Kingsclere Vets Limited (Co No. 13799297) provides veterinary care to animals in and around Kingsclere, Hampshire. We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR). Our services and website are not aimed specifically at children. If you are under eighteen and you want further information about how we might use your data, please contact us (see ‘How to contact us’ below).
It would be helpful to start by explaining some key terms used in this notice:
We, us, our: Kingsclere Vets Limited Company number: 13799297
Personal data: Any information relating to an identified or identifiable individual.
Data subject: The individual who the personal data relates to.
The personal data we collect about you depends on the particular products and services we provide to you. We will collect and use the following personal data about you:
• Your name and contact information, including email address and telephone number and company detail;
• Your address, for delivery purposes;
• Information about services you have used or requested, customer service information such as compliments or complaints, opinions and survey responses and information which our employees might record as they provide services to you or your animals. This may also include recording calls you make to some of our services;
• Your gender, if you choose to give this to us when you provide your title;
• Your billing information, transaction and payment card information;
• Information from accounts you link to us, eg Facebook or Instagram;
• Information to enable us to undertake credit or other financial checks on you; and
• Your responses to surveys, competitions and promotions We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below. If you do not provide personal data we ask for, it may delay or prevent us from providing products and/orservices to you (e.g. payment data or contact details).
We collect most of the above information from you. However, we may also collect information:
• From publicly accessible sources, e.g. Companies House;
• Directly from a third party, eg credit reference agencies;
• Via our information technology (IT) systems e.g. through automated monitoring of our websites and other technical systems, such as CCTV and access control systems, communications systems, email and instant messaging systems.
Under data protection law, we can only use your personal data if we have a proper reason, e.g.:
• You have given consent—where we need your consent, we will ask for it separately of this privacy notice and you can withdraw consent at any time;
• To comply with our legal and regulatory obligations;
• To fulfil our contract with you or take steps at your request before entering into a contract; or
• For our legitimate interests or those of a third party.
A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. You have the right to object to processing based on legitimate interests. We must then stop the processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms or the processing is required to establish, exercise or defend legal claims. The table below explains what we use your personal data for and why.
Providing services to you:
To fulfil our contract with you and manage payment or to take steps at your request before entering into a contract
Activities necessary to comply with legal and regulatory obligations that apply to our business, e.g. under animal welfare laws:
Depending on the circumstances:
– to comply with our legal and regulatory obligations
– for our legitimate interests
To enforce legal rights or defend or take legal proceedings:
Depending on the circumstances:
– to comply with our legal and regulatory obligations
– for our legitimate interests, ie to protect our business, interests and rights
Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies:
Depending on the circumstances: —to comply with our legal and regulatory obligations —for our legitimate interests
Operational reasons, such as improving efficiency, training and quality control:
For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price
Statistical analysis to help us manage our business, e.g. in relation to our financial performance, customer base, services range or other efficiency measures:
For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price
Credit reference checks via external credit reference agencies:
For our legitimate interests, i.e. to ensure our customers are likely to be able to pay for our services
We do not normally collect or use ‘special category’ data, such as religion, sexuality, or health data.
We may use your personal data to send you updates (e.g. by email or social media channels) about our services, including exclusive offers, promotions or new services.
We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. Where this is not the case, we will always ask for your consent.
In all cases, you have the right to opt out of receiving marketing communications at any time by:
• Contacting us at hello@kingsclerevets.co.uk; or
• Using the ‘unsubscribe’ link in emails.
We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
We will always treat your personal data with the utmost respect and never sell it to OR share it with other organisations outside the Kingsclere Vets Ltd group for marketing purposes.
We routinely share personal data with:
• Royal College of Veterinary Surgeons;
• Other veterinary specialists, laboratories and animal health providers and agencies, where the personal data cannot be anonymised or is otherwise necessary;
• Third parties we use to help deliver our services to you, e.g. providers of our finance system, IT service providers including cloud service providers such as data storage platforms, shared service centres and financial institutions in connection with invoicing and payments;
• Other third parties we use to help promote our business, eg marketing agencies;
• Third parties approved by you, eg social media sites you choose to link your account to or third party payment providers; and
• Our bank
We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We ensure all outsourcing providers operate under service agreements that are consistent with our legal obligations.
We or the third parties mentioned above may occasionally also share personal data with:
• Our and their external auditors, e.g. in relation to the audit of our or their accounts, in which case the recipient of the information will be bound by confidentiality obligations;
• Our and their professional advisors (such as insurance providers, lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations;
• Law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations; and
• Other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition or asset sale or in the event of our insolvency—usually, information will be anonymised but this may not always be possible and the recipient of any of your personal data will be bound by confidentiality obligations.
If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).
Personal data may be held at our premises, third party agencies, service providers, representatives and agents as described above (see ‘Who we share your personal data with’).
Some of these third parties may be based outside the UK. For more information, including on how we safeguard your personal data when this occurs, see below: ‘Transferring your personal data abroad’.
We will not keep your personal data for longer than we need it for the purpose for which it was collected or as required by law.
If you no longer have an account with us or we are no longer providing services to you, we will usually delete or anonymise your account data after seven years.
Following the end of the relevant retention period, we will delete or anonymise your personal data.
It is sometimes necessary for us to transfer your personal data to countries outside the UK. This may include countries which do not provide the same level of protection of personal data as the UK.
We will transfer your personal data outside the UK only where:
• The UK government or European Commission has decided the recipient country ensures an adequate level of protection of personal data (known as an adequacy decision); or
• There are appropriate safeguards in place (e.g. standard contractual data protection clauses published or approved by the relevant data protection regulator), together with enforceable rights and effective legal remedies for you; or
• A specific exception applies under data protection law.
You can contact us (see ‘How to contact us’ below) if you would like a list of countries benefiting from a UK or European adequacy decision or for any other information about protection of personal data when it is transferred abroad.
You have the following rights, which you can exercise free of charge:
Access:
The right to be provided with a copy of your personal data
Rectification:
The right to require us to correct any mistakes in your personal data
Erasure (also known as the right to be forgotten):
The right to require us to delete your personal data—in certain situations
Restriction of processing:
The right to require us to restrict processing of your personal data—in certain situations, eg if you contest the accuracy of the data
Data portability:
The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
To object:
The right to object:
– at any time to your personal data being processed for direct marketing (including profiling);
– in certain other situations to our continued processing of your personal data, eg processing carried out for our legitimate interests unless we demonstrate compelling legitimate grounds for the processing which override your interests or for establishing, exercising or defending legal claims
Not to be subject to automated individual decision making:
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
The right to withdraw consent:
If you have provided us with a consent to use your personal data you have a right to withdraw that consent at any time You may withdraw consents by [insert details as relevant depending on consents]
Withdrawing consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn
If you would like to exercise any of those rights, please:
• Email, call or write to us – see below: ‘How to contact us’;
• Provide enough information to identify yourself (e.g. your full name and address) and any additional identity information we may reasonably request from you; and
• Let us know what right you want to exercise and the information to which your request relates.
Keeping your personal data secure
We have implemented appropriate technical and organisational measures to keep your personal data confidential and secure from unauthorised access, use and disclosure. We limit access to your personal data to those who have a genuine business need to access it. Those processing your personal data will do so only in an authorised manner and are subject to a duty of confidentiality. We require our business partners, suppliers and other third parties to implement appropriate security measures to protect personal data from unauthorised access, use and disclosure.
How to complain:
Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have. You may also have the right to lodge a complaint with the Information Commissioner (the UK data protection regulator).Please contact us if you would like further information.
Changes to this privacy notice
This privacy notice was published on 29/11/2023.
We may change this privacy notice from time to time. When we do, we will publish the updated version on our website and ask for your consent to the changes if legally required.
Updating your personal data:
We take reasonable steps to ensure your personal data remains accurate and up to date. To help us with this, please let us know if any of the personal data you have provided to us has changed, e.g. your surname or address – see below ‘How to contact us’.
Individuals in the UK You can contact us by post, email or telephone if you have any questions about this privacy notice or the information we hold about you, to exercise a right under data protection law or to make a complaint. Our contact details are shown below:
Address:
Kingsclere Veterinary Surgery
Coldridge House
Kingsclere Business Park
Newbury RG204SW
Email:
hello@kingsclerevets.co.uk
Phone number:
01635 896 330