Updated May 2024

Waterlane Equine Vets (“the Practice”) will collect certain information from you when you register with the Practice, request treatment for your animal or contact us by phone, email or in writing. We will collect and process personal information about you (“Personal Information”) in order to effectively communicate with you. This notice (“Privacy Policy”) sets out what Personal Information we will collect, why and when it will be collected, and how it will be used.

WHO ARE WE

Waterlane Equine Vets is an ambulatory practice serving Gloucestershire and North Wiltshire, treating horses, ponies and donkeys.

HOW DO WE COLLECT INFORMATION FROM YOU

We obtain information about you when you register with the practice over the phone or using the registration form on our website. We may also obtain information from you via email or letter if you choose to communicate via these methods.

WHAT INFORMATION DO WE COLLECT AND WHY

We will collect information so that we can communicate with you effectively and arrange appointments to visit your animal. We may also send you useful information regarding upcoming client events, promotions or reminders about vaccinations or treatments that are due for your animal. You can choose how you would prefer to hear from us – email/letter/SMS – and you can update your details at any time should anything change. The details we will collect include the following:

• Name, address, email address, contact phone number(s)
• Your horse’s name, age, breed, colour, sex and stabling address
• Insurance provider’s details such as policy number and excess amount
• Payment details e.g. debit or credit card details. This information will not be stored on file

MARKETING

Your contact details may be used for legitimate interest purposes. We may also wish to send you information about other services or events that may be of interest to you. We will only do this with your consent and you are free to opt out of marketing messages at any time by talking to a member of staff or using the ‘unsubscribe’ links within the marketing messages.

DATA RETENTION

We will keep your data for as long as you are a client of the practice and thereafter for as long as is required for us to comply with our legal and regulatory requirements including to HMRC and RCVS. You can request for your data to be deleted.

SHARING YOUR INFORMATION

In certain circumstances we may need to share your information to ensure we are able to provide you with some of our services or correspond with your insurance company. The data shared will only be the necessary data that is in relation to the specified purpose. Other circumstances in which your data may be shared include the following:

• Referral to another hospital or veterinary practice
• Laboratories or other testing facilities including ‘Care About Cushings’ scheme via Boehringer Ingelheim
• Animal cremation services
• Insurance claim processing
• Debt collection agencies
• Reminder services e.g. vaccination emails

KEEPING YOUR DATA SECURE

Your data is stored securely and access is limited to members with a genuine need to view the information. We will not sell your information to third parties. We may pass your information to third party service providers working on our behalf for the purposes of completing tacks and offering a service to you. We disclose only the information that is necessary to provide the service.

YOUR RIGHTS

The General Data Protection Regulation grants all data subjects various rights, including:

• The right to be informed
• The right of access
• The right to not receive direct marketing communications
• The right to erasure of your data
• You can request that we correct any errors in the data we hold about you
• You can request access to the Personal Information we hold about you
• You have the right to object
• You have the right to lodge a complaint with the Information Commissioners Office

HOW TO CONTACT US

If you have any queries about this Privacy Policy or the data we hold about you, you can contact us using the following methods:

Post:
Waterlane Equine Vets
Fourways Farm
Waterlane
Oakridge
Stroud
GL6 7PH
Telephone: 01452 770268
Email: waterlaneequine@gmail.com

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