1. Introduction
1.1 We are committed to safeguarding the privacy of our customers, website visitors and service users; in this policy we explain how we will handle your personal data.
1.2 Our website incorporates privacy controls which affect how we will process your personal data. By using the privacy controls, you can specify whether you would like to receive direct marketing communications and limit the publication of your information. You can access the privacy controls by clicking here.
2. How we use your personal data
2.1 In this Section 2 we have set out:
(a) the general categories of personal data that we may process;
(b) in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;
(c) the purposes for which we may process personal data; and
(d) the legal bases of the processing.
2.2 We may process data about your use of our website and services (“Usage Data”). The Usage Data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the Usage Data is our analytics tracking system. This Usage Data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.
2.3 We may process your account data (“Account Data”). The Account Data may include your name and email address. The source of the Account Data is you or your employer. The Account Data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
2.4 We may process your information included in your personal profile on our website (“Profile Data”). The Profile Data may include your name, address, telephone number, email address, profile pictures, gender, date of birth, relationship status, interests and hobbies, educational details and employment details. The Profile Data may be processed for the purposes of enabling and monitoring your use of our website and services. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at you request, to enter into such a contract.
2.5 We may process information that you post for publication on our website or through our services (“Publication Data”). The Publication Data may be processed for the purposes of enabling such publication and administering our website and services. The legal basis for this processing is consent.
2.6 We may process information contained in any enquiry you submit to us regarding products and/or services (“Enquiry Data”). The Enquiry Data may be processed for the purposes of offering, marketing and selling relevant products and/or services to you. The legal basis for this processing is consent.
2.7 We may process information relating to transactions, including purchases of services, that you enter into with us and/or through our website (“Transaction Data”). The Transaction Data may include your contact details, your card details and the transaction details. The Transaction Data may be processed for the purpose of supplying the purchased services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our website and business.
2.8 We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (“Notification Data”). The Notification Data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent.
2.9 We may process information contained in or relating to any communication that you send to us (“Correspondence Data”). The Correspondence Data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The Correspondence Data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.
2.10 In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
2.11 Please do not supply any other person’s personal data to us, unless we prompt you to do so and you have obtained the requisite consent for providing such personal data.
3. Providing your personal data to others
3.1 We may disclose your personal data to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes set out in this policy.
3.2 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.
3.3 Financial transactions relating to our website and services may be handled by our payment services providers, Paypal and Xero. We will share Transaction Data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at https://www.paypal.com/ee/webapps/mpp/ua/privacy-full and https://www.xero.com/uk/about/terms/privacy.
3.4 We may disclose your Enquiry Data to one or more of those selected third party suppliers of goods and services identified on our website for the purpose of enabling them to contact you so that they can offer, market and sell to you relevant goods and/or services. Each such third party will act as a data controller in relation to the enquiry data that we supply to it; and upon contacting you, each such third party will supply to you a copy of its own privacy policy, which will govern that third party’s use of your personal data.
3.5 In addition to the specific disclosures of personal data set out in this Section 4, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
4. International transfers of your personal data
4.1 In this Section 4, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).
4.2 The hosting facilities for our website are situated in the UK. The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries. Transfers to each of these countries will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission.
4.3 You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.
5. Retaining and deleting personal data
5.1 This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
5.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
5.3 We will retain and delete your personal data as follows:
(a) Publication Data will be retained for a period of 4 years following the end date specified in any relevant contract and/or accompanying order acknowledgement, appointment form or other document, entered into between us and you, at the end of which period it will be deleted from our systems.
(b) Enquiry Data will be retained for 4 years following the end date specified in any relevant contract and/or accompanying order acknowledgement, appointment form or other document, entered into between us and you, at the end of which period it will be deleted from our systems.
(c) Transaction Data will be retained for 4 years following the end date specified in any relevant contract and/or accompanying order acknowledgement, appointment form or other document, entered into between us and you, at the end of which period it will be deleted from our systems.
(d) Notification Data will be retained for 4 years following the end date specified in any relevant contract and/or accompanying order acknowledgement, appointment form or other document, entered into between us and you, at the end of which period it will be deleted from our systems.
(e) Correspondence Data will be retained for 4 years following the end date specified in any relevant contract and/or accompanying order acknowledgement, appointment form or other document, entered into between us and you, at the end of which period it will be deleted from our systems.
5.4 In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the following criteria:
(a) the period of retention of Usage Data will be determined based on the activity and interactions with the company and all affiliated media. Usage Data is likely to be retained for a period of 2 years
(b) the period of retention of Account Data will be determined based on the contract length and conditions. Account Data is likely to be retained for a period of 3 years after the end of such contract.
(c) the period of retention of Profile Data will be determined based on the activity and interactions with the company and all affiliated media. Profile Data is likely to be retained for 2 years.
5.5 Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
6. Amendments
6.1 We may update this policy from time to time by publishing a new version on our website.
6.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
6.3 We may notify you of changes to this policy by email or through the private messaging system on our website.
7. Your rights
7.1 You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
(a) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).
7.2 We may withhold personal information that you request to the extent permitted by law.
7.3 You may instruct us at any time not to process your personal information for marketing purposes.
7.4 In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes by opting-in, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes. If you choose to opt-in, there will be an ongoing opportunity for you to opt-out at a later point.
7.5 Your principal rights under data protection law are:
(a) the right to access;
(b) the right to rectification;
(c) the right to erasure;
(d) the right to restrict processing;
(e) the right to object to processing;
(f) the right to data portability;
(g) the right to complain to a supervisory authority; and
(h) the right to withdraw consent.
7.6 You may exercise any of your rights in relation to your personal data by prior written notice to us in addition to the other methods specified in this Section 8.
8. Cookie Policy
8.1 Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.
8.2 A cookie is a text file that is placed on your hard disk by a webpage server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a webserver in the domain that issued the cookie to you.
8.3 One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the webserver that you have returned to a specific page. For example, if you personalize our web pages, or register with our web site or services, a cookie helps us to recall your specific information on subsequent visits. This simplifies the process of recording your personal information, such as billing addresses, shipping addresses and so on. When you return to the same website, the information you previously provided can be retrieved, so you can easily use our features that you customized.
8.4 When first visiting our site, you will be given the opportunity to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of our website or services that you visit.
9. Our details
9.1 This website is owned and operated by https://www.vetdynamics.co.uk.
9.2 We are registered in England and Wales under registration number: 09026388, and our registered office is at Kings Lodge, London Road, West Kingsdown, Sevenoaks, Kent, TN15 6AR.
9.3 Our principal place of business is at Nexus Business Centre, 6 Darby Close, Swindon, Wiltshire, SN2 2PN.
9.4 You can contact us:
(a) by post, using the postal address given above;
(b) using our website contact form;
(c) by telephone, on the contact number published on our website from time to time; or
(d) by email, using the email address published on our website from time to time.
10. Data protection officer
Our data protection officer’s contact details are: Lorraine Wright – lorraine@vetdynamics.co.uk.