Protecting your Privacy
At The Mewes Vets Ltd, we are committed to protecting and respecting your privacy. This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.
We are aware that there’s a lot of information here but we want you to be fully informed about your rights, and how The Mewes Vets Ltd uses your data.
For example, this Notice will explain things such as our reasons for processing your data, and how you can unsubscribe.
We hope the following sections will answer any questions you have but if not, please do email us on email@example.com, or phone us on 01444 456886.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it again whenever you wish.
The Mewes Vets Ltd is an independent veterinary clinic which serves the health care needs of pets in Haywards Heath and the surrounding area. We are not associated with or owned by any other business or clinic. Our Director is Dr J. Mewes MRCVS.
For simplicity in this notice, the terms ‘we’ and ‘us’ are used to refer to The Mewes Vets Ltd, and its team members.
The General Data Protection Regulations set out some different reasons whereby we may collect and process your personal data including:
We can collect and process your data in specific situations, with your consent. For example, when you tick a box to receive promotional material.
When collecting your personal data, we will always make it clear to you what data we are collecting for which purpose.
In certain situations, we need your personal data to comply with our contractual obligations.
For example, we need your personal data in order to request your pet’s previous medical history from your previous veterinary clinic, when you register with us.
If required to by law, we may need to collect and process your data, if, for example, we suspect fraud or a criminal activity may have occurred.
As a registered client, you have entrusted the health care of your pet to The Mewes Vets Ltd. We will use your personal data reasonably for this purpose, and for the purpose of running the business and improving our customer service.
For example to send you reminders when your pet’s vaccinations are due.
This does not materially impact your rights, freedom or interests.
As a client or former client of The Mewes Vets Ltd we hold the following information about you:
Privacy Notice re Images we take
When we take portraits of you or your pets, we do so specifically only with your permission. We also love receiving photos from you for our competitions or for fun. We sometimes take these photos at the Clinic or when we are at public events within the community.
We store these images on a variety of digital formats including the camera SIM card, Dropbox, Google Photos, in our email records, on our laptops or computers at work.
We maintain a database, separate from our clinical database which identifies the name of the pet in the photo, your surname and your email address (only).
We use these images, without mentioning your own personal data, but sometimes mentioning the pet’s name on social media and our website, only with your permission obtained verbally at the time of taking/receiving the photograph. We will then retain these images for eighteen months, after which time they will automatically be deleted from our system.
During this time we may re-use them on our social media or website, and to illustrate columns in the press or press releases, without re-contacting you.
We only share these images with our website manager, and social media. We do not sell them to third parties.
We occasionally select images for a more permanent format eg to illustrate educational or promotional leaflets, handouts, or booklets. We will re-seek your permission for that use before going to print. These images would be shared with the formatter, editor, printer etc, but remain our copyright.
If you should wish us to remove any image before eighteen months, then you can
email firstname.lastname@example.org or
Phone a member of our team on 01444 456886 or
Write to The Mewes Vets Ltd at 4 Haywards Road, Haywards Heath, West Sussex RH16 5HT
We retain the minimum information about you as is required to identify your pets, manage their medical health care and conduct the business of a veterinary clinic.
The data privacy law allows this as part of our legitimate interest in identifying and providing the highest levels of service to you and your pet.
Of course, if you wish to change how we use your data, within the legal and ethical requirements we work under as professionals, you will find details on how to do this below at no. 13.
However, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to keep you informed in situations where your pet’s health is at risk.
How we will use your personal data and why:
You have entrusted us with your pet’s health. In order to keep you informed about changes that may affect your pet’s health we will stay in touch by email, SMS, mail or telephone in order to fulfil that obligation. It is a requirement of our governing body the Royal College of Veterinary Surgeons Practice Standards Scheme that we have a means to do this, for instance in the event of a breakout of an infectious condition that might affect your pet. *
We need to ensure you are happy in the way in which we communicate with you. We have 2 different categories that form the basis of our client communications so we can be very specific in what we do and don’t send you.
Legitimate Business Interests
We deem these categories as ‘legitimate business interests’. This means we think they are critical for us to provide you and your pet the best possible healthcare service.
These ‘marketing categories' keep you up to date with offers and promotions relating to your pet and the practice.
For each of the above you can choose to be contacted by text/SMS, email or letter (or a combination of all three) or not contacted at all.
To review your communication preferences see no. 13 below. If at any point you change your mind in the future, we can change them again as required.
We understand how important data security is to you and all our customers. We will treat your data carefully and take all appropriate steps to protect it.
We have taken and continue to take advice on data security from local firm, South East Business Systems Ltd of Haywards Heath.
Access to your personal data is password-protected, and sensitive data (for example card payment information) is secured and tokenised to ensure its protection. *
Our intention is to regularly test our systems for vulnerability to attack, and constantly improve our security measures.
* We are still checking where exactly your data is processed by our credit card company.
Our Retention Policy is guided by the Veterinary Defence Society. We will retain your personal data for seven years after you no longer are a client of The Mewes Vets Ltd.
At the end of this period your data will be deleted completely or anonymised with other data so that it can be used for business planning and statistical analysis.
If we have not seen any of your pets for seven years, we will contact you using the contact details you have previously given us. Unless you answer specifically opting-in within one calendar month, we will delete or anonymise your data, except in cases where we have a Legitimate Business Interest in keeping your information, for instance if you still owe us money.
We sometimes share your personal data with trusted third parties.
For example, to manage our Pet Care Plans, to communicate with you about relevant pet information, to assist with your insurance claims, to register or check your pet’s microchip, to analyse data, and to request a second opinion.
Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:
Examples of the kind of third parties we work with are:
Sharing your data with third parties for their own purposes:
We will only do this in very specific circumstances, for example:
We currently use the following companies who may process your personal data as part of their contracts with us:
* We are still checking where exactly your data is processed by these companies.
At this time, we are not aware that any of your data is being processed outside of the EU. The process of checking this with all our data processors is ongoing, and this policy will be kept updated accordingly. However, it is the policy of The Mewes Vets Ltd to restrict all our data processing to within the EU in order to ensure your data is protected to the same standards that we subscribe to.
Your different rights:
You have the right to request:
You can contact us to request to exercise these rights at any time as follows:
You will then be contacted by Dr J Mewes MRCVS as per our Subject Access Request Protocol.
You have the right to withdraw consent
If you have previously given your consent for us to use your personal data, you still retain the right to withdraw that consent at any time. Simply contact us on the above contact method, and we will amend your preferences.
We rely on our legitimate interest
Whilst caring for your pets, we use your personal data, relying on ‘legitimate interest’ as our legal basis to use your personal information. By trusting us with your pets’ care you also entrust us with your personal data.
You have the right to stop us using your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice.
If you have authorised a third party to submit a request on your behalf, we will ask them to provide written confirmation that they have your permission to act.
We differentiate between messages that we consider vital to your pet’s health and wellbeing, such as vaccination and appointment reminders, and direct marketing messages about charity fundraising, events, competitions, information about emerging diseases and new treatments. Please be aware that if you unsubscribe from our direct marketing we will be unable to inform you about new risks in our area.
But it is easy for you to stop receiving direct marketing communications from us:
Please be aware that you may continue to receive messages from us for a short period after changing your preferences until our systems are fully updated.
Should you feel that your personal data has not been handled correctly, or you are unhappy with our response to a request you may have made to us about your personal data, then you have the right to lodge a complaint with the
ICO: the Information Commissioner’s Office on 0303 123 1113.
Or visit their website at ico.org.uk/concerns
We hope that this Privacy Notice has been helpful in explaining the way that we handle your personal data and your right to control it.
If you still have any questions, feel free to contact our Director Dr Julia Mewes MRCVS on email@example.com or write to her at
The Mewes Vets Ltd
4 Haywards Road
West Sussex RH16 5HT
This Notice was last updated on 1.7.19