Privacy Policy

Graylands Cat Clinic Privacy Policy

Our contact details:

Name: Graylands Cat Clinic

Address: Unit 30 Graylands Estate, Langhurst Wood Rd, Horsham RH12 4QD

Phone Number: 01403 331800

E-mail: info@graylandscatclinic.co.uk

Policy review date: 31/07/2023

In this document, we explain how we handle your personal information you share with us.

When you use the website www.graylandscatclinic.co.uk or give us your personal information (e.g., when you register with us), you automatically agree to the things we do as explained in this privacy statement. In this policy, we’ll outline:

What personal information we collect
How we collect your personal information
How we use your personal information
How we store your personal information
Your data protection rights
How to complain if you have concerns about how your personal data is handled

1. What personal information we collect

First name and last name
Address
Phone number
Email address

2. How we collect your personal information

Information concerning yourself may be disclosed to us through various means, including but not limited to:

during face-to-face consultation
correspondence
telephone
email

online pre-registration and booking system

The personal information we process is provided to us directly by you during the registration process, but we may also receive personal information indirectly from the following sources in the following scenarios (the list is not exhaustive):

If your previous vet sends us the clinical history of your pet
If your pet is referred to us from another practice
When an insurance company gets in touch with you regarding a claim
When a breeder, seller, or re-homing centre sends us any relevant information regarding you and your pet

3. How we use your personal information

We use the information that you have given us in order to:

Provide treatments, products, and services you have requested from us
Inform you about the time and date of your appointments, as well as to reschedule or cancel appointments
Send you information about our practice, such as opening times (e.g., during bank holidays), any changes in our schedule, address, or staffing.
Process insurance claims associated with services we provide for you and your cat
Identify any blood/urine/tissue samples we obtain from you during the diagnostic process – we will be sending the samples labelled with yours and your cat’s name, address, etc.
Contact you about any outstanding payments
In case of signing up for one of our health care plans, we will use your personal data and payment details to process those.
Send you marketing communications – reminders about appointments, health checks, vaccinations, preventative health care, etc., as well as promotions and latest related product offers

We may share this information with 3rd parties (with your consent), such as

Referral centres, if your cat is referred to the specialist
Other veterinary surgeries of your choice, if you wish to move to the alternative veterinary surgery

Microchip companies, in order to register your cat’s details associated with the microchip number

We will keep your information confidential unless we are under a duty to disclose or share your personal data in order to comply with any legal obligation or in order to enforce or apply our terms of use or supplier terms and conditions to protect the rights, property or safety of Graylands Cat Clinic team and others.

You can opt-out of receiving any of the marketing communications by contacting our team, either by phone, email, or in person.

4. How we store your personal information

Graylands Cat Clinic is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. In order to comply with our professional liability insurance, we keep and securely store past clients’ records for seven years. This includes full name, address, email address, and telephone number but excludes bank account details. We will then dispose your information by deleting all the relevant files from our database and hard drives and destroying any paper documents.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting us by email, phone or in person.

(b) We have a contractual obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest.

5. Your data protection rights:

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organization or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

6. How to complain:

If you have any concerns about our use of your personal information, you can make a complaint to us at info@graylandscatclinic.co.uk. You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk