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PetRepair Ltd, trading as Pet Repair Vets ("We"), are committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

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By engaging with our practice to provide veterinary services, or by visiting our website www.petrepairvets.com, you are accepting and consenting to the practices described in this policy.

 

DATA CONTROLLER

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PetRepair Ltd (trading as 'Pet Repair Vets')
94 Park Grove, Barnsley, S70 1QE
Company number: 09735145
ICO registration: ZB040122
Email: info@petrepairvets.com  |  Tel: 01226 664826

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Data protection queries: contact the Practice Director at the address above.

 

 

 

The personal data we collect and why

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We collect and process the following categories of personal data:

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- Identity data: your name and details of any authorised persons on your account.
- Contact data: your address, email address, and telephone number.
- Financial data: payment and insurance information.
- Photographic data: photographs of your pet taken during consultations or procedures.
- Clinical data relating to your pet: clinical history, diagnoses, treatments, prescriptions, and clinical notes.
- Technical data: internet protocol (IP) address, browser type and version, time zone setting, and pages visited, collected when you visit our website.
- Communications data: records of correspondence between you and the practice.

- CCTV footage: images and video recorded by CCTV cameras in the waiting area, corridor, and around the exterior of the practice.

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How we use your personal data

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We process your data under the following lawful bases:

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- Contract: to provide the veterinary services and products described in our Terms and Conditions.
- Legitimate interest: to send you service communications such as appointment, vaccination, parasite treatment, and health check reminders; to record and monitor telephone calls for training and quality purposes; to maintain clinical records; and to operate CCTV for the security of our premises, staff, clients, and animals in our care.
- Legal obligation: to comply with our obligations under the Veterinary Medicines Regulations 2013, HMRC financial record-keeping requirements, and other applicable law.
- Consent: for any marketing communications (offers and promotions). You can withdraw consent at any time.

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Who we share your data with

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We share your data only with the following recipients, for the purposes described:

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- Heidi Health: AI-assisted clinical documentation. Data Processing Agreement in place.
- Digitail: our practice management system. Data Processing Agreement in place.
- Worldpay: payment processing. Data Processing Agreement in place.
- Wix: website hosting and analytics. Data Processing Agreement in place.
- Circle Cloud: telephone system including call recording. Data Processing Agreement in place.
- Vets Now Sheffield: out-of-hours emergency veterinary services. Clinical summary shared when required for patient care.
- The Veterinary Defence Society: our professional indemnity provider.
- Other referral practices, specialist clinics, and laboratories: for provision of specialist care and diagnostic services.
- Debt recovery agencies: in the event of unpaid accounts, following due notice.
- Professional and legal advisors: where required to manage complaints or legal matters.

- Ajax Systems: cloud storage of CCTV footage. Data Processing Agreement to be confirmed.
- Police and relevant authorities: CCTV footage may be disclosed on request where required by law or for the prevention or detection of crime.

- Microchip discrepancies. If we scan an animal at our practice and find that the microchip is registered to someone other than you, we may

need to contact the registered keeper or the microchip database provider. We will normally seek your consent first. In rare circumstances (suspected theft, an immediate animal welfare risk, or a formal request from the police or other appropriate authority), we may share limited information without your consent. The lawful bases under UK GDPR are Article 6(1)(d) (vital interests), 6(1)(e) (public interest task), or 6(1)(f) (legitimate interests). Our full procedure is set out in our Animal Ownership Disputes and Microchip Discrepancies SOP.

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We do not sell your personal data to any third party.

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International transfers

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Wix is US-headquartered. Digitail is incorporated in the United States but states in its privacy policy that personal data is not transferred outside EU territory and is stored within the EU; the precise position under UK data protection law is subject to legal advice. Where your data is processed outside the UK by any of our processors, we ensure appropriate safeguards are in place, including Standard Contractual Clauses or the UK International Data Transfer Agreement (IDTA) as applicable. Heidi Health operates through a UK registered entity (Heidi Health Ltd, Company No. 15878893, registered in England and Wales). All other named processors operate within the UK or EU.

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How long we keep your data

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- Clinical records: 7 years from the date of the last consultation (or the life of the animal plus 7 years where this is longer).
- Financial records: 6 years, in line with HMRC requirements.
- Veterinary medicines records: as required by the Veterinary Medicines Regulations 2013.
- Telephone call recordings: calls to and from the practice are recorded and held by Circle Cloud, our telephony provider. Retention is governed by Circle Cloud's service terms. Recordings relevant to a specific complaint or legal matter may be retained for longer.

- Heidi Health transcripts: deleted on a same-day basis (see our Terms and Conditions, clause 6.4).
- Marketing consent records: until consent is withdrawn.

- CCTV footage: 14 days, after which recordings are automatically overwritten.
- Website analytics data: up to 26 months.

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Keeping your data secure

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We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction.

 

We restrict access to your personal data to those who have a legitimate business need. We have processes in place to deal with potential data security breaches, including notification to you and to the ICO where we are legally required to do so.

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CCTV

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We operate CCTV cameras at our premises for the security and safety of our staff, clients, and animals in our care. Cameras cover the waiting area, internal corridors, and exterior perimeter. No cameras are installed in consultation rooms or clinical areas, and no audio is recorded.

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CCTV footage is stored securely via Ajax Systems on a cloud-based platform. Access to footage is restricted to the Practice Director. Footage is retained for 14 days, after which it is automatically overwritten.

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We process CCTV footage under our legitimate interest in maintaining the security of our premises and the safety of those within it. Footage may be disclosed to the police on request, or to insurers, indemnity providers, or legal advisors where it is relevant to an incident, claim, or legal matter.

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Notice that CCTV is in operation is displayed on signage at the premises.

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If you wish to make a subject access request for CCTV footage in which you appear, please contact us at info@petrepairvets.com. We will respond within 30 days. Please note that footage is retained for 14 days only; requests should therefore be made promptly.

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Your rights under UK data protection law

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Under the UK GDPR and the Data Protection Act 2018, you have the following rights:

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- Right of access: to receive a copy of the personal data we hold about you.
- Right to rectification: to have inaccurate or incomplete data corrected.
- Right to erasure: to ask us to delete your data where there is no longer a lawful reason to hold it.
- Right to restriction: to ask us to limit how we use your data in certain circumstances.
- Right to data portability: to receive your data in a structured, machine-readable format.
- Right to object: to object to processing based on legitimate interest, and to processing for direct marketing purposes.
- Right to withdraw consent: where we process your data on the basis of consent, you can withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.

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To exercise any of these rights, please contact us at info@petrepairvets.com or by post at 94 Park Grove, Barnsley, S70 1QE. We may ask you to verify your identity before we action your request. We will respond within 30 days.

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You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk/concerns if you are unhappy with how we have handled your personal data.

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Communication preferences

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We communicate with our clients across the following categories. We consider the first group to be legitimate interests: communications critical to providing effective veterinary care:

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- Vaccine reminders
- Parasite treatment reminders
- Appointment reminders
- Health check reminders

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The following categories are marketing communications, for which we require your consent:

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- Pet care advice
- Offers and promotions

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For each category you can choose to be contacted by email, or not at all. To review or change your communication preferences, please contact the practice by phone (01226 664826) or email (info@petrepairvets.com).

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Changes to this privacy policy

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We may update this Privacy Policy from time to time. The current version is always published on our website. We will notify existing clients of material changes.

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Last updated: 28 April 2026