Data Protection Policy - The Urban Vet
The Urban Vet is committed to protecting and respecting your privacy. This policy outlines how personal data we collect from you,or that you provide to us, will be processed by us.
By using our Website, registering with us, and by using our veterinary services you understand and agree that personal information you provide will be held on our cloud-based practice management system. This database is password protected and only accessedby personnel employed at The Urban Vet. We collect, store and process this information based upon a 'Legitimate & Medical Interest' because without it we would be unable to provide you with veterinary services such as:
● Vaccinations, health checks, and monitoring/screening tests for your pet(s).
● Veterinary treatment for accident, emergency, illness or injury.
What information do we collect?
When you register your pet with us you will be asked for some essential information including:
● First name
● Surname
● Postal address
● Email address
● Contact number
● Your pet’s details
These details are collected either in person, by telephone, or online. These details are required to be stored in our database in order to provide veterinary services for your pet(s) as stated above. Data collected will also be used to:
● Register you as a new client or update your details if they change.
● Register your pet(s) details on our system.
● Make appointments.
● Process any fees due for treatment for your pet.
● Contact you about your pet, your account or credit status where required.
● Let you know about any changes to our services.
● Contact you to advise when your pet(s) need timely treatments in the best interests in their health such as vaccinations.
When we may need to share your data with your consent
● If a referral has been recommended by your vet to a specialist surgeon or out-of-hours hospital, you and your pets details will be sent/shared with the referral vet.
● Your insurance company to whom your pet is insured requests a pet’s medical records and invoices to process an insurance claim.
● External laboratories performing tests as discussed with your vet.
● Regulatory bodies, government departments or agencies, and law enforcement bodies where we believe that we’re required to disclose such information due to legal requirements or to protect your interests or those of any third party.
● If your pet has been microchipped with us your details will need to be submitted to the microchip company for reunion purposes.
Protecting your security
Any data no longer required will be deleted or destroyed securely and confidentially.
CCTV and Telephone recordings
We use CCTV and incoming call recording in our practice for training and monitoring purposes. If you do not wish your phone callto be recorded, please inform a member of our team, and they will be able to call you back on a non-recorded phone line. Recorded phone calls are stored with Merlin and accessed by authorised personnel only.
Records of CCTV are deleted after storage capacity is exceeded unless required to be kept for legal reasons or ongoing investigations. CCTV access is available to authorised personnel only.
Any request for CCTV or phone recordings will be reviewed and responded to within 30 days.
Emails
Emails will be sent directly from our Gmail address info@theurbanvet.co.uk or via Mailchimp.
Statement on the use of personal data
We may send you SMS, business WhatsApp, post, or emails to contact you about treatments for your pets in the best interests of their health, for example, vaccine reminders. We consider communication vital to maintaining the health of your pet(s), we, therefore, recommend you opt-in to such communications. We will not pass your data on to third parties.
You can also exercise your right to opt out of these communications at any time by contacting a member of our team.
When you visit our website
Our website uses Cookies to enhance user experience. Cookies are small files saved to the hard drive of the user’s device, which track, save and store information regarding the user’s interactions and usage of the website. This enables the website, through its server, to produce a more tailored experience for site users, to make our website work more efficiently and to promote our news, products and services on social media. You may choose to set your web browser to refuse cookies but please note that some parts of the website may not function properly.