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At Loch Leven Equine Practice, we are committed to protecting and respecting your privacy.  This policy explains when, why and how we collect personal information about people who use our services and how we use the information.

We may change this policy from time to time, so please check this policy occasionally to ensure that you are happy with any changes.  By using our website, you are also agreeing to be bound by this policy.  Any questions regarding this policy and our privacy practices should be sent by email to liz@lochlevenequine.co.uk or by writing to Mrs E Somerville, Loch Leven Equine Practice, Beauford Paddock, Cleish, Kinross, KY13 0LS.  Alternatively, you can telephone us on 01577 841010.

Who Are We?

We are Loch Leven Equine Practice Ltd, a dedicated equine veterinary practice who aims to provide all of our clients with a friendly and compassionate service whist striving for the highest level of clinical care for the horses and ponies entrusted to the practice.  The registered address for the business is Beauford Paddock, Cleish, Kinross, KY13 0LS.  Our company number is SC355384 and our ICO registration number is Z2346041.  For the purposes of data protection legislation, Loch Leven Equine Practice Ltd will be the data controller.

Policy Statement

The law on Data Protection and the new General Data Protection Regulations take effect as of the 25th May 2018.    These new regulations strengthen legislation for data protection. 

The Practice collects and uses information on service users who come into contact with us in order to carry out our work.  This information will be collection and dealt with accordingly, both via paper and electronic methods.  

The Practice has appointed a Privacy and Compliance Manager (PACMAN) for the purposes of data protection requirements within the practice.  Any enquiries regarding Data Protection should be made for the attention of Mrs E Somerville and sent to Beauford Paddock, Cleish, Kinross, KY13 0LS.  Alternatively, email liz@lochlevenequine.co.uk or telephone 01577 841010.

The Principles

The Practice will work to comply with GDPR and the principles for Data Protection.  The Practice will ensure all data is:

  1. Fairly and lawfully processed.
  2. Adequate, relevant and not excessive.
  3. Accurate and up to date.
  4. Not kept for longer than necessary.
  5. Processed in accordance with the data subject’s rights.
  6. Kept safe and secure.

How do we collect information from you?

We collect information about you when your use our services.  This may include information from when you register, when you use our website or online shop, when you make a purchase or when you call for an enquiry.    

What type of information is collected from you?

  • Personally identifying information.  This includes name, address, contact details and email address.
  • Account Information.  This includes any billing or delivery information and any preferences you have, for example, a product that you regularly order and methods of payment.
  • Email correspondence.  Emails may be used for enquiry related use and/or invoices.  We may also use it for marketing, should you opt in.

We do not normally collect or hold sensitive data (e.g. criminal information, religious beliefs, sexual orientation etc.).

How is your information used?

We may use your information to:

  • To carry out our obligations and/or services arising from contracts entered into by you and us.
  • Comply with a legal duty.
  • Notify you of changes to our service or terms & conditions.
  • Send you communications that may be of interest to you.  This includes practice newsletters and upcoming events.
  • Control security to your account or services with us.

How long do we store information?

We review our retention periods for personal information on a regular basis.  We will only keep your information provided there is a legitimate business or legal requirement to do so.  We are legally required to hold some types of information to fulfil our statutory obligations.  For HMRC, tax and financial purposes, we are required to hold such data for 7 years.   

Who has access to your information?

We will not sell or rent your information to third parties nor will we share your information with third parties for marketing purposes.

We may pass on your information to third party service providers who work on our behalf or who we work in association with where necessary and if its privacy and security are guaranteed.

Some third party providers have servers based outwith the EU.  Third party providers we work with and may pass your information onto include:

  1. Insurance Companies
    1. Information is passed on in the process of a claim being made.
    2. Information passed on may include client name, address, email, contact telephone numbers, animal name and details including clinical history and corresponding invoices.
  1. Pimbury
    1. Information is used for the completion of dental charts for each animal and dental reminders.
    2. Information passed on may include client name, address, animal name and details and dental chart notes.
  1. Vaccine & Drug Companies
    1. Information is passed on to assist with vaccine reminders and in the event of a reaction to drugs used.
    2. Information passed on may include client name, address, animal name and details, clinical history and corresponding invoices.
  1. Debt Collection Agencies
    1. Information is passed on to assist with the collection of outstanding accounts.
    2. Information passed on may include client name, address, contact telephone, email, financial history and outstanding history.
  1. Supplement Suppliers
    1. Information is passed on for the postage of supplements direct from our supplier.
    2. Information passed on may include client name, address and products ordered.
  1. Referrals to other Veterinary Practices
    1. Information is passed on to make a referral to a specialist or other vet.
    2. Information passed on may include client name, address, contact telephone, email, diagnostic images, animal name and details and clinical history.
  1. Mail Chimp
    1. Information is passed on to assist with marketing and mass emailing clients.
    2. Information passed on may include client name and email address.
  1. Veterinary Defence Society
    1. Information is passed on to assist with potential claims which may arise from treatment of an animal from the practice.
    2. Information passed on may include client name, address and relevant history of client and animal.

 

Your Choices

From time to time, we may contact you via email, post or text with information about services and events we think you may be interested in.  You can decide whether you wish to receive information from us. 

You can update and change your marketing preferences at any time by contacting us at marketing@lochlevenequine.co.uk or by telephone on 01577 841010.

Marketing may include information on products we offer, practice news and information and upcoming events.

How you can access, update or remove your information

  1. Subject Access Requests

We want to ensure your information is accurate and up to date at all times.  You are entitled to request the information we hold on you.  If you wish to do this, please make a ‘Subject Access Request’ in writing and post to: Mrs E Somerville, Loch Leven Equine Practice, Beauford Paddock, Cleish, Kinross, KY13 0LS.  You may also email liz@lochlevenequine.co.uk or telephone on 01577 841010.

  1. Updating Your Information

If you change any of your details, or believe any information we hold is inaccurate or out of date, please contact us.  You can write to: Mrs E Somerville, Loch Leven Equine Practice, Beauford Paddock, Cleish, Kinross, KY13 0LS.  Alternatively, email us on marketing@lochlevenequine.co.uk or telephone on 01577 841010.

  1. Information Removal & Data Portability

You are entitled to ask us to remove any information we hold on you and you have the right to data portability.  We may not always be able to do this, as there are some types of information we are required to hold for legal obligations.  If you wish to request removal of your information, please do this in writing and post to: Mrs E Somerville, Loch Leven Equine Practice, Beauford Paddock, Cleish, Kinross, KY13 0LS.  You may also contact us via email at liz@lochlevenequine.co.uk or by telephone on 01577 841010.

Protecting Your Data

We utilise both physical and technical measures to ensure your data is kept safe and secure.  Our electronic data is stored on our secure computer system and only employees of Loch Leven Equine Practice have access to this.

We regularly review our data protection training amongst all our staff members to ensure everyone is up to date and compliant.

Data Breaches

If you suspect your data may have been breached, you should speak to the Practice’s PACMAN, Mrs E Somerville, as soon as possible.  You can telephone us on 01577 841010 or liz@lochlevenequine.co.uk. You can also let us know in writing and send to Beauford Paddock, Cleish, Kinross, KY13 0LS.  

Complaints

Complaints can be directed to Mrs E Somerville, Loch Leven Equine Practice, Beauford Paddock, Cleish, Kinross, KY13 0LS or contact us by telephone on 01577 841010.

If you are not happy with our response, or if you believe your data protection rights or privacy rights have been breached, you can complain to the UK Information Commissioners Office (ICO) who regulate and enforce the data protection law within the UK.  Details on how to contact the ICO can be found at www.ico.org.uk.