Data Protection Privacy Notice

This notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share it during your time as a client and after it ends. Your privacy is taken very seriously and we are dedicated to handling your information in a secure and responsible manner.

At Cockburn Vets we wish to provide the best and most appropriate treatment for your pets. In order to facilitate this we need to maintain records of your name, address, telephone numbers and email address alongside their clinical notes. To ensure your data is stored safely we back it up to ISO 27001:2013 compliant cloud. We do not sell, rent or trade email lists with other companies. The data will be collected through verbal communication, in writing, completion of on-line forms on third parties or via our website portal when you create an account and will be held for a minimum of 6 years.

We wish to use the data primarily to send you appointment reminders; preventative health care reminders for example for vaccinations, worm and flea treatments; or on occasions for new services or products. We would also like to contact you to inform you that a requested prescription is ready for collection or to provide details about your pet’s treatment whilst under our care. At any time you can opt out of receiving this information by contacting the practice either in person, by telephone on 01530 836654, or by emailing reception@vetscoalville.co.uk.

We will on occasion share your data with referral veterinary practices when, after asking your permission, we wish to refer you pet for them for further examination or ask their advice regarding your pet’s health. We will also need to share your data with external laboratories in order to identify the samples being submitted to them; with insurance companies when submitting an insurance claim on your behalf; and after insertion of a microchip with centralised microchip data logs so that should your pet become lost you can be contacted.

In the event of another veterinary practice telephoning for a copy of your records, we will attempt, where possible, to contact you for permission prior to releasing details.

If you wish for your details to be maintained on our system but at any time be excluded from either SMS texts, emails or postal reminders or marketing, or both please contact us by telephone on 01530 836654, or by email at reception@vetscoalville.co.uk or amend your data using our website portal.

We would also like to make you aware that images and audio recordings are being captured for the purposes of public safety, crime prevention, detection, and the prosecution of offenders. The CCTV scheme is controlled by Cutting Edge (telephone number 01460 271677). Telephone recordings are stored for a period of 30 days. Recording tools may be used to accurately capture medical information during a consultation or meeting, ensuring a comprehensive and precise record is obtained. These tools allows us to focus entirely on you and your pet during your visit. The information collected is subject to robust and strict access controls and is not shared with others except in the circumstances detailed above. Conversations are transcribed contemporaneously, meaning no recordings are ever stored. Where utilised clinical notes that are saved from the appointment will be added to your pet’s Electronic Health Record in our Practice Management System. 

We use Google Maps to give users the opportunity to find our visit location. No personal information is stored on our website through the use of Google Maps.

We may use cookies which are small files saved to the hard drive of the user’s device which track, save and store information regarding the user’s interactions and usage of the website. This enables the website, through its server, to produce a more tailored experience for site users. “Assumed content” is used – if the user is unhappy about the use of cookies they can simply leave the website. Most modern browsers allow you to control your cookie settings. You can disable them completely by editing your browser settings, however in doing this you may be limiting the functionality that is displayed on our website and also a large population of websites in the internet that use cookies to serve their content. To learn how to disable cookies on browsers please click https://support.google.com/accounts. Website analytics software provided by a third party are used each time a user visits our website, This generates an anonymous analytics cookie which is used for statistical purposes and includes information such as most visited pages, types of browser used to access our site, technology used, referring sites, IP addresses, geographical and demographical information. The information collected is not linked to personally identifiable information.

Although we seek to provide quality, safe and relevant external links, we would advocate that users apply a policy of caution before following any external website links from this website. Such links are followed at the owner’s own risk. The website owners can neither guarantee nor verify the contents of any external website despite their very best efforts and cannot be held liable for any damages or implications as a result of visiting any external links mentioned. We encourage you to be cautious and to read the privacy statements of each and every website that collects your information.

Should you wish to raise any concerns please contact our Data Protection Officer, Mrs Diane Storer, who we hope can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint. accurately