Privacy policy

Springing Dragon Ltd trading as Mayfield Vet
Registered office address: 84 High Street, Heathfield TN21 8JD
Telephone: 01435 865887
Email: heathfield@mayfieldvet.com

If you have any questions about this privacy notice, including requests to exercise your legal rights, please contact us at the email address shown above.

This policy together with our terms of business (and any other relevant documents referred to therein) sets out the basis on which personal data we collect from you will be processed by us.

By visiting our website or by accepting our standard terms of business you are accepting and consenting to the practices described in this policy.

We may process the following categories of personal data:

1) Customer data including information relating to purchases of goods and/or services and/or related enquiries and may include name, address, email, telephone, contact and delivery address details. We process this in order to supply the goods and/or services you have purchased or to deal with enquiries from prospective or current clients. Our ground for this processing is performance of a contract between you and us and/or seeking to enter into such a contract with you.

2) Communication data which you may send to us including completed contact form(s) via our website, email, SMS text, social media messages and online posts, postal letter or any other communication that you send us. This data is processed for the purposes of communicating with you and may be retained for purposes of record-keeping. Our ground for this processing is our legitimate interest being to reply to communications and necessary business record-keeping.

3) Marketing data which includes data about your communication preferences regarding receipt of marketing information from us and from third parties. We process this data to enable you to participate in promotions, receive news or notification of offers and to deliver relevant information such as reminders and updates or other information which may be relevant to you or the care of your pet. Our ground for processing this data is either consent or our legitimate business interest in providing you with veterinary services and/or determining marketing strategy.

4) Sensitive data. In the course of some of our business activities it may occasionally be necessary to collect or retain some sensitive data about you in order to fully carry out our contract with you. Sometimes it is necessary to record information provided by you about (for example) a personal medical condition which may be relevant to the treatment and care we are giving your pet, or may be pertinent to the advice we give you regarding for example a home-based routine or to administer medication. Any such sensitive information, if provided by you, will usually be processed on the basis of verbal consent by you. This information will be recorded on your client record for internal reference only and at any time that this information ceases to be relevant or you request to have it removed, we will do so. Sensitive information is only used in order to provide our services to you and we do not pass it on to third parties or use it for any other purpose other than the purpose for which it was provided to us.

Where we are required to collect personal data under the terms of the contract between us or by law and you do not provide us with that data when requested, we may not be able to perform the contract (delivery of goods and/or services). We may need to cancel a product or service that you have ordered if you do not provide us with requested data.

We will use your personal data for the purposes for which it was collected or another reasonably compatible purpose if necessary. We may process your personal data without your knowledge or consent where this is required or permitted by law.

We collect personal data from you where:

  1. you provide such data directly to us, for example by telephone, email, or other methods;
  2. you provide us with the personal data of another person, for example an alternative contact collecting an in-patient or looking after your pet while you are on holiday. This information will only be used for the purpose for which it was given and will be stored alongside the relevant data retained in connection with your pet’s visit in order for us to comply with regulatory and legal requirements.

 

Marketing communication

Our ground for processing your personal data to send you marketing communications is either your consent or our legitimate business interest. We may send you marketing communications if you made a purchase or requested information from us or if you agreed to receive marketing communications and in each case you have not chosen to opt out of receiving such communications.

For vaccination, flea, worming, medication and check-up reminders, these are done on the basis of our legitimate business interest, and in your interest that you do not miss important preventative treatment. You may opt out of receiving these reminders at any time by sending an email to the address at the top of this policy.

 

Disclosures of your personal data

We may have to share your personal data with the parties set out below:

  1. Service providers of computer and administration services;
  2. Professional advisors such as lawyers, bankers, accountants and insurers;
  3. Government bodies that require us to report processing of data;
  4. Insurance companies in order to comply with our legal obligations and to allow for administration of insurance;
  5. Laboratory services, referral centres, pet healthcare plan administrators and other relevant veterinary companies in order for us to provide you with these services;
  6. Drugs and food manufacturers, who may deliver products, administer branded offers on our behalf or perform other similar activities;
  7. Credit reference and debt collection agencies as part of our normal business activities;
  8. Regulatory and/or law enforcement bodies;
  9. Other veterinary practices should you request to transfer or request a second opinion or referral;
  10. Third parties to whom we may sell or transfer part or all of our business or assets.

We require third parties to whom we transfer data to respect the security and privacy of personal data and to treat it in accordance with the law, for specified purposes, and in accordance with our instructions.

Data security

We allow access to your data only to those staff who have a business need to access it. They will process your personal data according to our instructions and must keep it confidential. We use security measures to prevent personal data being accidentally lost, disclosed or accessed without authorisation.

Retention of data

We will retain your personal data for as long as necessary to fulfil the purposes for which it was stored, which may include legal, accounting or reporting requirements. We may retain essential customer data up to six years after cessation of provision of goods or services in order to comply with the law.

Your rights

You have the right to request access to, transfer or correction of your personal data stored by us. Where the lawful ground of processing is consent you have the right to withdraw consent.

If you wish to exercise any of these rights please email us at the address shown at the top of this policy. Accessing personal data will not attract a fee except where a request is clearly unfounded, vexatious, repetitive or otherwise unreasonable.

We aim to respond to all legitimate requests within 28 days, however occasionally it may take longer than this if a request is complex or there are multiple requests. In this case we will notify you.

If you are not happy with how we collect or use your personal data, please contact us by email, telephone or post, using the contact details shown at the top of this policy. In the event that an issue remains unresolved you have the right to complain to the Information Commissioner’s Office (ico.org.uk).

May 2018