DATA PRIVACY NOTICE 

Hunters Lodge Veterinary Practice 

1. Your personal data – what is it? 

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s (our) possession or likely to come into such possession. The processing of personal data is now governed by the General Data Protection Regulation (the “GDPR”). 

2. Who are we?  

Hunters Lodge Veterinary Practice is the data controller (contact details below).  This means we decide how your personal data is processed and for what purposes. 

3. How do we process your personal data? 

Hunters Lodge Veterinary Practice complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. 

We use your personal data for the following purposes: - 

To enable us to provide a high quality, consistent clinical care. To maintain clinical records. To manage our employees and work placement staff. To maintain our own accounts and records. To fulfil our legal obligations.  To provide appointment reminders. To provide reminders for repeat treatments and vaccinations; To inform you of news, events, activities and services of Hunters Lodge Veterinary Practice. To enable continuity of care at relevant referral or other first opinion practices caring for your animal. To enable processing and submission of pet insurance claims. 

4. What is the legal basis for processing your personal data? 

Processing your data is primarily conducted for ‘performance of a contract’ to provide you with veterinary services. 

Your data is also processed where there is a ‘legitimate interest’ for reminders where your requirement of a service is anticipated e.g. appointment, vaccination or other treatment reminders, changes to our terms and conditions or privacy notice.  

Processing is also necessary for carrying out our ‘legal obligations’ under employment, social security or social protection law, or a collective agreement; 

‘Consent’ is sought so that we can keep you informed about activities and services of Hunters Lodge Veterinary Practice. 

Processing is carried out by us provided: - 

the processing relates to clients, former clients (or those who have contact with us in connection with those clients), staff; and 

there is no disclosure of your data to third parties without consent or reasonable justification (see 5.). 

5. Sharing your personal data 
Your personal data will be treated as strictly confidential and will only be shared with other parties (Data Controllers) where there is reasonable justification; for the purposes of processing a pet insurance claim, providing continuity of care, arranging a veterinary referral, fulfilling our legal obligations or debt collection your data maybe passed to that relevant third party. In other circumstances will only share your data with third parties with your consent. It will not normally be stored or shared outside of the EEA. 

6. How long do we keep your personal data? 
We store client records for 20 years after the last entry. Employment records are stored 7 years following termination of employment. Ionising radiation (x-ray) exposure records are stored for 50 years. 

7. Your rights and your personal data   

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: - 

The right to request a copy of your personal data which Hunters Lodge Veterinary Practice holds about you;  

The right to request Hunters Lodge Veterinary Practice corrects any personal data if it is found to be inaccurate or out of date;   

The right to request your personal data is erased where it is no longer necessary for Hunters Lodge Veterinary Practice to retain such data; 

The right to withdraw consent to direct marketing at any time; 

The right to request that Hunters Lodge Veterinary Practice transmit your data directly to another data controller, (known as the right to data portability), (where applicable); 

The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing; 

The right to object to the processing of personal data, (where applicable); 

The right to lodge a complaint with the Information Commissioners Office. 

Providing your basic personal data (name, address, telephone number) is mandatory for us to provide you with a service. Without the mandatory information we can only provide basic emergency treatment. Providing an email address or other personal data is voluntary.  

Data such as contact information and clinical records obtained from a third party (e.g. another veterinary practice or referral centre) may be collected and will be processed as if we had collected it directly. 

8. Further processing 

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing, setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing. 

9. Contact Details 

To exercise all relevant rights, queries or complaints please in the first instance contact the Practice in writing to: 

Hunters Lodge Veterinary Practice, 1 Mapledrakes Road, Ewhurst, Cranleigh, Surrey, GU6 7RG or electronically through our website. 

Data Controller

Grant Smith 

You can contact the Information Commissioners Office at Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.