Privacy Policy
Introduction
This Privacy Policy explains how North Shields Vets Limited (“we”, “us” or “our”) collects, uses, stores and protects personal data when you visit our website or interact with us as a client of our veterinary practice.
We are committed to protecting your privacy and handling your personal data transparently and securely, in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection legislation.
This Privacy Policy should be read together with our Terms and Conditions, available at: www.northshieldsvets.com
Who We Are (Data Controller)
The data controller responsible for your personal data is:
North Shields Vets Limited
Company number: 16650973
Registered office: 24 Hawkey’s Lane, North Shields, NE29 0RF
Email: reception@northshieldsvets.com
We are registered with the Information Commissioner’s Office (ICO) as a data controller.
Definitions
- Personal Data: Any information that identifies or can identify an individual.
- Data Protection Laws: UK GDPR, the Data Protection Act 2018, and any other applicable data protection legislation.
- Website: www.northshieldsvets.com and any associated sub-domains.
- You / User: Any individual who visits our Website or interacts with our practice, other than our employees or contractors acting in their professional capacity.
Scope of This Privacy Policy
This Privacy Policy applies to:
- Visitors to our Website
- Clients of our veterinary practice
- Individuals who contact us by phone, email, online forms or in person
It does not apply to third-party websites linked from our Website. We encourage you to review the privacy policies of any external websites you visit.
Personal Data We Collect
We may collect and process the following categories of personal data:
Client Information
- Name
- Address
- Email address
- Telephone number
Patient (Animal) Information
- Pet name, species, breed, age and sex
- Medical history, clinical notes, test results and treatment records
- Insurance details
Financial and Transaction Data
- Payment information
- Invoices and billing records
Website and Technical Data
- IP address
- Browser type and version
- Pages visited and time spent on the Website
- Cookies and similar technologies
Communications
- Enquiries submitted via the Website
- Emails, telephone calls and messages exchanged with us
How We Collect Your Data
We collect personal data in the following ways:
- When you register as a client with our practice
- When you book appointments or use our veterinary services
- When you contact us by phone, email, post or online forms
- When you make payments or insurance claims
- Automatically through your use of our Website (cookies and analytics)
Lawful Bases for Processing
We process personal data only where we have a lawful basis to do so, including:
- Performance of a contract – to provide veterinary services and manage your account
- Legal obligation – to comply with professional, regulatory or legal requirements
- Legitimate interests – to manage and improve our services and Website
- Consent – where required for marketing communications
How We Use Your Personal Data
We use your personal data to:
- Provide veterinary care and related services
- Maintain accurate clinical and client records
- Communicate with you about appointments, treatment and care
- Process payments and insurance claims
- Improve our Website and services
Send marketing communications where you have consented
Marketing Communications
We may send you marketing communications about our services:
- Where you have given your explicit consent; or
- Where soft opt-in applies and you have not opted out
You may withdraw your consent or opt out of marketing at any time by contacting us or using the unsubscribe link in our emails.
Data Sharing
We may share personal data with:
- Covetrus Ascend (practice management system) – for clinical records, appointment management, invoicing, and client communications.
- Idexx Laboratories – for diagnostic testing and reporting, where tests are requested and authorised by you.
- Veterinary laboratories and referral practices (where required for clinical care)
- Pet insurance providers (with your authorisation)
- Payment processors
- Professional advisers, regulators and auditors (where required)
- IT and Website service providers
All third parties are required to process your data securely and lawfully, and we ensure appropriate contractual safeguards are in place (data processing agreements) where required.
Data Security
We use appropriate technical and organisational measures to protect your personal data, including:
- Secure systems and access controls
- Role-based access to clinical records and client information
- Encrypted data storage where appropriate
- Regular staff training on data protection and confidentiality
- Regular reviews of security measures and audit logs
We limit access to personal data to staff who need it to provide veterinary care or to manage your account.
If you believe your data has been compromised, please contact us immediately at reception@northshieldsvets.com
Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet legal, regulatory and professional obligations.
We follow RCVS guidance and professional best practice for clinical record retention. Typically, clinical records are retained for a minimum of 7 years from the date of last treatment, or until the patient is 25 years old if the patient was under 18 at the time of treatment, unless a longer retention period is required by law or clinical necessity.
Financial records are retained in line with HMRC requirements (generally 6 years).
After the retention period ends, records are securely deleted or anonymised, except where a longer retention period is required by law.
Veterinary clinical records are retained in line with professional guidance.
Your Data Protection Rights
You have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request erasure of your data (where applicable)
- Restrict processing of your data
- Request data portability
- Object to processing based on legitimate interests or direct marketing
To exercise your rights, please contact us at reception@northshieldsvets.com
You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk.
Cookies
Our Website uses cookies to improve functionality and user experience. We only use cookies that are necessary for the website to function, and we seek consent where required.
If you wish to change your cookie preferences, you can do so via the cookie banner on our Website.
For more detail, please see our Cookie Policy.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be published on our Website and will take effect immediately.
Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please contact:
North Shields Vets Limited
Email: reception@northshieldsvets.com
Tel: 01913 034 214
Last updated January 2026