Privacy Policy

1. Who we are

ASL Vets Limited (“ASL Vets”, “we”, “us”, “our”) is a veterinary practice registered in England and Wales under company number 09636974, with its registered office at 5 The Pantiles, Billericay, Essex, CM12 0UA. We operate from two practices: ASL Vets Billericay (5 The Pantiles, Billericay, Essex, CM12 0UA) and ASL Vets Wickford (16 Ladygate Centre, High Street, Wickford, Essex, SS12 9AJ).

We are registered as a data controller with the UK Information Commissioner's Office (ICO), registration reference ZB721693.

This policy explains how we collect, use, share and protect personal information about our website visitors, clients, and the people who contact us, and how you can exercise your rights over that information. It does not cover how we handle information about our own staff, which is set out in a separate internal privacy notice provided to employees on joining the practice.

2. The information we collect, and why

The table below sets out the main categories of personal information we collect, what we use it for, and the lawful basis we rely on under the UK GDPR.

3. How long we keep your information

• Client and patient clinical records: retained for a minimum of 7 years from last treatment, in line with RCVS professional guidance and our professional indemnity insurer's requirements, or longer where an animal's expected lifespan or ongoing treatment requires it.
• Financial and payment records: 6 years, in line with HMRC requirements.
• CCTV footage and call recordings: 30 days, unless required for an ongoing investigation, complaint or legal proceedings — see our CCTV & Audio Recording Policy.
• Marketing contact preferences: kept until you ask us to stop, or your record becomes inactive for 3 years.
• Website analytics data: in line with the retention periods set out in our Cookie Policy.

We do not keep personal information for longer than necessary and securely delete or anonymise it once these periods expire.

4. Who we share your information with

We do not sell, rent or lease your personal information. We share it, only where necessary, with:

• other veterinary practices, for referrals, second opinions, or continuity of care;
• your pet insurance provider, for direct claims and pre-authorisation, at your request;
• debt collection agencies and our legal advisers, where fees remain unpaid;
• IT, software and payment providers who process data on our behalf under contract (our “processors”), including our practice management system and payment provider;
• the RCVS and other regulatory or statutory bodies, where required by law or professional obligation;
• analytics and advertising providers (currently Google and Meta), only where you have consented to non-essential cookies — see our Cookie Policy;
• law enforcement or other authorities, where we are legally required to disclose information, or to protect the vital interests of a person or animal.

5. Transfers outside the UK

Some of the tools we use to run our website (including Google and Meta services) may store or process data outside the UK. Where this happens, we rely on the UK's International Data Transfer Addendum or the provider's equivalent standard contractual clauses, and only work with providers who commit to UK GDPR-equivalent safeguards.

6. Your rights

Under UK data protection law, you have the right to:

• be informed about how we use your data;
• access the personal data we hold about you;
• have inaccurate data corrected;
• request erasure in certain circumstances;
• restrict or object to our processing;
• request data portability; and
• not be subject to decisions based solely on automated processing which produce legal or similarly significant effects.

To exercise any of these rights, contact us using the details in section 10. We will normally respond within one month.

If you are unhappy with how we have handled your information, you have the right to complain to the Information Commissioner's Office (ICO). You can contact the ICO via ico.org.uk or on 0303 123 1113. We would welcome the opportunity to address your concerns first — please contact our Practice Manager.

7. Keeping your information secure

We use technical and organisational measures, including access-controlled systems and encryption, to protect your information against unauthorised access, loss or damage.

8. Cookies

Our website uses cookies. Details of the cookies we use, and how to manage your preferences, are set out in our Cookie Policy.

9. Changes to this policy

We may update this policy from time to time. The latest version will always be available on our website, with the date it was last updated shown above.

10. Contact us

Data protection queries: Practice Manager, ASL Vets Limited, 5 The Pantiles, Billericay, Essex, CM12 0UA / info@aslvets.co.uk

ICO registration reference: ZB721693