Privacy Policy
Holisticvet Ltd. Privacy Policy | Last updated: 20th April 2026
Who We Are
Holisticvet Ltd. is the data controller for the personal and clinical information you provide to us. This means we are responsible for deciding how and why your data is used, and for keeping it safe.
If you have any questions about this notice or about how we handle your data, please contact us:
Email: office@holisticvet.co.uk
Post: Holisticvet Ltd., The Veterinary Practice, The Bungalow, Slaughterford, SN14 8RH
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What Data We Collect
Personal information
When you register as a client or contact us, we collect:
Your name, address, telephone number and email address.
Your pet’s name, species, breed, age and relevant history.
Payment and invoicing details.
Insurance policy details where provided.
Clinical information
In the course of providing veterinary care, we collect and hold:
Clinical notes, examination findings and treatment records relating to your pet.
Laboratory results, diagnostic imaging reports and clinical correspondence from other vets or specialists.
Notes from telephone and face-to-face consultations with Dr Thompson.
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Why We Use Your Data and Our Legal Basis
To provide veterinary care
We use your personal and clinical data to deliver consultations, prepare treatment plans, prescribe medicines and communicate with your primary vet or specialist. Our legal basis is performance of a contract — you have engaged us to provide a service.
To manage your account
We use your contact and payment details to issue invoices, process payments and manage outstanding accounts. Our legal basis is performance of a contract and legitimate interests (running a sustainable practice).
To meet legal and professional obligations
We are required by law and by RCVS professional standards to keep clinical records. Our legal basis is compliance with a legal obligation.
To support insurance claims
Where you or your insurer request it, we use clinical records to support insurance claims. Our legal basis is legitimate interests and performance of a contract.
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Who We Share Your Data With
We do not sell your data. We share it only where necessary:
Your primary vet or referring specialist, to ensure joined-up care.
Your pet insurer, where you have requested support with a claim.
A debt collection agency, in the rare event that an invoice remains unpaid after reasonable attempts to resolve it.
Our payment processor, for the purpose of processing transactions.
Any person or organisation required by law (for example, RCVS inspectors or a court order).
All third parties with whom we share data are required to handle it securely and in accordance with UK data protection law.
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How Long We Keep Your Data
We retain clinical records for a minimum of seven years from the date of the last consultation, in line with RCVS guidance. For deceased animals, records are retained for seven years from the date of death.
Financial and invoicing records are kept for six years in line with HMRC requirements.
If you ask us to delete your data and there is no legal or professional obligation to retain it, we will do so promptly.
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Your Rights
Under UK GDPR, you have the right to:
Access the personal data we hold about you or your pet.
Ask us to correct any inaccurate or incomplete data.
Ask us to delete your data, where we have no legal obligation to retain it.
Object to our use of your data for legitimate interest purposes.
Request that we restrict how we use your data while a concern is being resolved.
Receive your data in a portable format, where technically possible.
To exercise any of these rights, please contact Elly at office@holisticvet.co.uk. We will respond within one calendar month.
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Data Security
We take reasonable technical and organisational measures to protect your data against loss, misuse or unauthorised access. Clinical notes and personal records are stored securely and access is limited to those who need it to provide your pet’s care.
Where data is transmitted electronically (for example, clinical notes sent by email), we recommend that referring practices use secure or encrypted means where possible.
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Concerns and Complaints
If you have a concern about how we handle your data, please contact us in the first instance atoffice@holisticvet.co.uk. We will do our best to resolve it promptly.
If you remain unhappy after contacting us, you have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO), atico.org.uk or by calling 0303 123 1113.
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Changes to This Notice
We may update this notice from time to time. The current version is always available at holisticvet.co.uk. The date at the top of this page shows when it was last revised.
Holisticvet Ltd., The Veterinary Practice, The Bungalow, Slaughterford, SN14 8RH
Registered in England under number 04592006 | VAT No: 840598507 | VAT Rate: 20%