MISSION STATEMENT

At VT Vets, we are committed to providing the highest quality equine care and veterinary service.

All of our vets are equipped with a high spec range of portable diagnostic equipment, to include digital radiology and ultrasonography, allowing us to diagnose and treat a wide variety of conditions either at your yard or at our fully equipped clinic.

OUR PRIVACY POLICY

VT VETS LTD is a limited company. We, as a veterinary practice, hold certain information appertaining to you and your animal(s) which is necessary to provide you with the efficient and personal service you expect.  

We process personal information to enable us to provide veterinary services, to promote our services, to maintain our accounts and records and to support and manage our employees.

We are committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect will be processed by us. Please read it carefully to understand your rights regarding your personal data. By visiting this website, you are accepting and consenting to the practices described in this policy.

The data controller is VT VETS LTD, Park Farm, Akeman Street, Kirtlington, Oxfordshire, OX5 3JQ.

WHAT INFORMATION DO WE COLLECT FROM YOU?

Information you give us

This is any information that you give us via forms, or by telephone, SMS, email or other correspondence. This information may include personal details, including name, address(es), phone number(s), email address(es), animal(s) details.

Credit card details including those given over the telephone are not stored. No payment details will be requested over the internet and any details of payments made online by BACS are secure.

Information we collect from your use of our website

Each time you visit our website we will automatically collect the following information: technical information, such as the internet protocol (IP) address(es) used to connect your device to the internet; where you connected; internet service provider & type of device you use.

Google Analytics

We use this to understand how our website is used. All of the data is anonymous and you can view Google’s Privacy Policy on their website.

WHY DO WE COLLECT THIS INFORMATION?

  • To register you and your animal(s) on our Practice Management System (Eclipse Veterinary Software Ltd.)

  • For internal record keeping and clinical governance

  • To communicate with you in connection with your animal(s) health

  • To record your animal(s) health and treatment history and apply relevant fees to your account, together with veterinary prescriptions and other goods purchased

  • To communicate with you for administrative purposes

  • To provide you with service communications that enable us to perform our obligations to you (these may be sent by email, post, telephone or SMS)

  • To inform you about the goods and services you already receive, and additional goods and services we offer

  • To ensure that our website is effective

  • To deal with legal queries and comply with legal obligations

WHO MIGHT WE SHARE YOUR INFORMATION WITH?

You agree that, for the purposes set out above, we have the right to share your personal information with:

  • Selected third parties who we appoint (with your prior consent) to provide services or consult in relation to the treatment and care of your animal(s). If you would like more specific information, please contact the Data Processing Officer.

  • Analytics and search engine providers that assist us in the improvement and optimisation of our website.

  • Additionally, we will disclose your personal information if: we are acquired by a third party; if under duty to disclose your data to comply with legal obligations; to enforce our terms & conditions or to protect the rights or safety of our customers.

HOW LONG DO WE HOLD YOUR INFORMATION?

We will keep information for a maximum of 7 years after the end of our relationship with you unless we require the data in relation to a claim, for legal reasons or are required to remove data from our records.

HOW IS YOUR DATA STORED AND KEPT SECURE?

We hold the following information: your name, address(es), telephone number(s), email address(es) alongside details of your horse(s) and their case history. These are stored on a secure practice management system (Eclipse Veterinary Software Ltd.), secured with a user name and password.

All electronic information (including radiographs and scans etc.) is kept by us on secure servers. All archived paperwork is kept in our locked clinic office with limited access.

We may transfer your data outside the European Economic Area e.g. animal transport/export and will only do this on your specific instruction.

WHAT ARE YOUR RIGHTS?

You can exercise your rights at any time by contacting the Data Protection Officer at VT VETS LTD, Park Farm, Akeman Street, Kirtlington, Oxfordshire, OX5 3JQ or emailing us at accounts@vtvets.com.

YOU HAVE THE RIGHT TO:

  • Ask us not to process your personal data for marketing purposes.

  • Ask us not to process your personal data where it is processed on the basis of legitimate interests, provided there are no compelling reasons for that processing.

  • Ask us not to process your personal data for research purposes unless processing is necessary in the public interest.

  • Request access to all personal information held about you.

  • Ask for the information we hold to be rectified if inaccurate or incomplete.

  • Ask for data to be erased provided it is no longer necessary for the purposes for which it was collected; you withdraw consent; you exercise your right to object and there are no legitimate grounds for processing; the data is unlawfully processed; to comply with a legal obligation.

  • Ask for the processing of the information to be restricted if the accuracy of the data is contested; the processing is unlawful; the personal data is no longer necessary for the purposes for which it was collected; you exercise your right to object.

  • Ask for data portability if the processing is carried out by automated means and the legal basis for processing is consent or contract.

ACCESSING YOUR PERSONAL INFORMATION

You have the right to a copy of the information we hold about you. You may make an access request in writing to the Data Protection Officer. Any access request will be processed as required by law, will be free of charge and processed within 30 days.

COMPLAINTS

If you are not satisfied with the processing of your data, you have the right to submit a complaint to the Information Commissioners Office (ICO), which is the supervisory authority for data protection in the UK. We request that you first bring any complaint to our attention before contacting the ICO so that we may take appropriate action to resolve the issue.

CHANGES TO OUR PRIVACY POLICY

This policy may be amended at any time.

Payment Terms

Please quote your account number in all communications to enable us to locate your account quickly. 

Payments can be made directly to our bank account (VT Vets Ltd, account no: 33236668, sort code: 208458 IBAN: GB62BUKB20845833236668 SwiftBic: BUKBGB22), by a cheque made payable to VT Vets Ltd and sent to the clinic, or by calling the clinic on 01869 228 731 and making a credit or debit card payment.

Payment due within 14 days. Please note any unpaid invoice outside of our payment terms will be subject to a late payment surcharge. 

VAT Reg Number: 204 0848 39

Insurance

Anyone wishing to claim their veterinary fees from their insurance company must inform us as soon as viably possible in accordance with the situation. The excess is expected to be paid within our normal payment terms stated above, and any documents needed to be completed by the treating vet to be emailed to us at clinic@vtvets.com.

It is preferred that the insurance company is requested to pay us directly. Any claim where the policy holder is to be paid by the insurance company must have their invoices with us paid up in full as per our payment terms stated above.

There is a small admin charge for completion of insurance claims payable by the account holder/client.