​1. About this policy

This is the Privacy Policy of Wellness Vet. It explains how personal information is collected, used, stored, and shared when you visit wellnessvet.co.uk, contact Wellness Vet, or receive veterinary services.

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If you would like this policy in an alternative format, please contact data@wellnessvet.co.uk.

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UK data protection law requires personal information to be handled fairly, lawfully, transparently, and securely.

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2. Who is responsible for your information

Data controller: Wellness Vet
Data protection contact: data@wellnessvet.co.uk
Service complaints: complaints@wellnessvet.co.uk

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Wellness Vet is an independent, sole‑charge veterinary service.

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3. What information Wellness Vet collects

A) If you enquire, book, or become a client

Wellness Vet may collect:

• your name and contact details (email, phone number, address)

• booking and appointment details

• payment and invoicing information (processed via payment providers)

• your dog’s details, including name, breed, age, weight, medical and behavioural history, and vaccination status

• clinical records, consultation notes, and related communications

• photos or videos you choose to share, where helpful for care

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Because veterinary care involves health information, some of the data processed will be special category data under UK GDPR.

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B) If you visit the website

Wellness Vet may collect limited technical information, such as:

• IP address

• device and browser type

• website usage information (for example, pages viewed or time spent on pages)

• cookie preferences

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This information helps support website security and basic service performance.

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4. How Wellness Vet uses personal information

Personal information is used to:

• respond to enquiries and provide client support

• arrange and deliver veterinary services

• maintain accurate clinical records and continuity of care

• issue invoices and take payment

• communicate about appointments, care plans, and follow‑up

• meet professional, legal, and regulatory obligations

• maintain website and system security and performance

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5. Lawful bases for processing

Wellness Vet processes personal information in line with UK GDPR and relies on the following lawful bases:

• Contract – to provide veterinary services you request, including appointments and clinical care

• Legal obligation – to meet professional, regulatory, and record‑keeping requirements

• Legitimate interests – to operate the practice safely and efficiently and maintain service quality

• Consent – where required, including certain communications or where you choose to share media via messaging platforms

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Processing of special category health data is carried out with appropriate safeguards and in line with professional and legal obligations.

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6. Sharing information with others

Wellness Vet does not sell personal information.

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Information may be shared only where necessary and appropriate, for example:

• with your nominated pharmacy, where a prescription is issued

• with diagnostic laboratories, where testing is arranged

• with your primary veterinary practice or other professionals involved in your dog’s care

• with service providers supporting business operations (such as booking, payments, secure email, or data storage), acting under contract and instruction

• with regulators or law enforcement where legally required

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All sharing is limited to what is necessary and handled in accordance with UK data protection principles.

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7. Service providers and systems

Wellness Vet uses vetted third‑party systems to deliver services and operate safely.

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These may include:

• appointment and booking systems

• payment processors

• invoicing software

• secure email and document storage

• video consultation platforms

• website hosting and security services

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Service providers are used only where appropriate and are required to handle personal information securely.

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8. International transfers

Some service providers may process or store information outside the UK. Where this occurs, appropriate safeguards are used to ensure protection in line with UK data protection law.

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The Wellness Vet website is hosted on Wix, which operates a global infrastructure.

Microsoft 365 services (including email, secure document storage, and online meetings) store data in accordance with tenant data residency settings.

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9. How long information is kept

Personal information is retained only for as long as necessary for the purposes outlined in this policy, including professional and legal record‑keeping.

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Clinical and client records are normally retained for the duration of the client relationship and for a minimum of seven years after the last appointment, or longer where required by law or professional standards.

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Website technical data is retained for limited periods based on operational need.

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10.  Marketing

Wellness Vet does not send marketing communications unless you have given consent, or where a limited existing client basis applies and you can opt out easily.

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You may opt out at any time using an unsubscribe link or by emailing data@wellnessvet.co.uk.

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11. Cookies and website data

Cookies are small files stored on your device that support website functionality, security, and basic performance.

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A cookie consent banner allows visitors to manage preferences. Further information is available in the Cookie Policy.

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Wellness Vet does not use Google Analytics.

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Basic technical information may be processed by Wix to support security and general website performance.

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12.  Forms and enquiries

Website enquiries and onboarding information are collected through secure forms hosted on the Wellness Vet website using Wix.

Links to these forms may be shared with clients directly via email or WhatsApp, or accessed through the Wellness Vet website.

Form submissions are stored securely within the Wix platform. Relevant client and patient information is then transferred to Wellness Vet’s secure Microsoft 365 environment for ongoing record keeping and clinical use.

All information is handled confidentially and accessed only by Wellness Vet for the purposes of responding to enquiries and providing veterinary care.

Information is retained only as long as necessary for clinical and legal purposes.

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13.  Children's information

Wellness Vet services are intended for adults. The website is not designed for children.

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14.  Your rights 

You have rights in relation to your personal information, including the right to:

• request access to your data

• request correction of inaccurate data

• request deletion in certain circumstances

• request restriction of processing

• object to certain processing

• request data portability where applicable

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To exercise these rights, contact data@wellnessvet.co.uk. Identity verification may be required to protect information security.

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15.  Security

Wellness Vet takes appropriate technical and organisational measures to protect personal information from unauthorised access, loss, misuse, alteration, or disclosure.

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16.  Making a complaint about data protection

Wellness Vet welcomes the opportunity to resolve concerns directly. You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK regulator for data protection.

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17.  Contact

Data protection enquiries: data@wellnessvet.co.uk
Service complaints: complaints@wellnessvet.co.uk
General enquiries: info@wellnessvet.co.uk