Terms and Conditions for Businesses
Terms and Conditions for Consumers
Introduction
Welcome to the Clevedale Veterinary Practice & Clevedale Veterinary Equine privacy notice.
Clevedale Veterinary Practice & Clevedale Veterinary Equine respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the laws protects you. Please use the Glossary to understand the meaning of some of the terms used in this privacy notice.
This privacy notice covers the following content:
1. IMPORTANT INFORMATION AND WHO WE ARE
2. THE DATA WE COLLECT ABOUT YOU
3. HOW IS YOUR PERSONAL DATA COLLECTED
4. HOW WE USE YOUR PERSONAL DATA
5. DISCLOSURES OF YOUR PERSONAL DATA
6. INTERNATIONAL TRANSFERS
7. DATA SECURITY
8. DATA RETENTION
9. YOUR LEGAL RIGHTS
10. GLOSSARY
Purpose of this privacy notice
This privacy notice aims to give you information on how we collect and process your personal data through your registration with any of our practices and use of our website, including any data you may provide through our website when you sign up to our newsletter, or purchase a product or service.
Our website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements any other notices and is not intended to override them.
Controller
VetPartners Practices II Limited t/a Clevedale Veterinary Practice is the data controller and responsible for your personal data (collectively referred to as “Clevedale Veterinary Practice & Clevedale Veterinary Equine”, "we", "us" or "our" in this privacy notice).
Contact details
Our full details are: VetPartners Practices II Limited t/a Clevedale Veterinary Practice, registered in England and Wales, under company number 12745481; Registered Office: Spitfire House, Aviator Court, York YO30 4UZ ICO Registration No: ZA781622
Data Compliance Officer
Email address: dataprotection@vetpartners.co.uk
Postal address: c/o Spitfire House, Aviator Court, York YO30 4UZ
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
Changes to the privacy notice and your duty to inform us of changes
This version was last updated on 01/08/2023 and historic versions can be obtained by contacting us.
It is important that the personal data we hold about you is accurate and up-to-date. Please keep us informed if your personal data changes during your relationship with us.
Links to third-party websites
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Personal data, or personal information, means any information about an individual (the ‘Data Subject’) from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows (the data below represents personal data to the extent that you can be directly or indirectly identified from it):
We also collect, use, and share Aggregated Data such as statistical or demographic data for certain purposes. Aggregated Data may be derived from your personal data but is not considered personal data in law, as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with products or veterinary services). In this case, we may have to cancel a product or service you have with us. We will notify you if this is the case at the time.
We use different methods to collect data from and about you, including:
c) Identity and Contact Data from publicly availably sources such as Companies House and the Electoral Register based inside the UK .
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Please refer to the Glossary to find out more about the types of lawful basis that we will rely on to process your personal data.
Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are (where appropriate).
Note that we may process your personal data on more than one lawful ground depending on the specific purpose for which we are using your data. If you would like to know more about the specific legal ground we are relying on to process your personal data (where more than one ground has been set out), please contact us.
Purpose/Activity |
Type of data |
Lawful basis for processing including basis of legitimate interest |
---|---|---|
To make suggestions and recommendations to you about products or services that may be of interest to you |
(a) Identity, (b) Contact, (c) Animal/Pet, (d) Technical, (e) Usage, (f) Profile |
Consent |
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences |
(a) Technical, (b) Usage |
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy) |
To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, security support, reporting and hosting of data) |
(a) Identity, (b) Contact, (c) Animal/Pet, (d) Technical |
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise). (b) Necessary to comply with a legal obligation |
To enable you to partake in a prize draw, competition or complete a survey |
(a) Identity, (b) Contact, (c) Animal/Pet, (d) Profile, (e) Usage, (f) Marketing and Communications |
(a) Performance of a contract with you. (b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business) |
To manage our relationship with you: (a) Notifying you of treatments that your Animal/Pet is due, or which may be beneficial (b) Notifying you about changes to our terms or privacy policy. (c) Asking you to leave a review |
(a) Identity, (b) Contact, (c) Animal/Pet, (d) Profile, (e) Marketing and Communications |
(a) Performance of a contract with you. (b) Necessary to comply with a legal obligation. (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services) |
To deliver our services and products, and process payments for products and services we provide to you, including: (a) Managing payments, fees and charges. (b) Collecting and recovering money owed to us |
(a) Identity, (b) Contact, (c) Animal/Pet, (d) Financial, (e) Transaction |
(a) Performance of a contract with you. (b) Necessary for our legitimate interests (to recover debts due to us) |
To register you as a new customer and conduct KYC, financial crime and sanctions and credit checks (as required) |
(a) Identity, (b) Contact, (c) Animal/Pet, |
(a) Performance of a contract with you (b) Necessary for our legitimate interests (to comply with financial crime and regulatory policies, and protect our financial interests) and (c) Necessary to comply with a legal obligation |
Marketing
We may process your personal data in order to make suggestions and recommendations to you about products or services that may be of interest to you (‘direct marketing’). In these cases, the lawful basis we rely on is ‘consent’. Before we process your data for direct marketing purposes, we will require your consent to do so. Consent means any freely given, specific, informed and unambiguous indication of your wishes by which you, by a statement or by a clear affirmative action, signify agreement to the processing of personal data relating to yourself.
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need for your Animal/Pet(s), or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will only receive marketing communications from us if you have purchased products or services from us and specifically ‘opted in’ to receive such communications.
Third-party marketing
We will get your express opt-in consent before we share your personal data with any other company for marketing purposes.
Opting out
You can ask us or third parties to stop sending you marketing messages at any time or adjust your marketing preferences or by following the opt-out or ‘unsubscribe’ links on any marketing message sent to you or by contacting us at any time.
Cookies
Our website uses essential cookies to enable core functionalities such as security, network management, and accessibility. Our website may also use non-essential cookies, such as Google Analytics, to help us to improve our website by collecting and reporting information on how you use it. Finally, our website may use marketing cookies in order to promote products which you may find interesting. For more information about the cookies we use, and how to disable them, please see our cookie policy.
Change of purpose
We will only use your personal data for the purposes for which we collected it. However, we may sometimes find that our purposes for collecting and using data changes over time. If we originally collected and used your personal data on the lawful basis of consent, we will always ask you for ‘fresh’ consent for the processing of your personal data for any new purpose. If we did not originally collect your personal data on the basis of consent, we may only use your personal data for a new purpose if this new purpose is compatible with the original purpose. When assessing whether the original and new purpose are compatible, we will consider the differences between the original and the new purpose; the reasonable expectations that you would have with regards to our handling of your data; and the impact on the individuals whose data we are processing. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated, ‘incompatible’ purpose, we will notify you and we will explain the legal basis which allows us to do so.
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions, set out in a Data Sharing Agreement.
We do not transfer your personal data outside the United Kingdom without having appropriate safeguards in place to allow for restricted transfers of personal data.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
How long will you retain my personal data?
We will 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.
We keep basic information about our customers (including Contact, Identity, Animal/Pet, Financial and Transaction Data) for six years after they cease being customers for legal and tax purposes.
In some circumstances you can ask us to delete your data: see Request erasure below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We are usually able to respond to all requests within one calendar month from confirming the validity of the request. In the rare occasions where a request is particularly complex or voluminous, we may need to extend this deadline by an additional two calendar months. If this is the case, we will notify you as soon as possible, and in any event within 30 days.
LAWFUL BASIS
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to do so by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
THIRD PARTIES
Internal Third Parties
Other companies in the VetPartners group, who are based in the United Kingdom or the EEA.
External Third Parties
Last updated: 03/04/2023.
VetPartners Limited (“us”, “we”, or “our”) uses cookies on our website to distinguish you from other users of the website. This helps us to provide you with a good experience and also allows us to improve our site.
Our Cookies Policy explains what cookies are, how we use cookies, how third-parties we may partner with may use cookies on the website, and your choices regarding cookies.
What are cookies
Cookies are small pieces of text sent to your web browser by a website you visit. If you agree, a cookie file is stored in your web browser and allows the website or a third-party to recognize you and make your next visit easier and the website more useful to you.
Cookies can be “persistent” or “session” cookies. Persistent cookies remain on your personal computer or mobile device when you go offline, while session cookies are deleted as soon as you close your web browser.
How VetPartners uses cookies
When you use and access the website, we may place a number of cookies files in your web browser. We use both session and persistent cookies we use different types of cookies to run the website:
Essential cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, or make use of e-billing services. We may use essential cookies to authenticate users and prevent fraudulent use of user accounts.
Analytical or performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This help us to improve the website, for example, by ensuring that users are finding what they are looking for easily. We may also use analytics cookies to test new advertisements, pages, features or new functionality of the website to see how our users react to them.
Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences.
Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
You can find more information about the individual cookies we use and the purposes for which we use them in the table below:
Cookie Name
|
Description
|
Duration
|
Type
|
_ga |
Used to distinguish users. |
2 years |
Analytics |
_ga_<container-id> |
Used to persist session state. |
2 years |
Analytics |
_gid |
Used to distinguish users. |
24 hours |
Analytics |
_gat |
Used to throttle request rate. If Google Analytics is deployed via Google Tag Manager, this cookie will be renamed _dc_gtm_<property-id> |
1 minute |
Analytics |
Please note that third parties may also use cookies, over which we have no control. These named third parties may include, for example, advertising networks and providers of external services like web traffic analysis services. These third party cookies are likely to be analytical cookies or performance cookies or targeting cookies.
What are your choices regarding cookies
If you’d like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser.
Please note, however, that if you delete cookies or refuse to accept them, you might not be able to use all of the features we offer, you may not be able to store your preferences, and some of our pages might not display properly.
For the Chrome web browser, please visit this page from Google: Clear cache & cookies - Computer - Google Account Help
For the Internet Explorer web browser, please visit this page from Microsoft: - How to delete cookie files in Internet Explorer - Microsoft Support
For the Firefox web browser, please visit this page from Mozilla: - Clear cookies and site data in Firefox | Firefox Help
For the Safari web browser, please visit this page from Apple: Apple Legal - Legal - Use of Cookies - Apple
For any other web browser, please visit your web browser’s official web pages.
Where can you find more information about cookies
You can learn more about cookies using the following third-party websites:
AllAboutCookies: All About Cookies | Online Privacy and Digital Security
Network Advertising Initiative: Home - NAI: Network Advertising Initiative
This Policy
We may update this Cookie Policy from time to time in order to reflect, for example, changes to the cookies we use or for other operational, legal or regulatory reasons. Please re-visit this Cookie Policy regularly to stay informed about our use of cookies and related technologies.
Clevedale Vets respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data and tells you about your privacy rights and how the law protects you.
This privacy notice aims to give you information on how we collect and process your personal data through recruitment.
It is important you read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
?
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identify has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data including first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
Contact Data including email address, home address and telephone numbers.
Technical Data including internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
Job Application Data including your preferred place of work, preferred role, and the CV that you provide to us. It is your choice what to include on your CV, but such a document would usually contain details of previous work experience and qualifications, as a minimum.
We may collect Special Categories of Personal Data relating to your race or ethnicity for equality monitoring purposes. We do not collect any other Special categories of personal data about you (this includes details about your religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). We may only collect information about criminal convictions and offences where we are allowed to do so by law.
We need to collect details of your identity, ways to contact you, and your CV in order to assess your suitability for available vacancies. Therefore, if you fail to provide that data when requested, we will not be able to enter into a contract with you.
?
Direct interactions – you may give us your Identity, Contact details, and Job Application Data by filling in the recruitment form on our website, or by corresponding with us by post, phone, email or otherwise.
Automated technologies or interactions - as you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our cookie policy for further details.
Third parties – we occasionally make use of third parties, such as recruitment agencies, who may share your Identity, Contact details, and Job Application Data with us in order to introduce you to a specific role. In such cases we insist that the third party ask for your consent before sharing your personal data with us.
We will only use your personal data when the law allows us to. Specifically, we will use your personal data to:
identify you each time you visit a website;
process applications submitted by you;
assess your suitability for available roles at VetPartners and our practices;
send you information we think you may find useful, including information about new products and services (where you have consented to receiving these kinds of messages).
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, altered, disclosed, or used or accessed in an unauthorised way. In addition, we limit access to your personal data to those employees who have a business need to know. They will only process your personal data in line with our Data Protection Policy and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
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We will not share, sell or rent your personal information to third parties unless we have a lawful basis to do so.
We may disclose personal information if required to do so by law or if we believe that such action is necessary to protect and defend the rights, property or personal safety of Clevedale Vets and/or its staff.
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We keep information about employees for 6 years after employment ceases for legal reasons.
Personal data for unsuccessful candidates will be kept for 12 months.
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Under certain circumstances, you have rights under data protection laws in relation to your personal data.
Request access to your personal data (commonly known as a ‘data subject access request’)
Request correction of personal data we hold on you.
Request erasure of your personal data. However, there may be specific legal reasons why we are not able to comply with this request.
Object to processing your personal data.
Request restriction of processing of your personal data.
Request the transfer of your personal data to you or a third party.
Withdraw consent where we are relying on consent to process your personal data.
If you wish to exercise any of these rights, please contact us at dataprotection@vetpartners.co.uk
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