Privacy Policy
Last updated: 17/11/2025
1. Introduction
[Roger Holden Veterinary Services] is committed to protecting and respecting your privacy.
The terms “we”, “us” or “our” in this Privacy Policy refers to Roger Holden Veterinary Services.
This Privacy Policy explains how we collect, use, and protect your personal information when you use our veterinary services, visit our website, or communicate with us.
We are the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Contact Details
Practice Name: [Roger Holden Veterinary Services]
Email: [info@roger-holden.co.uk]
Telephone: [Insert Phone Number]
If you have any questions about this policy or how we handle your data, please contact our Data Protection Lead at the above address.
3. Who Are We?
Roger Holden Veterinary Services is a small independent local business. We offer specific veterinary services to pet owners.
4. The Information We Collect
We may collect and process the following types of personal information:
• Client details: Name, address, telephone number, email address.
• Pet details: Name, species, breed, age, medical history, and treatment information.
• Payment information: Bank or card details (processed securely via our payment provider).
• Communication data: Emails, forms, and correspondence with us.
• Website data: IP address, cookies, and usage data (if applicable).
5. We may collect your personal information in a number of instances, including when you:
• Register your details as a new client
• Complete a form asking to be contacted
• Complete a form relevant to the service requested
• Visit any of our Websites or Apps
• Engage with us on social media
• Fill in any forms e.g. if an accident happens we may need to collect your personal information
• Have given a third party permission to share the personal information they hold about you with us
• Telephone calls; we may record phone conversations for record keeping purposes and/or training purposes.
6. How We Use Your Information
We use your data to:
• Provide veterinary care and treatment for your animals.
• Contact you regarding appointments.
• Process payments and maintain financial records.
• Comply with legal and regulatory requirements.
• Improve our services and manage our business.
We will only use your personal data when the law allows us to. The most common lawful bases are:
• Performance of a contract – to provide our veterinary services.
• Legal obligation – for record keeping and compliance.
• Consent – where you’ve agreed to receive marketing.
• Legitimate interests – to manage our relationship with you efficiently.
7. Sharing Your Information
We may share your data with:
• Referral or specialist veterinary services.
• Laboratories, insurers, or microchip companies (as required for treatment).
• Our software, IT, and payment providers.
• Regulatory bodies, insurers, or legal advisers (where legally required).
We will not share your data with third parties other than above.
8. Data Retention
We keep your personal information only as long as necessary to fulfil the purposes we collected it for, including satisfying legal, accounting, or reporting requirements.
Typically, client and patient records are retained for at least 7 years after your last interaction with us.
9. Your Rights
You have the following rights under data protection law:
• To access your personal data.
• To rectify inaccurate or incomplete data.
• To erase your data (in certain circumstances).
• To restrict or object to processing.
• To data portability.
• To withdraw consent (where processing is based on consent).
To exercise any of these rights, contact us using the details above.
You also have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk if you believe your data has been mishandled.
10. Data Security
We take data security seriously and will implement appropriate technical and organisational measures to protect your information from loss, misuse, unauthorised access, or disclosure.
11. Cookies (Website Users)
If you use our website, we may use cookies to enhance your experience, analyse site usage, and improve our services.
You can manage cookie preferences through your browser settings.
12. Updates to This Policy
We may update this Privacy Policy from time to time.
Any changes will be posted on our website and, where appropriate, notified to you by email.
[Roger Holden Veterinary Services][info@roger-holden.co.uk]