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Data Protection Policy

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Introduction:

The General Data Protection Regulations (GDPR) (2018) requires the Company to be open about the information that it holds on you and uses.

The Company policy is to respect the privacy of clients and their employees and to maintain compliance with the General Data Protection Regulations (GDPR). Personal data related to clients and their employees will be protected.

You are entitled to audit the business to ensure we comply with the GDPR. Please contact the Data Protection Officer in writing.

You have the right to withdraw your consent to processing of data. Please contact the Data Protection Officer in writing.

This policy complies with the General Data Protection Regulations May 2018.

Data Protection Officer:

The Company Data Protection Officer is Andrew Lowe. Any queries or complaints should be addressed to him.

Data:

Prior to your pet being seen by us, you will be asked to complete a Pet Registration Form. You will be asked to supply the following personal information:

  • Name
  • Address
  • Email
  • Phone number
  • Pet details

The reason we ask for YOUR personal information is in order for us to:

  • contact you if necessary about your pet who may be undergoing surgery or being kept overnight with us
  • contact you about medication or treatment for your pet
  • contact you if your pet has been brought to our surgery and may be lost/stolen.
  • contact you with any information which may be of interest to you, i.e. booster reminders, worming and flea treatments etc
  • News letters
  • Topical promotions and campaigns
  • Missed/re-arranged appointments
  • Insurance and outstanding balances

We ask that you complete the consent section of the Pet Registration Form, which enables you to state what you are happy to be contacted regarding. This form gives Viking Vets your explicit consent to email or phone you.

Electronic Copies:

The Pet Registration Form details are entered into our database, which is password protected and only accessible by our employees. Our passwords are changed on a regular basis and when an employee leaves our employment.

Our database is backed up on an external hard drive and via Dropbox and secured.

Clinical records need to be kept for a period of seven years. Your pets record will be deleted seven years after the last clinical notes have been entered.

Storage:

This information will be shredded after it has been scanned onto your accounts notes on our database.

Third party:

Your information and your pets may be passed to the following third parties:

  • Microchip companies
  • Pharmaceutical companies
  • Insurance Companies

Microchip forms and some insurance forms are processed via their websites. Some are sent via the royal mail. Pharmaceutical companies may be contacted by telephone or email.

Transparency and Choice:

You may at any time contact the company and ask what information we hold on you and your pet. You may ask us to update this information if it is incorrect, which we will strive to do as quickly as possible.

You may ask for any data to be deleted and requests should be made in writing to the Data Protection Officer.

What do you do if you would like your data erased:

Please write to the Data Protection Officer if you wish for data to be erased. However, there may be circumstances where we are unable to do this (to fulfil our legal responsibilities).

Information Security:

All data is password protected and only accessible by authorised company staff. The company take appropriate cyber precautions.

Changes:

Our Data protection and Privacy Policy may change from time to time. We will not reduce your rights under this policy without your explicit consent. We will inform you of any Policy changes at the earliest opportunity.

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