Privacy Policy

This privacy notice explains how we (Green Vets Services Limited t/a Green Vets) use the personal data it collects from you, how we look after your data, and what your legal rights are.

What data do we collect?
How do we collect your data?
How will we use your data?
How do we store your data?
Marketing
What are your data protection rights?
What are cookies?
How do we use cookies?
What types of cookies do we use?
How to manage your cookies
Privacy policies of other websites
Changes to our privacy policy
How to contact us
How to contact the appropriate authorities
Legal basis for data processing

1. What data do we collect?

Personal identification information:

Name
Title
Address
Phone numbers
Email address
Information about your pet:
• Name
• Species
• Breed
• Gender
• Microchip
• Date of birth
• Insurance records
• Medical history

Financial information
• Payment and transaction history
• Bank account number and credit/debit card numbers
• Outstanding balances for unpaid invoices

Data relating to the use of our website and social media
• Username and login data
• IP addresses used for accessing our website
• Device-related data such as operating systems, browser type, and plugins
• Comments, likes, and pictures posted or shared

What data do we not collect?

We do not collect special categories or sensitive data such as:
• ethnic origin
• political opinions
• religious or philosophical beliefs
• trade union membership
• genetic data
• biometric data for the purpose of uniquely identifying a natural person
• data concerning a natural person’s sex life or sexual orientation

It is important that the personal identification data we hold about you is up to date. Please keep us informed if any of your personal data changes.

2. How do we collect your data?

We collect data and process data when you:
• Register at our practice by providing us with your personal, financial, and pet data online, over the phone, by email, or in person
• Voluntarily complete a customer survey or provide feedback on any of our message boards or via email.
• Use or view our website via your browser’s cookies and other similar technologies
• Comment or react on our social media platforms
• Subscribe to our newsletter
• Request marketing to be sent to you
• Enter a competition or promotion
• Bring in your pet for examinations and weight recordings
• Contact us to order products or services

We may receive personal data about you from third parties such as insurance companies, Mailchimp, Google, and PAYPAL

3. How will we use your data?

Our Company collects your data so that we can:
• Deliver the veterinary services according to the contract we are about to enter into or have entered into with you and manage your account.
• Email or text you with information that is important for the care of your pet
• To promote the practice’s legitimate business interests by retrieving monies owed to us.
• Comply will legal and regulatory obligations
• Provide third parties such as insurance companies with the relevant information to ensure appropriate cover and payment of claims

Data protection law and PECR do not stop us from telling our clients important information that they need to know as part of their relationship with us.
This type of communication is often referred to as a ‘service message’. It covers messages that aren’t promotional but are for administrative or customer services purposes, such as messages to remind you that your pet’s vaccination boosters against serious diseases are due.
Other communications we need to send you to deliver our services include financial statements and invoices, updates to our terms and conditions, changes to our opening times and emergency care arrangements, and pre-anaesthetic instructions should your pet be scheduled for surgery.
We will never send you unsolicited marketing emails without obtaining your explicit prior consent.

4. How we store your data

The bulk of your data is stored electronically on our in-house practice management system. This is password protected and only accessible to authorised data processors employed by us. Every data processor is bound by a confidentiality clause in their employment contract. Some payment data is securely held in the cloud (Drop Box). Further data stored on hard copy in the form of drug labels, vaccination cards, and invoices are securely held in filing systems that can only be accessed by authorised data processors.
We will only retain your personal data for as long as necessary to fulfill 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.

5. Marketing

We cannot use your contact details for direct marketing of our products and services. If you have given us consent for marketing communications, we may want to inform you about important discounted services and promotions for your pet. However, if you decide you no longer want to receive these offers and promotions, You can simply opt out at any time and free-of-charge, by contacting us by email at hello@thegreenvets.uk, or by phone on 01904 393 393

6. What are your data protection rights?

Green Vets would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request Green Vets for copies of your personal data. We may charge you a small fee for this service.
The right to rectification – You have the right to request that Green Vets correct any information you believe is inaccurate. You also have the right to request Our Company to complete the information you believe is incomplete.
The right to erasure – You have the right to request that Green Vets erase your personal data, under certain conditions.
The right to restrict processing – You have the right to request that Green Vets restrict the processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to Green Vets’ processing of your personal data, under certain conditions.
The right to data portability – You have the right to request that Green Vets the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email:
hello@thegreenvets.uk
Call us at: 01904 393 393
Or write to us: 71 Green Lane, YO24 3DJ, York

7. What are cookies?

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies or similar technology
For further information, visit allaboutcookies.org.

8. How do we use cookies?

Green Vets uses cookies in a range of ways to improve your experience on our website, including:
• Keeping you signed in
• Understanding how you use our website

9. What types of cookies do we use?

There are a number of different types of cookies, however, our website uses:
• Functionality – Green Vets uses these cookies so that we recognize you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used.
• Advertising – Green Vets uses these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. Our Company sometimes shares some limited aspects of this data with third parties for advertising purposes. We may also share online data collected through cookies with our advertising partners. This means that when you visit another website, you may be shown advertising based on your browsing patterns on our website.

10. How to manage your cookies

You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

11. Privacy policies of other websites

Green Vets’ website contains links to other websites, plug-ins, and applications. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

12. Changes to our privacy policy

Green Vets keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 13/07/2019

13. How to contact us

If you have any questions about Green Vets’ privacy policy, or the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.
Email us at: hello@thegreenvets.uk
Call us: 01904 393 393
Or write to us at: 71 Green Lane, YO24 3DJ, York

14. How to contact the appropriate authorities

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, if you feel that we have not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office.
you can contact the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

15. Legal basis for data processing

Data can only be lawfully processed if and to the extent that at least one of the following six applies:
1. the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
2. processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
3. processing is necessary for compliance with a legal obligation to which the controller is subject;
4. processing is necessary in order to protect the vital interests of the data subject or of another natural person;
5. processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
6. processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

We rely on the following three legal grounds for processing personal data:

Purposes of the legitimate interests pursued by the controller or by a third party mean the interest of Green Vets in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We consider and balance any potential impact on you 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 by law).

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. This generally means that we may not be able to deliver the required care for your pet unless we can process the relevant data.

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.

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 but we will notify you if this is the case at the time.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Generally, we do not rely on consent as a legal basis for processing your data other than in relation to 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 on 01904 393 393 or hello@thegreenvets.uk