This privacy notice tells you how we will collect and process your personal data if you register as a client, purchase our services and products, and use our website.
About Us
Riverside Vets is an independent small animal and equine veterinary practice in Eastleigh, Hampshire. We protect the health and well-being of your pets/horse, offering a range of services that include diagnosing and treating sick and injured animals, advising owners on the right animal care, and providing a range of care related products for purchase.
Who to contact regarding your personal data
We take your privacy seriously. Our Data Protection Manager looks after data protection and would be happy to answer any questions about this privacy notice and how Riverside Vets uses your data. They can be contacted directly at enquiries@riversidevets.co.uk or on 02380 620607/620605.
The personal data we collect and process
There are four main ways we process the personal data you provide. We endeavour to keep this information accurate and up to date, and to not keep it longer than is necessary.
To provide our service effectively and ensure the best possible care for your pet/horse, we need to collect and process the following personal data when we register you as a client.
Personal data type | How the data is collected |
Title, First name, Last name | As part of registering to be a client |
Address | As part of registering to be a client |
Phone numbers; home, mobile, work | As part of registering to be a client |
Email address | As part of registering to be a client |
This personal data will be used for the following services and purposes:
If you decide to join our healthcare plan membership and pay by direct debit, you will also need to provide bank account details to set up and confirm your direct debit. We do not retain this information once your direct debit is confirmed.
In some circumstances as a surgery client, we require to verify your identity by either/all of the following: Driver Licence, Passport, Proof of address. We do not retain this information once your identity has been confirmed.
We send all our clients the following communications:
Clients find these communications useful in administering care to their pets and to keep up to date with what is going on at the surgery. They are only sent to existing clients who can opt-out at any time.
The personal data that we process for these communications is your name, email address and mobile phone number and in some cases your address.
We would like our clients to enjoy these communications, so it is important to note that you can opt-out at any time by:
There will be occasions where we will need to ask for your consent to share your personal data with a 3rd party:
Riverside Vets will not pass on your personal data to any third parties without your consent unless the law requires us to do so. We do not provide any personal data to the suppliers of the medicines we administer or the pet care products we sell.
Should you wish to move to an alternative veterinary surgery, we will provide your animal’s clinical history with your name, address, email, and telephone numbers to your new vets before closing your account.
When someone visits our sites, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things like the number of visitors to the various parts of the website. This information is processed in a way which does not identify anyone.
We use cookies, which are small text files that are placed on your computer when you visit. We do this to make our website work more efficiently and to promote our news, products, and services on social media. Visit www.riversidevets.co.uk/cookies-policy or www.riversidevetsequine.co.uk/cookies-policy to manage your cookie settings and view more information on how we use them and why.
Riverside Vets uses a third-party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses (a number assigned to each of your devices connected to the internet by your broadband provider) of visitors to the Riverside Vets and Riverside Vets Equine website.
We provide contact forms on our website and collect users’ personal information to help them complete certain tasks. Each form details the information required and an explanation of what the form is for. For general enquiries, once an enquiry has been dealt with, the data is deleted in line with Riverside Vets procedures.
Riverside vets use closed circuit television (CCTV) images and audio to provide a safe and secure environment for employees and for visitors to our practice. We also use audio recording systems for our phone lines.
Lawful basis to process
Cameras are positioned so that they only cover communal or public areas on the business premises and they have been sited so that they provide clear images.
Appropriate signs are displayed so that employees, clients, and other visitors are aware they are entering an area covered by CCTV.
Retention
CCTV images are not to be retained for longer than necessary, taking into account the purposes for which they are being processed. Data storage is automatically managed by the CCTV digital records which overwrite historical data in chronological order to produce an approximate 28-day rotation in data retention.
Provided that there is no legitimate reason for retaining the CCTV recordings (such as for use in disciplinary and/or legal proceedings), the images will be erased following the expiration of the retention period.
All retained CCTV recordings will be stored securely.
Individuals’ access rights
Recorded images, if sufficiently clear, are considered to be the personal data of the individuals (Data Subjects) whose images have been recorded by the CCTV system. Data Subjects have a right of access to the personal data. In certain circumstances, including the right to have their personal data erased, rectified, to restrict processing and to object to the processing of their personal data. Data Subjects can exercise their rights by submitting a request to the Data Protection and Information Compliance Officer along with evidence of their identity.
Third Party Access
Third party requests for access will usually only be considered in line with the GDPR and DPA 2018 in the following categories:
Requests for CCTV information under the Freedom of Information Act 2000 will be considered in accordance with that regime.
The Data Protection Manager (or another director acting in their absence) is the only person who is permitted to authorise disclosure of recordings to external third parties such as law enforcement agencies.
The Data Protection Manager is responsible for the implementation of and compliance with this policy and the operation of the CCTV system and they will conduct a regular review of our use of CCTV. Any complaints or enquiries about the operation of our CCTV system should be emailed to enquiries@riversidevets.co.uk.
Disclosure of personal data to our service providers
We may pass on your personal data to service providers contracted to Riverside Vets while assisting you. They act as a data processor on our behalf and are obliged under contract to keep your details secure, and only use them to fulfil the services they provide on our behalf. When they no longer need your data to fulfil this service, they dispose of it in line with our procedures.
How long do we process your data for?
Riverside Vets is required to retain information in accordance with the law, such as information needed for income tax and audit purposes.
To comply with our professional liability insurance, we keep and securely store past clients’ records for seven years. This includes full name, address, email address and telephone numbers, but excludes bank account details.
We will only process your personal data whilst you are a client. If there has been no activity for two years and six months, we will contact you to see if you wish to remain a client before we close the account and archive the data.
Your rights as a data subject
At any point while we are in possession of or processing your personal data, you the data subject, have the following rights:
You can do that by calling 02380 620607/620605. If we do hold information about you, we will:
Please note that you will need to provide proof of identity – a current passport or driving licence.
Complaints
We take the processing of your personal data very seriously and are here to help with any concerns you may have. Please do contact the Data Protection Manager at enquiries@riversidevets.co.uk or call 02380 620607/620605.
If you are still not happy with how your personal data is being processed by us or with how your complaint has been handled, you also have the right to lodge a complaint directly with the Information Commissioners Office at https://ico.org.uk/concerns/ or by calling 0303 123 1113.