Privacy Policy

Purpose

This privacy policy aims to provide you with information about how we collect and process your personal data to allow us to provide care to your animal as your chosen veterinary service provider.

Contact Details

If you have any queries or concerns related to this policy or any privacy related concerns then please contact via email at enquiries@oxfordhousevets.co.uk.

Alternatively feel free to send a letter to the following address;

FAO: Data Protection Officer, Oxford House Veterinary Clinic, Dunraven Street, Tonypandy, CF40 1AU

Registering as a Client

To serve as your veterinary service of choice we record your full name, address, contact details and information related to your pet. Where you use the online Pet Portal service you will be asked to provide a password that secures this information (“PET PORTAL”).

Veterinary Services and Products

We use your full name, address, contact details and pet information to arrange appointments with our members of staff, we may need to pass this information to third parties if your pet is unwell and requires overnight care. These are trusted and essential third parties that will only receive information that is critical to your pet’s condition.

We will use your payment card details when processing payments that you make either through our (“PET PORTAL”) or in person at our clinic. This information will be shared with Windcave, our payment provider. We do not store any card details or any other financial information.

Your name will be recorded in our accounts package Xero against the payments you have made.

To communicate important dates

We will use your name, address and contact details in order to communicate upcoming appointments or to send reminders.

To prevent and detect crimes

To keep our employees safe we will be fitting CCTV in our clinic. We will present this CCTV footage to the authorities as evidence to any crimes committed against our staff or clinic. We will share stills, footage and also audio if relevant.

Third parties

It’s possible that we may receive information about you from third party services;

• Microchip companies and data services
• Credit reference agencies
• Debt recovery agencies
• Insurance companies
• Payment providers

Failure to provide payment information

We will not be able to serve you as your veterinary practice if you decline payment information on the grounds of privacy.

Change of Purpose

We will only use your information for the outlined reasons, unless we have reasonable grounds to use it for another purpose so long as that purpose is within the confines of the law laid out by GDPR.

We may need to share your data with the following service providers so that we can carry out our role as your chosen veterinary service;

• Insurance and care plan providers
• Microchip registration services
• Royal College of Veterinary Surgeons
• Debt collection agencies
• Law enforcement agencies
• Suppliers (only where obliged to report any adverse event associations)
• Social media companies (Only where approved by you)
• Payment providers, Windcave, Xero

We will have checked before sharing your information that the third-parties have comprehensive privacy policies that safeguard your personal data.

We will only ever share the data required for external services to be able to provide the services we require to serve you as your chosen veterinary clinic.

We have limited access to your data to only required employees that are required to access your data to carry out their job.

We have taken every security step possible to ensure that your data is well protected. Your information is stored in professionally managed cloud-based servers.

We retain your data for as long as it is necessary while we are your veterinary clinic.

The UK GDPR and Data Protection Act 2018 allows you rights to your data. These include;

• That you are informed about how we use your personal data
• You may request that we erase some or all of your data
• Request access to the information new store
• Request that your data is transferred to a third party or another service provider

If you would like to contact us regarding any of the above, please send an email to enquiries@oxfordhousevets.co.uk

We may need to amend this policy in future

We do not collect any information to target you with specific adverts or any of that non-sense. You are our customer, and we value you as individuals, not as statistics.