At Fyfield Village Vets (https://fyfieldvillagevets.com/), we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data when you visit our website, register as a client, or use our veterinary services in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are (Data Controller)

Fyfield Village Vets is the data controller responsible for your personal data. If you have any questions regarding how your data is processed, you can contact our Practice Data Team at info@fyfieldvillagevets.com.

2. Information We Collect About You

We collect and process personal data when you interact with us online, over the phone, or in person at our practice:

• Client Identity & Contact Data: Full name, title, residential address, telephone numbers, and email address.
• Patient (Pet) Records: Pet name, breed, age, sex, microchip number, medical history, vaccination records, diagnostics, surgical notes, and treatment plans.
• Financial & Transaction Data: Records of payments made, invoices, and insurance policy numbers (we do not store sensitive payment card details as all transactions are processed via secure encrypted third-party terminals).
• Technical & Usage Data: IP address, browser type, operating system, and browsing activity when you use our website.

3. How We Use Your Personal Data

We use your data on the following lawful grounds under UK GDPR:

• Performance of a Contract: To register you and your pet, provide clinical veterinary care, prescribe medications, and manage appointments.
• Legal Obligation: To maintain accurate veterinary medical records as mandated by the Royal College of Veterinary Surgeons (RCVS) and comply with statutory veterinary dispensing rules.
• Legitimate Interests: To send appointment reminders, vaccine recall notices, and manage practice operations efficiently.
• Consent: Where you have explicitly opted in to receive practice updates, wellness tips, or marketing communications.

4. Sharing Your Information

We do not sell or rent your personal information to third parties. We may share necessary details only with trusted service partners involved directly in your pet's care:

• External Diagnostic Laboratories: To process blood, biopsy, or histology samples.
• Pet Insurance Companies: (Such as Vetsure or your chosen provider) to process direct or owner-submitted insurance claims upon your request.
• Microchip Databases: To register or update ownership details on national microchip databases (e.g., Petlog, Identibase).
• Referral Hospitals & Specialists: When referring your pet for advanced specialist care or second opinions.
• Previous Veterinary Practices: To request previous clinical records when transferring your pet to our practice.

5. Data Security and Retention

We employ robust digital and physical security measures to safeguard your personal information against unauthorized access, loss, or disclosure. We retain client and pet clinical records in compliance with RCVS professional guidance and statutory accounting requirements (typically for a minimum of 7 years following the last treatment date).

6. Your Legal Rights

Under UK data protection law, you have rights regarding your personal data, including:

• Right of Access: Request a copy of the personal and medical records we hold for you and your pets.
• Right to Rectification: Request correction of inaccurate or incomplete information.
• Right to Erasure: Request deletion of your personal data where retention is no longer legally required.
• Right to Restrict or Object: Object to processing based on legitimate interests or direct communications.

7. Third-Party Links

Our website may include links to third-party websites or plug-ins. Clicking on those links may allow third parties to collect data about you. We do not control these third-party websites and are not responsible for their privacy policies.

8. Updates to This Privacy Policy

We may update this policy periodically to reflect operational or regulatory changes. Any updates will be posted on this page with an updated revision date.