Data Protection Information for Clients
Rowcliffe House Vets store data relating to past and present patients and their owners details and data from laboratories, suppliers and referral practices. The following categories of personal data are stored: Personal information and contact details, including name, address, telephone numbers, personal e-mail address, emergency contact details, pets date of birth, gender, clinical records, lab reports, X-Ray/ Scan results and clinical records and notes.
The data is used for the purpose of processing: information for management and business administration purposes, to enable the business to maintain accurate clinical records and contact details, to send out reminders for vaccinations or disease prevention and to send out marketing information.
There is a legal basis for storing certain personal data, records are necessary for the safe retention of clinical records, lab reports and diagnostic reports, financial records are necessary for VAT and tax compliance and for compliance with legal obligations and general legitimate interests of the business. Data may be shared with professional advisors, such as lawyers and professional indemnity insurers, alternative veterinary practices, referral practices, government schemes, such as TB testing and laboratories for sample testing purposes.
Data is only stored for as long as is necessary, which is one of the following: For as long as the individual remains a client, or for the lifetime of the pet, or subject to the minimum statutory requirements for records.
Rowcliffe House Vets have organisational security measures in place, the practice management system is password protected, there is an encryption key for the main server (kept in a locked safe off the premises) and cyber security is installed. Your card payment details are not and never will be stored on the system. All employees receive training in information security and written policies and procedures are in place. Clients must “opt in” to receive marketing or reminders via email or text. (This is done via the practice management system). The text is sent, and the client selects yes/no, then this updates on our system.
Should you wish to withdraw your consent for us to retain any of your personal details, please contact the Practice Manager on 01768 865661. Should you wish to you may also submit a data access request via the Practice Manager. Should a situation arise where you wish to make a complaint to the Information Commissioner’s Office, their helpline telephone number is 0303 1231113.
