GLENBRAE VETERINARY CLINICS

PRIVACY NOTICE – May 2018

INTRODUCTION

Glenbrae Veterinary Clinics Ltd respects your personal information and undertakes to comply with all
applicable data protection legislation currently in force.
Glenbrae Veterinary Clinics Ltd may use personal information provided by you either with your consent
or on the basis of the following:

1. Contract: the processing is necessary for a contract we have with you

2. Legal obligation: the processing is necessary for us to comply with the law (not including contractual
obligations)

3. Vital interests: the processing is necessary to protect someone’s life

4. Public task: the processing is necessary for us to perform a task in the public interest or for official
functions, and the task or function has a clear basis in law

5. Legitimate interests: the processing is necessary for our or your legitimate interests or the legitimate
interests of a third party unless there is a good reason to protect the individual’s personal data which
overrides those legitimate interests.

Except as provided under these terms, Glenbrae Veterinary Clinics Ltd will not disclose your personal
information without your permission unless such disclosure is required by law or other court order.

You are entitled to request a copy of the information which the Glenbrae Veterinary Clinics Ltd holds
about you. If you become aware that the personal information the Glenbrae Veterinary Clinics Ltd holds
about you is inaccurate, you may request that we amend it. Any requests in this respect or any other
correspondence relating to this notice should be directed to Glenbrae Veterinary Clinics Ltd.

Where processing is based upon consent, you have the right to withdraw consent at any time which will
not affect the lawfulness of processing based on consent before its withdrawal.

The company’s Practice Manager will monitor GDPR compliance within the organisation and advise the
organisation of their obligations. If you have any concerns or need further information then please
contact the Practice Manager.

For information on GDPR or if you have any concerns you should contact our Practice Manager.

HOW INFORMATION ABOUT YOU WILL BE USED

The Glenbrae Veterinary Clinics Ltd collects information about you. This is to provide a service to you.

SHARING INFORMATION

The below table provides details as to what information we hold on you and who we may share it with:
Type of information Purpose of processing Who it is shared with Legal basis for processing this information Retention period for keeping this information

Personal details

(Name, Address, telephone number and email address)
To identify you as the owner and provide a service to you and your pet to keep you updated about your animal.
Internally shared with: All practice staff and Locum Veterinary Staff Legitimate Interest: In order to provide veterinary healthcare to your animal 5 years’ after leaving as a client Out of hours services
(Personal details: Name, Address, telephone number, email address)
To identify you as the owner and to provide treatment for your pet when we are closed Externally shared with: Out of hours providers Glasgow Vet School or Vets Now Legitimate Interest: To ensure your contacts details are passed to the correct provider when dealing with your animal outside of our normal working hours as a means of keeping you updated on your animals status5 years’ after leaving as a client In using external test laboratories/referral centers / Specialist vets

(Personal details: Name, Address, telephone number, email address)
To identify you as the owner, and allow you to be contactable for results and further appointments

Externally shared with:

Referral centers Specialist vets Outside laboratories for test results

Legitimate Interest:

In order to diagnose and advise on appropriate treatment plans

Legitimate Interest:

To ensure that your animal is deal with the appropriate vet and you are named as contact to keep up dated 5 years’ after leaving as a client.
Microchip information
(Personal details: Name, Address, telephone number, email address)
To identify you as the owner and register the pet on database.

Externally shared with:

Pet Microchip Database

Legitimate Interest:

Allows you to be contacted if pet goes missing as required for this service 5 years’ after leaving as a client

Healthcare Plan

SchemePet Insurance

Companies,(Personal details: Name, Address, telephone number, email address and bank account details)
To allow you to become a member of our Healthcare
Plan and pay by Direct Debit for this service.
To allow us to process insurance claims on your behalf.

Or to activate 4 weeks free insurance cover

Internally shared with:

All practice staff and Locum Veterinary Staff

Externally shared with:

Easy Direct Debits

Legitimate Interest:

In order to ensure that your animal is registered with the scheme and ensure the direct debit mandate
Contract:

In order to fulfil the agreement 2 years’ after leaving as a client Bank details are shredded as soon as processed.
Loan options
(Personal details: Name, Address, telephone number, email address and bank details)

To allow us to process loan and offer this service.
Externally shared with:
Loan provider Contract:

In order to fulfil the loan agreement in place 2 years’ after leaving as a client Credit/debit card details
To ensure that you can pay for any treatments being carried out

Internally shared with:

Shared with practice staff and Locum Veterinary Staff

Legitimate Interest:

To enable you to pay for the professional services provided Once the transaction has been processed
In using crematorium services, Central Pet Cremations To identify you as the owner Internally shared with: Practice and locum staff.

Externally shared with:

Outside Crematoriums Central Pet Cremations

Legitimate Interest:

To ensure that your pet is cared for appropriately 5 years’ after leaving as a client
Please note our computers are backed up securely to iCloud.

Resolve Technology and Veterinary Solutions can dial into our system remotely to fix any IT problems.
The Supervisory authority in the UK & NI is the ICO. Where you have a complaint regarding the handling
of your data which you do not think can be handled internally, then you have the right to make a
complaint to the ICO.