Use of private information policy (GDPR)
Last updated: 10th September 2018
We respect the EU’s General Data Protection Regulations (GDPR) and this policy explains how we collect and treat any information you give us. You won’t find any complicated legal terms or long passages of unreadable text. We’ve no desire to trick you into agreeing to something you might later regret.
Who we are
The data protection officer in respect of this website is:
Hatston Veterinary Centre Ltd Trading as Flett & Carmichael Veterinary Surgeons
Hatston Industrial Estate
Company No: SC 340215
Your Personal Data
Personal data is data that can be used to identify an individual. For example, your name, email address, home address and even IP address. We collect and process personal data in compliance with the General Data Protection Regulation and will never share it with third party marketers or anyone else unless we are forced to by law.
How your personal data is collected on this website by us and by third parties
Our contact form and email
When you use our contact form or email address to contact us, we require your name, email address and telephone in order to reply to you. When you click the submit button on the contact form, your message and contact details are sent to us via email and are stored in our email system.
Occasionally, we might receive your contact information from one of our partners. If we do, we protect it in exactly the same way as if you give it to us directly.
When you call the practice all phone calls are recorded.
What information we hold
- When you contact us by email or through our website, we collect your name, email address, phone number, website address, and the company you work for, if you’ve given us that.
- If you do business with us, we also collect your business name and bank details and keep records of the invoices we send you and the payments you make.
- All payments are processed by ourselves via our bank account.
Where we store your information
When you contact us by email or through our website, we store your information in our emails until no longer required when it will be removed. All emails relating to clients or patients of the practice will be transferred to our practice management software for future reference. When we do business, we store your information in our secure accounts files and transfer any necessary information to our chartered accountants Bruford Books and Moore Scarrott who store it in accordance with their own data protection policy.
What we use your information for
We occasionally use your contact information to send you details of our products and services. When we do, you have the option to unsubscribe from these communications and we won’t send them to you again. We might also email or phone you about our products and services, but if you tell us not to, we won’t get in touch again. We will use your information to send you invoices, statements, or reminders.
Who’s responsible for your information at our company
Kathryn Carmichael, Partner and Veterinary Surgeon, is responsible for the security of your information. You can contact her by email at email@example.com or by phone on 01856 872859 if you have any concerns about the information we store.
Who has access to information about you
When we store information in our own systems, only the people who need it have access. Our management team have access to everything you’ve provided, but individual employees have access to only what they need to do their job.
The steps we take to keep your information private
Where we store your information in third-party services, we restrict access only to people who need it.
The computers we use are all protected by a passcode. These computers ask for authentication whenever they’re started or when locked and access is restricted to employees only.
In accordance with UK and European law under the General Data Protection Regulation (GDPR), you have numerous rights in regards to the personal data we hold about you, including:
Right to confirmation – you have the right to know if we hold personal data that concerns you
Right to access – you have the right to view and to obtain a copy of any personal data we hold that concerns you
Right to rectification – you have the right to the correction of any inaccuracies within the personal data we hold that concerns you
Right to erasure – you have the right to have your personal data removed from our systems
Should you wish to exercise any of these rights, please contact us by email or by telephone.
How to complain
We take complaints very seriously. If you’ve any reason to complain about the ways we handle your privacy, please contact Kathryn Carmichael by email at firstname.lastname@example.org or by phone on 01856 872859. If you’re the letter writing type, send your envelope to Flett and Carmichael Veterinary Surgeons, Garrison Road, Hatston Industrial Estate, Kirkwall, Orkney, KW15 1GN.
Changes to the policy
If we change the contents of this policy, those changes will become effective the moment we publish them on our website.