Isabelle Vets Limited (“IVL”, “Us”, “We”, “Our”)
The Data Protection (Bailiwick of Guernsey) Law, 2017 (“Law”)
We are committed to protecting the privacy of all individuals we deal with and will treat your Personal Data (defined below) in accordance with the Law and this Privacy Notice.
Under the Law, Data Controllers (such as IVL) are required to inform Data Subjects (you) of their statutory rights and provide them with a range of related information.
This Privacy Notice is designed to ensure that all Data Subjects, all of whom have provided their Personal Data to IVL, have knowledge of the relevant rights and responsibilities due to, and from, IVL concerning Personal Data and the Data Subject.
1. What is our legal basis for processing my Personal Data?
Your Personal Data is required for the performance of the contract and the provision of veterinary advice and services.
2. What is our legitimate interest in processing my Personal Data?
We collect Personal Data from you when you contact us, and when we provide you with our services as it forms the basis of our contract with you.
This Personal Data is primarily used to administer our records and to provide you with our services. Should we have cause to use your Personal Data for any other reason, you will be informed and where required consent sought.
3. Who, at IVL, is specifically responsible for my Personal Data?
The Directors of IVL are to be considered as responsible for all collected and processed Personal Data.
4. How will information be collected?
IVL will only collect Personal Data directly from you or anyone acting on your behalf (i.e., Power of Attorney or Guardians). We will NOT hold or accept Personal Data of an individual without first making them aware of, and providing, this Privacy Notice.
Please note that this also applies to all information you provide to IVL, including via the website’s “contact us” page and social media such as Facebook and WhatsApp and any similar application. By submitting information via any such route, whether directly or indirectly, you are consenting to the use of your Personal Data by IVL.
5. What Categories of Personal Information will be collected?
What is Personal Data?
Personal Data is information which can identify an individual. For example: your name, address, and date of birth. We will only collect such information that is required.
Records (inc. Personal Data) will typically comprise, but not be limited to, hard copy documents, scanned documents, and email communications.
What is Special Category Data?
Special Category Data refers to Personal Data which is recognised as more sensitive, and is therefore given higher levels of protection. This can include health information, race and ethnic origin, sexual orientation etc.
6. Will you collect any Special Category data?
There may be occasion when Special Category Data is provided; in these instances, the reason will be explained to you and your specific consent requested.
7. Will you use my Data to market products to me?
From time to time, IVL may use your Personal Data to contact you by post, phone, or email with generalized information about our services, offerings, or updates to our website.
If you would prefer not to be contacted in this way (i.e., marketing), then please contact a Data Representative (details below) with your request. Please allow for seven days for this to be processed.
8. Will you pass on my information?
In principle, we are not required to disclose your Personal Data to third parties without your knowledge. However, there are instances that third party authorities may require your Personal Data. In these instances, you will be fully briefed and consent sought were required.
For example, we may request your consent to share your Personal Data with third parties to provide our services, such as, registration of a microchip, the processing of an insurance claim, submitting samples to laboratories, referral to another practice, registration with our pet or equine Health Club, or organizing a cremation.
9. Will my information be transferred to an unauthorised jurisdiction?
We will not transfer your Personal Data to an unauthorised jurisdiction without your consent. The exception to this rule is if you, as the Data Subject, exercise your Right and request that your Personal Data be transferred to another Data Controller. Only in this instance will your Personal Data be given to you to pass on to a third party in an unauthorised jurisdiction.
10. How long will my information be kept?
Our legal basis for handling your Personal Data is contractual and thus consensual; therefore, your Personal Data will be kept for the duration of your relationship IVL. For the avoidance of doubt, to comply with our third-party indemnity insurers, your Personal Data will be held for seven years after the cessations of our relationship.
However, we reserve the right to securely retain your Personal Data beyond this where it is deemed reasonable (unless you exercise your Right to Erasure, details below).
11. Is my information secure?
As a Data Subject, your Personal Data will be held both physically and digitally. All data that is held in physical form (letters, files, application forms, etc.) is retained in a secure manner at either of IVLs surgeries.
12. How can I access, amend, or remove my Personal Data?
IVL has internal processes to ensure that any request you make can be handled in a timely manner. Any request to view, amend or remove your Personal Data can be actioned by sending a request to email@example.com
13. Who will handle my Data?
All Personal Data is considered as confidential and will only be handled by employees within IVL. Every employee is contractually obliged to ensure confidentiality, including Data Protection, to ensure your Personal Data is handled appropriately.
IVL does contract with a third-party IT company and has agreed terms and conditions, sections of which are focused on confidentiality and Data Protection.
Should you feel there is a conflict of interest with an employee having access to your information please raise this immediately with a Data Representative.
14. Who do I contact at IVL regarding my Personal Data?
For all matters concerning your Personal Data and Data Protection, please contact either of the Data Representatives:
15. How do I make a Complaint?
You have the right, as a Data Subject, to make a complaint should you believe us to be in breach of our duty as Data Controller. You can either direct your grievance towards a Data Representative or make the complaint directly to the Office of the Data Protection Authority:
The Office of the Data Protection Authority
St Martin’s House, Le Bordage,
St. Peter Port, Guernsey, GY1 1BR
Tel: 01481 742074
16. What rights do I have under the Data Protection Law?
The right to information regarding the processing of Personal Data when collected from the Data Subject.
This document is provided to deliver clear and concise information regarding your Personal Data, your rights as a Data Subject, IVL’s official contact details and other relevant information regarding your Personal Data.
Should you require any further information please contact either of our Data Representatives.
The Rights to Data Portability
You may request that we provide, move, copy, or transmit your Personal Data to another Data Controller.
The Right of access (Subject Access Request)
You may make a written request for a copy of your Personal Data. This can be actioned by sending a request to firstname.lastname@example.org
You are not ordinarily entitled to receive copies of our documentation, but we may choose to provide you with such copies of documents at our sole discretion. In addition, we are not required to respond to requests for Personal Data that we consider to be frivolous, vexatious, unnecessarily repetitive or excessive as will be determined by the Data Representatives.
The Right to Object to processing for direct marketing purposes
As stated in Section 7, at any time you may object to the use of your Personal Data for marketing purposes.
Right to erasure
You have a right to the erasure of your Personal Data. However, this only applies once we have deemed your Personal Data to no longer be necessary for the purposes for which it was collected.
The Right to rectification
If you believe, or know, that the Personal Data held by us is no longer accurate, then you may request that it be updated.
The Right to restriction of processing
You may impose a restriction on our processing of your information. However, any restriction could result in a limitation of services provided to you.
The Right not to be subject to decisions based on automated processing
The only automated processing that is applied to your Personal Data is the automated sending of text messages to you. Should you prefer not to receive these text messages or have your Personal Data processed on an automated basis, then please contact a Data Representative.
17. Changes to this Privacy Statement
This is a fact sheet and is a general guide to its our philosophy and understanding of Data Protection. If you would like to query anything you do not understand or would like further information, please feel free to contact one of the Data Representatives (details above).
Route Isabelle Surgery, Route Isabelle, St. Peter Port, Guernsey GY1 1QR tel: 01481 723863
L’Islet Surgery, Tracheries, St. Sampson, Guernsey, GY2 4SP tel: 01481 241056