Privacy policy

Use of private information policy (GDPR). Last updated 10 September 2018.

Summary

We respect data protection law and this policy explains how we collect and treat any information you give us. You won't find complicated legal terms or long passages of unreadable text. We've no desire to trick you into agreeing to something you might later regret.

Who we are

The data protection officer for this website is Kathryn Carmichael, Hatston Veterinary Centre Ltd trading as Flett & Carmichael Veterinary Surgeons, Garrison Road, Hatston Industrial Estate, Kirkwall, Orkney, KW15 1GN, Scotland, UK. Telephone 01856 872859. Company No: SC340215.

Your personal data

Personal data is data that can be used to identify an individual, for example your name, email address, home address and even IP address. We collect and process personal data in compliance with the General Data Protection Regulation and will never share it with third party marketers or anyone else unless we are forced to by law.

How your personal data is collected

When you use our contact, appointment request or registration forms, or email us, we need your name, email address and telephone number in order to reply. When you submit a form, your message and contact details are sent to us by email and stored in our email system. Our forms are protected by Google reCAPTCHA to prevent spam.

Occasionally we might receive your contact information from one of our partners. If we do, we protect it in exactly the same way as if you had given it to us directly.

When you call the practice, all phone calls are recorded.

What information we hold

• When you contact us by email or through our website, we collect your name, email address, phone number, website address and the company you work for, if you've given us that.
• If you do business with us, we also collect your business name and bank details and keep records of the invoices we send you and the payments you make.
• All payments are processed by ourselves via our bank account.

Where we store your information

When you contact us by email or through our website, we store your information in our emails until it is no longer required, when it is removed. All emails relating to clients or patients of the practice are transferred to our practice management software for future reference. When we do business, we store your information in our secure accounts files and transfer any necessary information to our chartered accountants Bruford Books and Moore Scarrott, who store it in accordance with their own data protection policy.

What we use your information for

We occasionally use your contact information to send you details of our products and services. When we do, you have the option to unsubscribe and we won't send them to you again. We might also email or phone you about our products and services, but if you tell us not to, we won't get in touch again. We will use your information to send you invoices, statements or reminders.

Who is responsible for your information

Kathryn Carmichael, Partner and Veterinary Surgeon, is responsible for the security of your information. You can contact her by phone on 01856 872859, or through our contact form, if you have any concerns about the information we store.

Who has access to information about you

When we store information in our own systems, only the people who need it have access. Our management team have access to everything you've provided, but individual employees have access only to what they need to do their job.

The steps we take to keep your information private

Where we store your information in third-party services, we restrict access only to people who need it. The computers we use are all protected by a passcode, ask for authentication whenever they're started or locked, and access is restricted to employees only.

Your rights

Under UK data protection law you have numerous rights regarding the personal data we hold about you, including:

• Right to confirmation: to know if we hold personal data that concerns you.
• Right to access: to view and obtain a copy of any personal data we hold that concerns you.
• Right to rectification: to have any inaccuracies corrected.
• Right to erasure: to have your personal data removed from our systems.

To exercise any of these rights, please contact us by telephone or through our contact form. Find out more about your rights from the ICO.

How to complain

We take complaints very seriously. If you have any reason to complain about the way we handle your privacy, please contact Kathryn Carmichael by phone on 01856 872859. If you prefer to write, send your letter to Flett and Carmichael Veterinary Surgeons, Garrison Road, Hatston Industrial Estate, Kirkwall, Orkney, KW15 1GN.

Changes to the policy

If we change the contents of this policy, those changes become effective the moment we publish them on our website.