Privacy Policy
When you register your pet with our practice or request that we provide veterinary services, we will collect personal data about you and, where relevant, an agent acting on your behalf. We will only collect data that we need in order to perform services, take payment, or contact you, such as names, contact details, and possibly some financial details.
At Kelly Vets ("we," "our," or "us"), we are committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data and how we comply with our obligations under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By using this Site, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our privacy practices, please do not use our Site.
Information We Collect
We collect information in the following ways:
A. Personal Data You Provide to Us
When you interact with our Site, you may be asked to provide certain personal data, including but not limited to:
Contact Information: Name, email address, phone number, etc.
Account Information: Username, password, preferences, etc.
Payment Information: Credit card details, billing address, etc. (if applicable).
Other Information: Any other details you voluntarily share with us.
B. Personal Data We Collect Automatically
When you visit or interact with our Site, we may automatically collect the following information:
Device and Usage Data: Information about your device (e.g., IP address, browser type, operating system), as well as how you interact with the Site (e.g., pages visited, links clicked).
Cookies and Similar Technologies: We use cookies, web beacons, and similar tracking technologies to improve your experience on the Site, analyse usage patterns, and personalise content.
How We Use Your Information
We use your personal data for a number of different reasons. We only collect what is necessary in order to provide our service to you.
To identify who you are so we can ensure it’s your pet and our records are accurate, including keeping an accurate record of financial transactions. (We do not have access to any card or bank details when you send payment to us).
To provide communication with including responding to your queries and sending service-related updates (such as reminders about appointments or when your pets’ treatment is next due). We also keep a record communications we have had with you, either in conversation, email, telephone, Whatsapp, SMS, or through our Website inquiry forms, in order to provide customer service and support.
To process transactions and provide customer support
To communicate with your insurance provider so that claims can be submitted efficiently.
To improve and analyse the performance of our website and services.
To protect the security and integrity of our website.
To comply with legal obligations, including our obligations under the Data Protection Act 2018 and other applicable laws.
Legal Basis for Processing Your Personal Data
We process your personal data under the following lawful bases, as defined by the UK GDPR:
Consent: When you provide us with your personal data voluntarily, we will process it based on your consent.
Contractual Necessity: We may process your personal data when it is necessary to perform a contract with you, such as fulfilling orders or providing services.
Legal Obligation: We may process your personal data to comply with a legal obligation, such as responding to a court order or complying with regulatory requirements.
Legitimate Interests: We may process your personal data for purposes that are in our legitimate interests, such as improving our services or protecting our website, provided that these interests do not override your rights and freedoms.
Sharing Your Information
We never sell, rent, lease, or otherwise share your data to third parties for marketing purposes. We may share your personal data in the following situations:
With Our Partner Practices: Kelly Vets works in partnership with West Edinburgh Vets (Company number SC724531) and Fife Exotic Vets (Company number SC774121). Our partner practices provide in-clinic veterinary services for our clients (e.g. routine and emergency surgeries, diagnostic procedures, and emergency consultations). All exotic patients will automatically be registered with Fife Exotic Vets’ as our emergency out-of-hours provider for exotic pets.
For the effective functioning of this enhanced service, our Partner Practices have secure remote access to our practice management system. This allows them to view your contact details to facilitate direct communication, transaction details and your pet’s clinical records. We do not store your card / payment details. A formal agreement exists between Kelly Vets Ltd and Partner Practices to ensure a consistent approach to the safe handling of any data access afforded to either party.
Our Partner Practices are subject to the same stringent confidentiality requirements as Kelly Vets Ltd, and no information from your record will be released to third parties without your specific consent. You can review the Privacy Policies below:
West Edinburgh Vets’ Privacy Policy at https://www.westedinburghvets.co.uk/privacy-policy
Fife Exotic Vets’ Privacy Policy located at the very bottom of their website at https://www.exoticvets.co.uk/
With Referral Practices: We may share your information so that they can arrange appointments, tests, treatments, and services if your pet needs to be referred to a hospital or specialist.
Laboratories and Animal Crematoria: We may share your information so that we can arrange tests, treatments, and services and obtain results on your behalf.
Your Insurer: We may share your information to obtain permission to perform certain investigations and treatments at their expense, or to arrange payment for investigations and treatments provided.
With Service Providers: We may share your information with third-party service providers who assist us in operating the webite, processing payments, or providing other services (e.g., payment processors, web hosting services, email marketing providers). These service providers are required to keep your information confidential and use it only for the purposes for which it was shared.
For Fraud Prevention Reasons: We may share your information with credit reference and fraud prevention agencies, so that we can obtain information about you to help detect and prevent fraud.
For Legal and Compliance Reasons: We may disclose your personal data to comply with legal obligations, enforce our terms and conditions, collect debts, or protect the rights, property, or safety of our company, our customers, or others.
Other Practices: We may share your information if you decide to move to a new practice and want to transfer your information, but we will never do this without your permission.
Business Transfers: In the event of a merger, acquisition, or sale of all or part of our business, your personal data may be transferred as part of that transaction.
Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes outlined in this Privacy Policy, or as required by law. This may include retaining your data for a period after you stop using our services to comply with legal or regulatory obligations. We will keep your data for as long as you are a client of our practice and as long as we are required to retain it to ensure we meet our legal obligations. You can contact us if you no longer wish to be a client and ask that we deactivate your account. However, we have a legal requirement to keep some of your personal data even after you have asked us to remove it. We will only keep what we absolutely need to and only to make sure we can meet our legal or regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms & Conditions.
When we no longer need your personal data, we will securely delete or anonymize it.
Your Rights Under the UK GDPR
All of the personal information that we process is stored within the European Economic Area (EEA). Therefore, we can guarantee that your data will be handled in accordance with the UK and EU General Data Protection Regulation (GDPR). Under the UK GDPR, you have the following rights regarding your personal data:
Right of Access: You can request a copy of the personal data we hold about you.
Right to Rectification: You can request correction of any inaccurate or incomplete personal data we hold about you.
Right to Erasure: You can request the deletion of your personal data, subject to certain exceptions.
Right to Restriction of Processing: You can request the restriction of processing of your personal data in certain circumstances.
Right to Data Portability: You can request that we provide your personal data in a structured, commonly used, and machine-readable format to transfer to another data controller.
Right to Object: You can object to the processing of your personal data in certain circumstances, including processing for direct marketing purposes.
Right to Withdraw Consent: If we are relying on your consent to process your data, you have the right to withdraw your consent at any time.
To exercise any of these rights, please contact us at info@kellyvets.co.uk.
Security
We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, use, disclosure, alteration, and destruction. While we strive to protect your information, no data transmission over the internet can be guaranteed to be 100% secure, so we cannot ensure the security of any data you transmit to us.
Third-Party Links
Our Site may contain links to third-party websites or services that are not operated by us. We are not responsible for the privacy practices of these third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.
Children's Privacy
Our Site is not intended for individuals under the age of 13 (or the age of consent in your jurisdiction). We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child under the age of 13, we will do everything in our power to delete that information.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. When we update the policy, we will revise the "Last Updated" date at the bottom of this page. We encourage you to review this Privacy Policy periodically for any updates.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
Kelly Vets
info@kellyvets.co.uk
+44 7909 186 114
Last Updated: 12 March 2025