PRIVACY NOTICE

Introduction

Transforming Life Ltd (t/a Warm Embrace) respects your personal information and undertakes to comply with all applicable data protection legislation currently in force.

Transforming Life Ltd may use personal information provided by you either with your consent or on the basis of the following:

  1. Contract: the processing is necessary for a contract we have with you
  2. Legal obligation: the processing is necessary for us to comply with the law (not including contractual obligations)
  3. Vital interests: the processing is necessary to protect someone’s life
  4. Public task: the processing is necessary for us to perform a task in the public interest or for official functions, and the task or function has a clear basis in law
  5. Legitimate interests: the processing is necessary for our or your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

    Except as provided under these terms, the practice will not disclose your personal information without your permission unless such disclosure is required by law or other court order.

    You are entitled to request a copy of the information which the practice holds about you. If you become aware that the personal information the practice holds about you is inaccurate, you may request that we amend it. Any requests in this respect or any other correspondence relating to this notice should be directed to Sanjay Mangabhai, Director.

    Where processing is based upon consent, you have the right to withdraw consent at any time which will not affect the lawfulness of processing based on consent before its withdrawal.

    For information on GDPR or if you have any concerns you should contact Sanjay Mangabhai, Director.

How information about you will be used

The practice collects information about you in order to communicate with you in the following ways:

Legitimate Business interests

  • Appointment reminders
  • Reviews and surveys
  • New products and services

We have classed these as “legitimate business interests” because we feel they are critical for us to provide you and your pet the best possible healthcare services.

Marketing

Practice/pet care advice

These “Marketing” communications keep you up to date with any offers, or advice relating to your pet and the practice.

These communications can be in the form of text/SMS, phone, email or letter or not contacted at all.

To review your communications preferences please contact the practice team and they will update them immediately.

Sharing information

The below table provides information as to what information we hold on you and who we may share it with:

Type of information Purpose of processing Who it is shared with Legal basis for processing this information Retention period for keeping this information
Personal details (name and address, email address, phone number)

To identify you as the owner of the animal and access your records to provide veterinary services to you and your pet

To dispense medication for your pet

Internally:
Shared with practice staff and Locum Veterinary Staff as appropriate

Externally:
Practice management software provider

Legitimate Interest: In order to provide veterinary healthcare to your animal

Compliance with a legal obligation: The VMD require us to have this information for us to dispense medications to your animal

7 years after a pet’s lifespan
In using external Pet Cremation Services (Valley Pet and Equine Crematorium) To identify you as the owner of your animal

Internally:
All practice staff and locum veterinary staff

Externally:
Valley Pet and Equine Crematorium

Legitimate Interest: Processing pet body disposal requirements. To ensure that your animal remains are cared for appropriately Until the date of cremation
Insurance Claims (name, address, telephone number, email address and policy number) To submit and process your insurance claims as requested by you

Internally:
All practice staff

Externally: Your insurance company

Legitimate Interests: To ensure that your insurance claim form is processed This information will be deleted after 3 years of no contact from you.
Personal details (name and address, email address, phone number) To submit your details to the debt collection company for payment Externally: Gisby Legal Legitimate interest: To collect payment for services As long as the debt remains unpaid
The Supervisory authority in the UK & NI is the ICO. Where you have a complaint regarding the handling of your data which you do not think can be handled internally, then you have the right to make a complaint to the ICO.