerns about how we have handled your personal data we would kindly ask that you contact us in the first instance before you speak to the ICO so that we have an opportunity to put things right. 

Langford Veterinary Services Ltd is a registered private Company 06798554

Registered Office: Beacon House, University of Bristol, Queen's Avenue, Bristol, England, BS8 1SE

 

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