Privacy Policy
March 2019
This Privacy Policy sets out how we use and protect personal data we collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.
It’s likely that we’ll need to update this Privacy Policy from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.
Who we are
When we say ‘We’, we mean Emerson & Watson Limited and we are the data controller for the data you provide. This means we’re responsible for deciding how we use your data.
When you register with the Practice, request treatment for your animal, contact the practice by email, telephone or in writing we will collect and process personal information (“Personal Information”) about you. We understand the importance of looking after the Personal Information that you provide and this notice (“Privacy Notice”) sets out what Personal Information we collect, why we need to collect it, how we will use it and how long we will store it for.
How we will use your personal information
We will process your Personal Information insofar as it is necessary for the performance veterinary services for your horses. This will involve using your Personal Information to provide you with our products and services and to send you information related to the services we provide to you including appointment and vaccination reminders etc (“Service Communications”). You can choose how you would like to receive these communications by post, email or SMS. Please talk to one of our members of staff if you would like to change how you receive Service Communications.
What personal information do we collect and why
Name - So that We can identify You and personalise our communications with You.
Address - So that we can identify You, register your animal with our practice send reminders, correspondence and information about our services directly to you and to send information about local animal health issues.
Email address - So that we can contact you about your Animal, send reminders about your appointments, vaccinations, flea or worming treatments and or correspondence about our service and animal health issues.
Mobile number - So that we can contact you about your Animal, send reminders about your appointments, vaccinations, flea or worming treatments and or correspondence about our service and animal health issues.
Telephone number - So that we can contact you about your Animal.
Location information (such as postcode) - So that we can inform you about any animal health concerns we are aware of in your area.
Bank, debit or credit card details - So that we can receive payment for the services we provide if applicable.
Insurance policy number - So that we can communicate with your animal insurance provider if applicable.
Please remember to let Practice staff know if any of the above information changes as soon as possible so that we have up to date records. Our staff will ask you to confirm your records are up to date on an ad hoc basis.
Data retention
We will keep your Personal Information for as long as you are a client of our Practice and thereafter for as long as is required to comply with our legal and regulatory requirements including to the HMRC and RCVS.
Sharing your information
We are required to share your Personal Information in certain circumstances to ensure that we are able to provide you with services, obtain payment or correspond with your insurance provider. In each case we will only share the data necessary for the purpose and it will only be in relation to the specified purpose. Each third party is required to have in place comparable data security measures and to be fully compliant with the terms of the General Data Protection Regulations.
Who do we share information with and why
· Referral practices
When we refer an animal to a referral hospital or specialist, we need to share relevant information to arrange appointments, test, treatments and services.
· Insurance companies
Your insurance company and related organisations so that we can obtain permission to perform certain investigations and treatments on your horses at their expense. To arrange payment for investigations and treatments provided.
· Banks and payment service providers
Banks and payment service providers so that we can deal with payments for the appointments, services, treatments and goods provided. To make refunds.
· Credit reference and fraud prevention agencies
We may share your personal information with and obtain information about you from credit reference agencies or fraud prevention agencies.
· Email providers and practice management system providers
So that we can send you reminders, administrative information relating to the way we provide services to you, information about animal health issues relevant to you and marketing communications if you have consented to receiving them.
· Law enforcement agencies
In exceptional circumstances if we receive a request in writing from a law enforcement agency, we may be required to provide your personal information.
· Moving area and moving practice
If you decide to move to a new practice we will provide a copy of your animals’ records to the new practice when requested. If you do not want your records transferred, please speak to a member of the Practice staff.
· Governing Bodies -
When we are arranging new horse passports for you, by way of example.
We will not transfer your personal information to any other person or company without your prior consent.
Keeping your data secure
We recognise the importance of keeping your personal data safe. We limit access to your Personal Information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you would like to exercise any of your rights under the GDPR, please contact the Practice. In order for us to deal with your request efficiently, please provide:
Sufficient information to allow us to identify you;
Evidence of your identity and your address (for example, a copy of your driving licence or passport);
As much information about your request including, if applicable, dates, specific documents or animal names.
We will keep our privacy policy under regular review and we publish any updates in the practice or on this website. This privacy policy was last updated on 18 March 2019.
How to contact us
Please contact us if you have any questions about our privacy policy or the information we hold about you. By email: office@emerson-watson.com