GDPR Privacy Notice

Swanley VC Ltd
Trading as Swanley Veterinary Clinic
37 Swanley Centre, Swanley, BR8 7TL

Effective Date: 26/03/26

1. Introduction

This privacy notice explains how Swanley VC Ltd, trading as Swanley Veterinary Clinic (“we”, “us”, “our”), collects and processes personal data in the course of providing veterinary services.

We are the Data Controller and are responsible for your personal data.

Contact details:
Email: [Insert clinic email]Telephone: [Insert clinic phone number]Address: 37 Swanley Centre, Swanley, BR8 7TL

It is important that the personal information we hold about you is accurate and up to date. Please inform us if your details change.

2. What Data We Collect, Why We Collect It & Our Lawful Basis

Personal data means any information capable of identifying an individual.

We may process the following categories of personal data:

Client / Owner Data

  • Full name
  • Address
  • Email address
  • Telephone numbers
  • Payment details
  • Insurance information

Lawful basis: Performance of a contract and legal obligation.

Pet & Clinical Data

  • Pet name, species, breed, date of birth
  • Microchip number
  • Clinical history
  • Diagnostic results
  • Treatment records
  • Surgical notes

Lawful basis: Performance of a contract and legal obligation (professional record keeping).

Communication Data

  • Emails, phone calls, SMS messages
  • Appointment correspondence
  • Complaints or queries

Lawful basis: Legitimate interests (administering our business and responding to communications).

Technical Data (Website Use)

  • IP address
  • Browser type
  • Website usage data

Collected via cookies and analytics.

Lawful basis: Legitimate interests (website administration and security).

Marketing Data

  • Preferences for receiving marketing communications

We will only send marketing where we have consent or where permitted under PECR regulations.

Sensitive Data

We do not intentionally collect special category personal data about clients. However, veterinary clinical records may include incidental personal information disclosed during consultations.

We do not collect criminal conviction data.

We do not carry out automated decision-making or profiling.

3. How We Collect Your Data

We collect data:

  • Directly from you when registering as a client
  • During consultations
  • Through our website
  • Via insurance providers
  • From referral practices
  • From laboratories
  • Through our Practice Management System provider (Merlin/MWI Animal Health)

4. Practice Management System & Data Processing

We use a secure Practice Management System (PMS) provided by Merlin/MWI Animal Health.

They act as our Data Processor and process data only under our written instructions.

A Data Processing Agreement (DPA) is in place.

5. Disclosure of Personal Data

We may share personal data with:

  • Diagnostic laboratories
  • Referral veterinary practices
  • Insurance companies
  • IT service providers
  • Accountants and professional advisers
  • Regulatory bodies (e.g., HMRC, RCVS if required)
  • Debt recovery agencies (where necessary)

We do not sell personal data.

All third parties are required to respect data security and act in accordance with UK GDPR.

6. International Transfers

Where personal data is transferred outside the UK/EEA (e.g., cloud-based systems), we ensure appropriate safeguards are in place such as:

  • UK-approved Standard Contractual Clauses
  • Adequacy decisions

7. Data Security

We have implemented appropriate technical and organisational measures, including:

  • Secure cloud-based PMS
  • Password-protected access
  • Role-based staff access
  • Staff GDPR training
  • Encrypted communications (where applicable)
  • Physical premises security
  • Secure disposal of confidential waste

We have procedures in place to deal with suspected personal data breaches and will notify the ICO and affected individuals where legally required.

8. Data Retention

We retain:

  • Clinical records for a minimum of 7 years after the last visit
  • Financial records for 6 years (in line with HMRC requirements)
  • CCTV footage (if applicable) for a limited period unless required for investigation

Where appropriate, we may anonymise data for statistical purposes.

9. Your Legal Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request correction
  • Request erasure (where legally permissible)
  • Restrict processing
  • Object to processing
  • Request data portability
  • Withdraw consent where applicable

Requests can be made via [Insert clinic email].

You also have the right to lodge a complaint with:

Information Commissioner’s Office (ICO)
www.ico.org.uk

We aim to respond within one month.

10. Cookies

Our website may use cookies to improve functionality and analyse traffic. You can adjust cookie settings via your browser.

11. Changes to This Notice

We may update this Privacy Notice from time to time. The current version will always be available at reception and on our website.

 

We share your personal data with MWI Animal Health, for the purposes of them providing the services provided through the Swanley Veterinary Clinic  appointment booking portal, which will include the following categories of personal data: Client name, address, phone number, email address.