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Privacy Notice

In accordance with the General Data Protection Regulation (GDPR), we have implemented this privacy notice to inform you, our customers and administration assisstants of the types of data we process about you.  We also include within this notice the reasons for processing your data, the lawful basis that permits us to process it, how long we keep your data and your rights regarding your data.

 

 DATA PROTECTION PRINCIPLES

Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles.  In accordance with these principles we will ensure that:

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  1. Processing is fair, lawful and transparent

  2. Data is collected for specific, explicit and legitimate purposes

  3. Data collected is adequate, relevant and limited to what is necessary for the purposes of processing

  4. Data is kept accurate and up to date.  Data which is found to be inaccurate will be rectified or erased without delay.

  5. Data is not kept for longer than is necessary for its given purpose

  6. Data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures

  7. We comply with the relevant GDPR procedures for international transferring of personal data

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TYPES OF DATA HELD

We keep several categories of personal data on our customers in order to carry out effective and efficient processes.  We keep this data in a customers centre file relating to each customer and we also hold the data on our computer systems, for example Smoothbook.

Specifically, we hold the following types of data:

  1. Personal details such as name, address, phone numbers, email address

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COLLECTING YOUR DATA

  1. You provide several pieces of data to us via your referring vet during the referral process and subsequently upon commencement of hydrotherapy treatment.

    Personal data is kept in files or within the Company’s IT systems.

     

 LAWFUL BASIS FOR PROCESSING

  1. The law on data protection allows us to process your data for certain reasons only.  In the main, we process your data in order to comply with a legal requirement or in order to effectively provide you with the service provided.

    The information below categorises the types of data processing we undertake and the lawful basis we rely on.

    Activity requiring your data                                                    Lawful Basis                                        

    Making online Bookings                                                          Our legitimate interests

    Sending feedback to your referring vet                                     Our legitimate interests

    Completing statements of hydro for insurance purposes             Our legitimate interests

    Ensuring efficient administration of our agreement                    Our legitimate interests

    Managing accounting systems                                                 Our legitimate interests

    Dealing with legal claims against us                                         Our legitimate interests

    Ensuring our administrative and IT systems are secure              Our legitimate interests

 

SPECIAL CATEGORIES OF DATA

Special categories of data are data relating to you:

  1. Health

  2. Sex Life

  3. Sexual orientation

  4. Race

  5. Ethnic origin

  6. Political opinion

  7. Religion

  8. Trade union membership

  9. Genetic and biometric data

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We do not carry out processing activities using special category data.

 

FAILURE TO PROVIDE DATA

Your failure to provide us with data may mean we are unable to fulfil our requirements for entering into a contract with you.  This could include being unable to offer you hydrotherapy treatment for your animal.

 

CRIMINAL CONVICTION DATA

We do not collect any data regarding criminal conviction data

 

WHO WE SHARE YOUR DATA WITH

Owner, staff who have the responsibility of carrying out treatment will have access to your data which is relevant to their function.  All with such responsibility have been trained ensuring data is processed in line with GDPR.

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Data is shared with third parties for the following reasons:  Smoothbook to ensure an efficient booking system.  We have a data processing agreement in place to ensure data is not compromised.  Third parties must implement appropriate technical and organisational measures to ensure the security of your data.

 

PROTECTING YOU DATA

We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse.  We have implemented processes to guard against such.

 

RETENTION PERIODS

We only keep your data for as long as we need it for, which will be at least for the duration of your hydrotherapy treatment.  Some data retention periods are set by law.  Retention periods can vary depending on why we need your data, as set out below:

Hydro Treatment records – 5 years after conclusion of treatment.

 

AUTOMATED DECISION MAKING

Automated decision making means making a decision about you using no human involvement e.g. using computerised filtering equipment.  No decision will be amde about you using this process.

 

CUSTOMERS RIGHTS

You have the following rights in relation to the personal data we hold on you:

  1.  The right to be informed about the data we hold on you and what we do with it;

  2. The right to access the data we hold on you;

  3. The right for any inaccuracies in the data we hold on you, however they come to light, to be corrected.  This is also know as ‘rectification’;

  4. The right to have data deleted in certain circumstances.  This is also known as ‘erasure’;

  5. The right to restrict the processing of the data;

  6. The right to transfer the data we hold on you to another party.  This is also know as ‘portability’;

  7. The right to object to the inclusion of any information;

The right to regulate any automated decision-making and profiling of personal data.

 

CONSENT

Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time.  This means we will stop processing your data.

 

MAKING A COMPLAINT

If you think your data rights have been breached, you are able to raise a complaint with the Information Commissioner (ICO).  You can contact the ICO at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.

 

DATA PROTECTION COMPLIANCE

Our Data Protection Officer is:

Pam Stokes

K9aquacise@gmail.com

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