Privacy Notice

This privacy notice tells you how South East Vet Referrals will collect and process your personal data if you register as a client, purchase our services and products, and use our website.

About Us

South East Vet Referrals is an independent veterinary referral centre based in Sevenoaks, Kent.  We offer expert referral services that include diagnosing and treating neurological conditions.

Who to contact regarding your personal data

We take your privacy seriously. Our Data Protection Manager looks after data protection and would be happy to answer any of your questions about this privacy notice and how South East Vet referrals uses your data. They can be contacted directly at 26-28 Pembroke Road, Sevenoaks TN13 1XR or on 01732 228604

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The personal data we collect and process

There are four main ways we process the personal data you provide. We endeavour to keep this information accurate and up to date, and not keep it longer than is necessary.

1. To administer your account as a referral client

 

In order to provide our service effectively and ensure the best possible care for your pet, we need to collect and process the following personal data when we register you as a client.

 

Personal data type	How the data is collected
First name, Last name	As part of registering to be a client
Address	As part of registering to be a client
Phone number (normally a mobile)	As part of registering to be a client
Email address	As part of registering to be a client

 

This personal data will be used for the following services and purposes:

• To administer your account and provide the products and services you have requested from us. For example, invoicing, calling to change an appointment and to keep a record for legal and accounting purposes.
• To inform you by email of service information about the practice. For example, notification of seasonal opening times or changes to out of hours availability.
• If you have pet insurance and you wish to make a claim, we will pass on your pet’s clinical history with your name and address to your insurance company to allow them to process your claim.
• If we take a blood sample from your pet, we send the sample to our supplier and provide your pet’s id, surname and post code for identification purposes only.

 

2. To support your pets welfare we will send you legitimate communications as a referral client

We send all our clients the following communications:

• Reminders for arranged appointments, treatment plans and follow up care.
• News information on animal welfare.

They are only sent to existing clients who can opt-out at any time .

The personal data that we process for these communications is first name, email address and mobile phone number.

We would like our clients to enjoy these communications, so it is important to note that you can opt-out at any time by:

• Clicking the ‘Unsubscribe’ link in any marketing communications email.
• Calling our team on 01732 228604.

 

3. To share with veterinary related 3^rdparties WITH your consent

There will be occasions where we will need to ask for your consent to share your personal data with a 3^rd party:

• By using our services you give consent to share information with the veterinary practice that referred to us.
• If you would like your pet to be seen at another veterinary practice, we will provide them with your pet’s clinical history with your name and address.

South East Vet referrals will not pass on your personal data to any third parties without your consent unless the law requires us to do so. We do not provide any personal data to the suppliers of the medicines we administer or products we sell.

4. When you use our website: www.southeastvetreferrals.com

When someone visits www.southeastvetreferrals.com we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things like the number of visitors to the various parts of the website. This information is processed in a way which does not identify anyone.

We use cookies, which are small text files that are placed on your computer when you visit. We do this to make our website work more efficiently and to promote our news, products and services on social media.

South East Vet referrals uses a third party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses (a number assigned to each of your devices connected to the internet by your broadband provider) of visitors to our website.

We provide contact forms on our website and collect users’ personal information to help them complete certain tasks. Each form details the information required and an explanation of what the form is for. For general enquiries, once an enquiry has been dealt with, the data is deleted in line with our procedures.

Disclosure of personal data to our service providers

We may pass on your personal data to service providers and consultants contracted to South East Vet Referrals in the course of dealing with you. They act as a data processor on our behalf and are obliged under contract to keep your details secure, and only use them to fulfil the services they provide on our behalf. When they no longer need your data to fulfil this service, they dispose of it in line with our procedures.

How long do we process your data for?

South East Vet Referrals is required to retain information in accordance with the law, such as information needed for income tax and audit purposes.

We will only process your personal data whilst you are a client.

In order to comply with our professional liability insurance, medical history, drug sensitivity and treatment records we keep archived data securely stored. This includes full name, address, email address and telephone number, but excludes bank account details.

This archived date will be anonymize as follows:

• Informed deceased pets data after 7 years.
• Pets not formally informed deceased data will be kept until:
• Canine aged over 20 years
• Feline aged over 30 years
• Rabbits aged over 15 years
• Guinea pigs & exotics aged over 10 years.

Your rights as a data subject

• Right of access – you have the right to request a copy of the information that we hold about you.

You can do that by contacting our Referrals Director at 26-28 Pembroke Road, Sevenoaks TN13 1XR or calling 01732 228604.

If we do hold information about you we will:

• give you a description of it;

• tell you why we are holding it
• tell you who it could be disclosed to; and
• let you have a copy of the information in an intelligible form.

Please note that you will need to provide proof of identity – a current passport or driving licence.

Please complete a SAR Subject Access Form and send to:

Referrals Director at 26-28 Pembroke Road, Sevenoaks TN13 1XR

 

• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.

• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.

• Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.

• Right of portability – you have the right to have the data we hold about you transferred to another organisation.

• Right to object – you have the right to object to certain types of processing such as direct marketing.

• Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
• Right to judicial review : in the event that South East Vet referrals refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below.

Complaints

We take the processing of your personal data very seriously and are here to help with any concerns you may have. Please do contact the Referrals Director at 26-28 Pembroke Road, Sevenoaks TN13 1XR or phone 01732 228604.

If you are still not happy with how your personal data is being processed by South East Vet Referrals or how your complaint has been handled, you also have the right to lodge a complaint directly with the Information Commissioners Office at https://ico.org.uk/concerns/or by calling 0303 123 1113.