Chiltern Equine Clinic is committed to protecting the privacy and security of your personal information.
This Privacy Policy describes how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR). It applies to our clients, our suppliers, our website users and other third party processors. If you have any queries regarding your personal information or how we process our data, please contact us at [email protected].
Chiltern Equine Clinic is a "data controller". This means that we are responsible for
deciding how we hold and use personal information about you. We are required
under data protection legislation to notify you of the information contained in
this privacy notice.
This
policy applies to our clients, our suppliers, our website users and other
third party processors. This policy does not form part of any contract of
employment or other contract to provide services. We may update this policy at
any time.
It is important that you read this policy, together with any other privacy policy we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
Data protection principles
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We will comply with data protection law. This says
that the personal information we hold about you must be:
1. Used lawfully, fairly and in a transparent
way.
2. Collected only for valid purposes that we
have clearly explained to you and not used in any way that is incompatible
with those purposes.
3. Relevant to the purposes we have told you
about and limited only to those purposes.
4. Accurate and kept up to date. 5. Kept only as long as necessary for the
purposes we have told you about.
6. Kept securely. |
How is your personal information collected?
We collect personal information about our clients, website users and suppliers, by completing registration forms and supplier enquiry forms, via telephone or face-to-face enquiries or through our website. We may sometimes collect additional information, from third parties including clients, suppliers, veterinary surgeons and other referees or in order to perform background checks, throughout the registration process and when providing veterinary services.
How we use your personal data
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We will only use your personal information when
the law allows us to. Most commonly, we will use your personal information in
the following circumstances:
1. Where we need to perform the contract we
have entered into with you.
2. Where we need to comply with a legal
obligation.
3. Where it is necessary for our legitimate
interests (or those of a third party) and your interests and fundamental
rights do not override those interests. Ensuring
warranties remain valid etc.
We may also use your personal information in
the following situations, which are likely to be rare:
1. Where we need to protect your interests (or someone else's interests). 2. Where it is needed in the public interest
[or for official purposes].
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Chiltern Equine Clinic uses the information collected from you to perform the contract we have entered
into with you to provide you with the benefits of being a Chiltern Equine Clinic client. Chiltern Equine Clinic also acts on behalf of its clients in the capacity of data processor. When
working exclusively as a data processor, Chiltern Equine Clinic will be acting on the
instruction of its client and will work hard to ensure that the client is fully
GDPR compliant.
If you fail to provide personal information
If
you fail to provide certain information when requested, we may not be able to
perform the contract we have entered into with you (such as providing a benefit
or service) [or we may be prevented from complying with our legal obligations
(such as to ensure the health and safety of our workers).]
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please
note that we may process your personal information without your knowledge or
consent, in compliance with the above rules, where this is required or
permitted by law.
Some
personal data may be collected about you from the forms and surveys you
complete, from records of our correspondence and phone calls and details of
your visits to our website, including but not limited to personally identifying
information like Internet Protocol (IP) addresses. Chiltern Equine Clinic will use such
information to identify its visitors. Chiltern Equine Clinic may also collect statistics
about the behavior of visitors to its website.
Chiltern Equine Clinic's website uses cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Our website uses cookies to help Chiltern Equine Clinic identify and track visitors and their website access preferences. Chiltern Equine Clinic website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before visiting Chiltern Equine Clinic's website. If you would like to know how to do this, please look at the help menu on your browser. You can also find out more about the way cookies work on http://www.cookiecentral.com.
Any information Chiltern Equine Clinic holds about you and your business encompasses all the details we hold about you and any transactions including any third-party information we have obtained about you from public sources and our own suppliers, such as credit processing agencies or references, provided by you in the course of your application. Chiltern Equine Clinic will only collect the information needed so that it can provide you with veterinary and prescription services.
Legal
basis for processing any personal data
The legal basis for processing your personal data is to meet Chiltern Equine Clinic's contractual obligations to its clients to provide veterinary services.
Legitimate interests pursued by Chiltern Equine Clinic and/or its clients.
To promote the marketing and consulting services offered by Chiltern Equine Clinic and/or to market the services and/or products offered by Chiltern Equine Clinic's existing clients.
Through
agreeing to this privacy notice you are consenting to Chiltern Equine Clinic processing your
personal data for the purposes outlined. You can withdraw consent at any time
by emailing [email protected] or writing to us (see last section for full
contact details).
Chiltern Equine Clinic may on occasions pass your Personal Information to third parties exclusively to process work on its behalf. Chiltern Equine Clinic requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Policy and GDPR.
Consent
We
do not need your consent to process your personal data in order to perform our
contractual obligations to you. In limited circumstances, we may approach you
for your written consent to allow us to process certain data or particularly
sensitive data. If we do so, we will provide you with full details of the
information that we would like it and the reason we need it, so that you can
carefully consider whether you wish to consent. You should be aware that it is
not a condition of your contract with us that you agree to any request for
consent from us.
Data sharing
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We may have to share your data with third parties, including third-party service providers and other entities in the group. We require third parties to respect the security
of your data and to treat it in accordance with the law.
We may transfer your personal information
outside the EU. For example, when exporting horses.
If we do, you can expect a similar degree of
protection in respect of your personal information.
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Why might you share my personal information with
third parties?
We
will share your personal information with third parties where required by law,
where it is necessary to administer the working relationship with you or where
we have another legitimate interest in doing so.
Which third-party service providers process my
personal information?
"Third
parties" includes third-party service providers (including contractors and
designated agents) and other entities within our group. The following
activities are carried out by third-party service providers: IT services,
payment processing providers, market research, product fulfilment and data
analytics. The activities for which we use third-party service providers may
change from time to time in order for us to meet the needs of the business.
How secure is my information with third-party
service providers and other entities in our group?
All
our third-party service providers and other entities in the group are required
to take appropriate security measures to protect your personal information in
line with our policies. We do not allow our third-party service providers to
use your personal data for their own purposes. We only permit them to process
your personal data for specified purposes and in accordance with our
instructions.
What about other third parties?
We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.
Retention
Policy
Chiltern Equine Clinic will process personal data during the duration of any contract and will continue to store only the personal data needed for up to six years after the contract has expired to meet any legal obligations. After six years, any personal data not needed, will be deleted.
Data
Storage
Data is held in the United Kingdom, using multiple secure servers. Chiltern Equine Clinic does not store personal data outside the EEA.
Rights of access, correction, erasure,
and restriction
Your duty to inform us of changes
It
is important that the personal information we hold about you is accurate and
current. Please keep us informed if your personal information changes during
your working relationship with us.
Your rights in connection with personal
information
Under
certain circumstances, by law you have the right to:
·
Request access to
your personal information (commonly known as a "data subject access
request"). This enables you to receive a copy of the personal information
we hold about you and to check that we are lawfully processing it.
·
Request correction of
the personal information that we hold about you. This enables you to have any
incomplete or inaccurate information we hold about you corrected.
·
Request erasure of
your personal information. This enables you to ask us to delete or remove
personal information where there is no good reason for us continuing to process
it. You also have the right to ask us to delete or remove your personal
information where you have exercised your right to object to processing (see
below).
·
Object to processing of
your personal information where we are relying on a legitimate interest (or
those of a third party) and there is something about your particular situation
which makes you want to object to processing on this ground. You also have the
right to object where we are processing your personal information for direct marketing
purposes.
·
Request the restriction of processing of your personal information. This enables you to ask us to
suspend the processing of personal information about you, for example if you
want us to establish its accuracy or the reason for processing it.
·
Request the transfer of
your personal information to another party.
If
you want to review, verify, correct or request erasure of your personal
information, object to the processing of your personal data, or request that we
transfer a copy of your personal information to another party, please contact Ann Aslett in writing by emailing
[email protected].
No fee usually required
You
will not have to pay a fee to access your personal information (or to exercise
any of the other rights). However, we may charge a reasonable fee if your
request for access is clearly unfounded or excessive. Alternatively, we may
refuse to comply with the request in such circumstances.
What we may need from you
We
may need to request specific information from you to help us confirm your
identity and ensure your right to access the information (or to exercise any of
your other rights). This is another appropriate security measure to ensure that
personal information is not disclosed to any person who has no right to receive
it.
Right to withdraw consent
In
the limited circumstances where you may have provided your consent to the
collection, processing and transfer of your personal information for a specific
purpose, you have the right to withdraw your consent for that specific processing
at any time. To withdraw your consent, please contact Ann Aslett in writing by
emailing
[email protected]. Once we have received notification that you have withdrawn
your consent, we will no longer process your information for the purpose or
purposes you originally agreed to, unless we have another legitimate basis for
doing so in law.
Changes to this privacy policy
We
reserve the right to update this privacy policy at any time, and we will
provide you with a new privacy policy when we make any substantial updates. We
may also notify you in other ways from time to time about the processing of
your personal information.
The details for each of these contacts are:
Data
Protection Regulator: Sarah Randall
Chiltern Equine Clinic, Model Farm, Gorelands Lane, Chalfont St. Giles, Buckinghamshire, HP8 4AB.
Telephone 01494 876555 or email [email protected]
Information Commissioner’s Office
Telephone 0303 123 1113 or complete a form at: https://ico.org.uk/concerns/handling/