Privacy Policy
This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.
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The General Data Protection Regulation (GDPR), which is EU-wide, and far more extensive than its predecessor the Data Protection Act, along with the Privacy and Electronic Communications Regulations (PECR), seeks to protect and enhance the rights of EU Data Subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU and its storage within the EEA.
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TSA (Oakham) Ltd, trading as Step by Step Veterinary Physiotherapy, Temple Smith Associates and “TSA”: 8 Main Street Cold Overton Oakham LE15 7Q
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Personal Data
TSA (Oakham) Ltd collects personal information about its clients and former clients for the purpose of performing veterinary physiotherapy or business services and any follow up services that may be required.
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The information that we collect from you may include your name, email address, telephone number, mobile telephone number, postal address, insurance details, and information from your vet (for veterinary physiotherapy services), or previous accountant or advisor. We may also receive the above personal information about you from external sources such as vets, insurers or business advisors where that information is necessary to carry out the veterinary physiotherapy or business services received from TSA (Oakham) Ltd.
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This data is always held securely and is only shared with paraprofessionals to keep them informed of progress and changes in treatment. For data storage purposes your data may be handled by admin staff who have all signed an integrity and confidentiality agreement. When you agreed to receive services from TSA (Oakham) Ltd you agreed to give your explicit consent to allow the staff and Director to document and process your personal data. Contact details provided by you, such as telephone number, email address, postal address may be used to remind you of future appointments and provide reports or other information regarding treatments or services. There may be circumstances related to treatment, on-going care or medical diagnosis that will require the sharing of the records with other paraprofessionals and/or insurance companies, mortgage, finance and legal practices. Where this is required, we will request your written permission first, unless we are under a legal obligation to comply.
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In addition, we may use your personal information for the following reasons; the legal basis for these uses is set out next to each use:
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1) To manage our business – this is in our legitimate interests as it furthers our aims and objectives.
2) To manage any complaints, feedback and queries received from clients – this is in our legitimate interests as it allows us to provide the service expected by our clients.
3) To send you marketing materials about our services – this information will only be sent to you where we have your consent or where we feel there are legitimate reasons of interest.
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We may also use your personal information to comply with any legal or regulatory obligations where necessary.
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Consent
Through agreeing to this Privacy Policy, you are consenting to TSA (Oakham) Ltd processing your personal data for the purposes outlined. You can withdraw your consent at any time by using the postal, email address or telephone number provided at the end of this Privacy Policy.
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How long will we keep your personal information?
We will keep your personal information for as long as is necessary for the purposes for which we collect it. The exact period will depend on the purpose for which we hold your information; we will keep the information for the duration of the provision of any veterinary physiotherapy and business services and for a number of years afterwards, as detailed below;
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1) Veterinary physiotherapy notes are kept for eight years from last treatment
2) Accounts, tax returns and working papers are kept for seven years
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When these times have lapsed, all personal data will be shredded securely and computer drives destroyed by a specialist company.
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Where we are required to keep your personal information to comply with a legal or regulatory obligation, we will keep it for at least as long as is required to comply with that obligation.
How do we keep your personal information secure?
We will use appropriate technical and organisational security measures which comply with the requirements of data protection law in order to keep your personal information secure against unauthorised or unlawful use and accidental loss, damage or destruction.
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We will store all of your personal data on secure servers, personal computers and mobile devices and in secure manual record-keeping systems.
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Although we will do our best to keep your personal information secure, we cannot guarantee the security of your personal information transmitted via email or via our website as the transmission of information via the internet is not completely secure; therefore, any transmission is at your own risk.
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What rights do you have as a Data Subject in relation to your personal information?
Please see below a summary of your rights in relation to your personal information under data protection law, some of these rights are subject to exemptions:
1) Right of access to your personal information held by TSA (Oakham) Ltd..
2) Right to rectify any personal information that is incorrect or incomplete.
3) Right to erasure of your personal information in certain circumstances where it is no longer required by TSA (Oakham) Ltd, or you withdraw your consent in relation to the receipt of marketing materials.
4) Right to restrict the use of your personal information in certain circumstances.
5) Right to data portability – this means that your personal information will be provided to you in a structured, commonly used and machine-readable format where the use of your personal information is by electronic means.
6) Right to object to the use of your personal information and direct marketing.
7) Right to withdraw consent where we rely on your consent as our legal basis for using your personal information.
8) Right to complain to the relevant data protection authority; this would be the Information Commissioners Office, address below in 'Complaints' section.
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Accessing your personal data
The Data Controller will accept the following forms of identification (ID) when information on your personal data is requested;
One piece of photographic ID (driving licence, passport), a birth certificate and a utility bill not older than three months. If the Data Controller is not satisfied with the quality of the evidence, further information may be sought before personal data can be released. All requests should be made to Sarah Smith, Data Controller for TSA (Oakham) Ltd via tsaukltd@gmail.com or 07885470670
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Complaints
In the event that you wish to make a complaint about how your personal data is processed by TSA (Oakham) Ltd you have the right to complain to us.
Contact details
In order to exercise any of the rights listed above, or if you have any queries relating to the way we collect, use, or store your personal information, please contact TSA (Oakham) Ltd using the details below:
By email: tsaukltd@gmail.com
By phone: 07885470670
By post: TSA (Oakham) Ltd, 8 Main Street Cold Overton Oakham LEICS LE15 7QA