Wendover Heights Veterinary Centre is the trading name of WHVC Ltd. which is the Data Controller. We take our responsibilities to look after all personal data seriously and have always complied with the laws concerning data protection and the rules of client confidentiality set out by the Royal College of Veterinary Surgeons.

What details are collected and stored?

The personal information that we hold for our clients includes:

  • Names and contact details (address, telephone numbers and email address)
  • Details of products and services obtained from the practice and your payment, receipt and invoice details
  • Records of your interactions with us such as telephone conversations, emails and contact via social media or our website
  • Marketing and communication preferences
  • CCTV images recorded at the practice

The basis for processing your personal data is to enter into and perform the contract between us in order to care for your animals.

We do not collect clients’ sensitive personal data other than if you make us aware of any relevant disability or health condition for which you may require assistance or consideration when you attend the practice. This will only be recorded on your client account with your express consent.

How do we collect your information?

Personal data is collected directly from you when you register as a client of the practice or contact us by phone, email, post, social media or our website.

Additional data may also be provided by third parties authorised by you, such as family members or friends. We may also receive limited details, such as your surname, from other veterinary practices involved in the care of your animals.

How do we store your data?

This is primarily stored electronically with paper copies of essential forms and documents. Appropriate security measures are in place to protect against unauthorised access, loss or damage.

Every twelve months, we will verify that the data we hold is correct and update your contact preferences. You can contact us at any time to request that we stop contacting you and you have the right to view the information we hold by submitting your request in writing.

Data is retained for the minimum period necessary and you have the right for your details to be erased from our database if we do not have a legitimate interest to keep them.

Although the IT and data companies we use are UK based, it is possible that Cloud-based back up data may be processed or stored in other countries.

Who do we share your data with?

When necessary, data may be shared with third parties including providers of other veterinary services such as referral clinicians and practices, laboratories, insurance companies with whom you already have a relationship, microchip companies, IT providers, debt recovery firms and where necessary, our professional indemnity insurers or the Royal College of Veterinary Surgeons. All such data processors must be GDPR compliant.

This data will be limited to your surname where possible to ensure the correct identification of your animal. At all times, the minimum and least sensitive details will be shared.

Data breaches

If any personal data breach is identified, the Data Controller will notify this without delay to the Information Commissioners Office (ICO) not later than 72 hours of becoming aware of it, unless the Controller is able to demonstrate that there is no risk to the rights and freedoms of the individual.

Questions or concerns regarding your data?

Please contact the Practice Manager in the first instance.


Version: 1

Date modified: 23.05.2018