Herbal Vet Scotland Ltd Privacy Notice 

When you register with Herbal Vet Scotland, request treatment for your animal, contact Herbal Vet Scotland by email, telephone, or in writing we will collect and process personal information (“Personal Information”) about you. 

We understand the importance of looking after the Personal Information that you provide and this notice (“Privacy Notice”) sets out what Personal Information we collect, why we need to collect it,  how we will use it, and how long we will store it for. 

How we will use your personal information 

We will process your Personal Information insofar as it is necessary for the performance of our contract with you to provide veterinary services. This will involve using your Personal Information to provide you with our products and services and to send you information related to the services we provide to you including appointment reminders (“Service Communications”). You can choose how you would like to receive these communications by post, email or SMS. Please talk to one of our members of staff if you would like to change how you receive Service Communications. 

What personal information do we collect and why 

• Name – So that We can identify You and personalize our communications with You. • Address – So that We can identify You, register your animal with our practice send reminders,  correspondence, and information about our services directly to you, and post out any requested  herbal medications 

• Email address – So that we can contact you about your Animal, send reminders about your appointments, worm counts, treatments, and or correspondence about our service and animal health issues. 

• Mobile number – So that we can contact you about your Animal, send reminders about your appointments, worm count test, treatments, and or correspondence about our service and animal health issues. 

• Telephone number – So that we can contact you about your Animal. 

• Bank, debit, or credit card details – So that we can receive payment for the services we provide if applicable.  

• Insurance policy number – So that we can communicate with your animal insurance provider if applicable. 

Please remember to let the Practice staff know if any of the above information changes as soon as possible so that we have up-to-date records. Our staff will ask you to confirm your records are up to date on a regular basis.

 

Data retention 

We will keep your Personal Information for as long as you are a client of Herbal Vet Scotland and thereafter for as long as any legal claim may be made against Herbal Vet Scotland and for as long as is required to comply with our legal and regulatory requirements including to the HMRC and RCVS. 

Sharing your information 

We are required to share your Personal Information in certain circumstances to ensure that we are able to provide you with services, obtain payment or correspond with your insurance provider. In each case, we will only share the data necessary for the purpose and it will only be in relation to the specified purpose. Each third party is required to have in place comparable data security measures and to be fully compliant with the terms of the General Data Protection Regulations.

Who do we share information with and why 

Primary practices 

When we request an animal's history from a primary vet practice, we need to share relevant information to obtain this history. 

What information do we share: 

• Your name. 

• Your address. 

• Your email address. 

• Mobile number. 

• Telephone number.  

Laboratories and Animal Crematorium 

So that we can arrange tests, treatments, and services and obtain results on your behalf. 

What information do we share: 

• Your name. 

• Your address. 

• Your telephone number 

Your insurer 

So we can provide relevant information, to assist a claim on your behalf. 

What information do we share: 

• Insurance policy number. 

• Your name. 

• Your address. 

Banks and payment service providers 

So that we can deal with payments for the appointments, services, 

treatments, and goods provided. To make refunds.

 

What information do we share: 

• Your name. 

• Your account details. 

• Your address. 

Credit reference and fraud prevention agencies 

We may share your personal information with and obtain information about you from credit reference agencies or fraud prevention agencies. 

What information do we share: 

• Your name. 

• Your address. 

Debt collection agencies 

If you fall behind with payments for the services we provide, we may engage a debt collection agency to recover the debt on our behalf. 

What information do we share: 

• Your name. 

• Your address. 

• Your outstanding balance. 

Email providers, printers, and mailing houses 

So that we can send you reminders, administrative information relating to the way we provide services to you, information about animal health issues relevant to you, and marketing communications if you have consented to receive them.

 

What information do we share: 

• Your name. 

• Your address. 

• Your email address. 

Law enforcement agencies 

If we receive a request in writing from a law enforcement agency, we may be required to provide your personal information. 

What information do we share: 

• Your name. 

• Your address. 

• Your email address. 

• Mobile number. 

• Telephone number. 

• Location information. 

• Bank, debit or credit card details. 

• Insurance policy number. 

Go Cardless 

Clients who join Herbal Vet Scotland’s Health care plans: 

So we can contact you regarding joining, payments, cancellations. 

What information do we share: 

• Your name. 

• Your address. 

• Your email address. 

• Mobile number. 

• Telephone number. 

Moving practice 

If you decide to move to a new practice, and they wish for your animals’ records while under treatment at Herbal Vet Scotland, we will provide a copy of your animals’ records to the new practice when requested. 

What information do we share: 

• Your name. 

• Your address. 

• Your email address. 

• Mobile number. 

• Telephone number. 

Save as set out above, we will not sell, lease or transfer your personal 

information to any other person or company without your prior consent. 

Keeping your data secure 

We recognize the importance of keeping your personal data safe and we have in place security measures and policies to prevent personal data from being lost, used, or accessed without our permission. We limit access to your Personal Information to those who have a genuine business need to know it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so. 

Your rights 

The General Data Protection Regulation grants all data subjects the following rights without charge. These include the right to: 

• Fair processing of information and transparency over how we use your 

use Personal Information; 

• Access your Personal Information and to certain other supplementary 

information that this Privacy Notice is already designed to address; 

• Require us to correct any mistakes in your information which we hold; 

• Require the erasure of Personal Information concerning you in certain 

situations; 

• Receive the Personal Information concerning you which you have 

provided to us, in a structured, commonly used, and machine-readable 

format and have the right to transmit those data to a third party in certain 

situations;  

• Object at any time to processing of Personal Information concerning you 

for direct marketing; 

• Object to decisions being taken by automated means which produce 

legal effects concerning you or similarly significantly affect you; 

• Object in certain other situations to our continued processing of your 

Personal Information; 

• Otherwise restrict our processing of your Personal Information in certain 

circumstances. 

For further information on each of those rights, including the circumstances 

in which they apply, see the Guidance from the UK Information 

Commissioner’s Office (ICO) on individuals’ rights under the General Data 

Protection Regulation. 

If you would like to exercise any of your rights, please contact Herbal Vet Scotland In order for us to deal with your request efficiently, please provide: 

• Sufficient information to allow us to identify you; 

• Evidence of your identity and your address (for example, a copy of your 

driving licence or passport); 

• As much information about your request including, if applicable, dates, 

specific documents or animal names. 

We will keep our privacy policy under regular review and we publish any updates in practice or on this website. This privacy policy was last updated on 2 October 2021. 

How to contact us 

Please contact us if you have any questions about our privacy policy or the information we hold about you. 

Email: herbalvetscotland@gmail.com 

Or write to us at Herbal Vet Scotland, 123 Allison Street, Glasgow, G42 8NE.