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Privacy Policy

Green Vets Services Limited customer privacy notice

 

This privacy notice tells you what to expect us to do with your personal information.

 

 

Contact details

Post:71 Green Lane, Acomb, , York, North Yorkshire, YO24 3DJ, GB

Telephone: 01904 393 393

Email: hello@thegreenvets.uk

 

What information we collect, use, and why

 

We collect or use the following information to provide services and goods, including delivery:

  • Names and contact details
  • Addresses
  • Purchase or account history
  • Account information
  • Information relating to loyalty programmes
  • Website user information (including user journeys and cookie tracking)
  • Records of meetings and decisions
  • Information relating to compliments or complaints

 

We collect or use the following information for the operation of customer accounts and guarantees:

  • Names and contact details
  • Addresses
  • Payment details (including card or bank information for transfers and direct debits)
  • Purchase history
  • Account information, including registration details
  • Information used for security purposes

 

We collect or use the following information to prevent, detect, investigate or prosecute crimes:

  • Names and contact information
  • Customer or client accounts and records
  • Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
  • Video and CCTV recordings of public areas (including indoor and outdoor spaces)
  • Video and CCTV recordings of private or staff only areas
  • Audio recordings of private or staff only areas
  • Financial transaction information
  • Information relating to health and safety

We also collect or use the following special category information to prevent, detect, investigate or prosecute crimes. This information is subject to additional protection due to its sensitive nature:

  • Health information

 

We collect or use the following information for service updates:

  • Names and contact details
  • Addresses

 

We collect or use the following information to comply with legal requirements:

  • Name
  • Contact information
  • Identification documents
  • Financial transaction information
  • Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
  • Any other personal information required to comply with legal obligations
  • Health and safety information
  • Safeguarding information

We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:

  • Health information

 

We collect or use the following information for recruitment purposes:

  • Contact details (eg name, address, telephone number or personal email address)
  • Date of birth
  • National Insurance number
  • Copies of passports or other photo ID
  • Employment history (eg job application, employment references or secondary employment)
  • Education history (eg qualifications)
  • Right to work information
  • Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

We also collect or use the following special category information for recruitment purposes. This information is subject to additional protection due to its sensitive nature:

  • Health information

 

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Address
  • Payment details
  • Account information
  • Purchase or service history
  • Video recordings of public areas
  • Video recordings of private or staff only areas
  • Audio recordings of private or staff only areas
  • Witness statements and contact details
  • Relevant information from previous investigations
  • Customer or client accounts and records
  • Financial transaction information
  • Information relating to health and safety
  • Correspondence

We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:

  • Health information

 

 

 

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

 

Our lawful bases for collecting or using personal information to provide services and goods are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

Making appointments

Recording treatment data

Sending booster reminders

Processing insurance claims

Contacting other practices for referrals

Sending services messages

Using CCTV to monitor patient care in kennel areas

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • Fraud prevention
    • Security management
    • Customer service
    • Debt collection
    • IT and system security
    • The provision delivering our products and services

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information to prevent, detect, investigate or prosecute crimes are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • Fraud prevention
    • Network and information security
    • To detect or report possible criminal acts or security threats to authorities
    • Using CCTV to monitor physical access to its offices for security purposes

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • Sending service messages to inform clients about opening hours and out-of-hours arrangements
    • Informing clients about changes to terms and conditions
    • Providing order updates
    • Conducting fraud prevention
    • Ensuring network security

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information for legal requirements are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

 

Our lawful bases for collecting or using personal information for recruitment purposes are:

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • Collecting Health data with the purpose of determining if reasonable adjustments should be considered
    • The need to fill vacancies by finding and assessing suitable candidates
    • Managing the recruitment process Maintaining records
    • Ensuring compliance with legal and safety obligations.

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
    • Handling a customer complaint about a product or service
    • Responding to a specific claim from a client
    • Processing employee data for internal query resolution

 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 

Where we get personal information from

 

  • Directly from you
  • CCTV footage or other recordings
  • Debt collection agencies
  • Health care providers
  • Insurance companies
  • Legal and judicial sector organisations
  • Schools, colleges, universities or other education organisations
  • Councils and other public sector organisations
  • Publicly available sources
  • Previous employers
  • Suppliers and service providers

 

How long we keep information

 

The retention Schedule below provides information about time individual records are kept and who implements the disposal decisions.

 

Employment records

Type of record Retention period Who is tasked with deletion
PAYE records 6 years from end of fiscal year Directors
Maternity and paternity pay records 6 years from end of fiscal year Directors
Medical and health records 30 years after employment ceases Directors
Unsuccessful candidates 6 months after last action Directors
Accident report forms 3 years after last action Directors
Parental leave records 6 years from birth of child Directors
Employment records: redundancy, equal opportunities; health & welfare records 6 years after last action Directors
Employees that left the business: emergency contacts and bank account details Delete immediately after making final salary payment Directors
Pay & tax: pay deductions, tax forms, payroll, loans 6 years after last action Directors
Records of formal disciplinary actions in employee file 6 years after last action Directors
Records of formal grievances in employee file 6 years after last action Directors

 

 

 

 

 

Commercial contracts:

Type of record Retention period Who is tasked with deletion
Contracts with suppliers 6 years after last action Directors
Contracts signed as a deed 12 years after last action Directors
Guarantees and indemnities The term of the guarantee plus 6 years Directors
Purchase orders and invoices 7 years after last action Directors

 

Tax and Accounting Records:

Type of record Retention period Who is tasked with deletion
Tax returns 10 years from end of fiscal year Directors
Accounting & financial management information 6 years from end of fiscal year Directors
Stock transfer forms and share certificates 20 years from purchase Directors

 

Operational records:

Type of record Retention period Who is tasked with deletion
Clinical records 10 years after treatment conclusion or death Directors
Vehicles Keep asset and depreciation records for 6 years after end of financial year to which they relate Directors
Closed circuit television recordings [Destroy 4 weeks from the date recorded except where required as evidence Directors
Fire Risk Assessments Retain until superseded Directors
Policies/Procedures 10 years Directors
Complaints 6years from end of fiscal year Directors
Building (i.e. lease/deeds) Destroy 6 years after property is no longer occupied Directors
Maintenance contracts 15 years from last action Directors
Website FAQs 6 months from last action Directors
Property plans and surveys 25 years Directors
Insurance schedules 10 years after last action Directors
Pat tests, fire hazard tests 6 years from last action Directors
Register of members Life of company Directors
Memorandum of association Life of company Directors
Register of directors and secretaries Life of company Directors
Employer’s liability insurance certificates Life of company Directors

 

 

Intellectual property records:

Type of record Retention period Who is tasked with deletion
Copyright material 50 years from expiry Directors

 

Email records:

Type of record Retention period Who is tasked with deletion
Email correspondence Archive emails after 6 months Line managers

 

CCTV records:

Type of record Retention period Who is tasked with deletion
CCTV recordings correspondence  30 days Automatically delete after 30 days. Directors tasked with supervision

 

The Company reserves the right to use closed circuit television (CCTV) systems as deemed necessary for the Company‘s legitimate interests and employees should expect all areas (other than those where use would contravene common decency) to be visible on a monitoring device. This provides a safe and secure environment for employees and visitors to the Company premises. Signage will be clearly displayed to inform employees that CCTV is in use. Any information obtained from systems (including third party systems) will be used with strict adherence to UK Data Protection legislation. Information will be used for the prevention and detection of crime and to ensure compliance with our policies and procedures and our legal obligations. This may include using recordings as evidence in investigations relating to our policies e.g. grievance, disciplinary, bullying, harassment and victimisation etc. The Company’s CCTV facility (unless there are exceptional circumstances whereby covert surveillance may be necessary) will record images (there only one audio recorder in recovery in the interest of patient safety). Footage will be retained for a maximum of 30 days after which it will be automatically deleted unless required for a specific investigation or legal matter. Recorded footage will be stored securely to prevent unauthorised access. Only individuals designated by senior management will have access to CCTV footage. If CCTV footage is required for an investigation or other official purpose, the request must be made in writing and approved by senior management. Employees should report any concerns regarding CCTV use to senior management.

 

 

 

 

 

 

 

Who we share information with

 

Others we share personal information with

  • Insurance companies
  • Health care providers
  • Organisations we need to share information with for safeguarding reasons
  • Professional or legal advisors
  • Financial or fraud investigation authorities
  • Relevant regulatory authorities
  • External auditors or inspectors
  • Warranty and guarantee providers
  • Professional consultants
  • Organisations we’re legally obliged to share personal information with
  • Emergency services
  • Debt collection agencies
  • Previous employers

 

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated 19/09/2025