Privacy Notice

This Privacy Notice, effective 1^st of December 2025, explains how Origin Vets Clinic ltd. collects and processes your personal data when you contact us, register as a client, or purchase our products.

In this notice we use the following terms:

“Us”, “We”, “Our” refers to Origin Vets Clinic ltd and all contracted staff members.
“You”, “The Client” refers to the individual data subject that interacts with Origin Vets Clinic ltd, it’s products and services.

The personal data we collect and process

There are four main ways we collect and process the personal data you provide. We endeavour to keep this information accurate and not keep it longer than is necessary.

This personal data will be used for the following services and purposes:

• To create your account with Origin Vets Clinic ltd, so we can provide the products and services you request from us.
• To contact you regarding your pets health.
• To inform you by email or text of important practice information. For example, changes to opening times.
• To inform you of any changes to this privacy notice.

We may also contact you with the below communications, which you can opt out of at any time.

• Reminders for pet vaccinations, appointments and preventative healthcare treatments.

N.B. If you choose to opt out of treatment reminders we will not up date you if you are overdue vaccinations or any other medical treatments.

If you wish to register to our healthcare plan with monthly payments you will also need to provide your bank account details to create a direct debit payment. We do not retain this information once your direct debit is confirmed.

There may be times where we collect your personal data when you are not registered as a client. For example, to answer a query that you have submitted to us. This data will only be kept for the purpose of answering your query and will be destroyed once the query is resolved.

Who we share your data with

There may be occasions where we need to share your personal data with third parties with your consent. The recipients of the data are obliged to keep your details secure, and only use them to fulfil the services they provide on our behalf. When they no longer need your data to fulfil this service, it is disposed of.

Typical examples of when we may need to share your data with your consent are outlined below.

• If you sign up for a free pet insurance trial through us we will provide your data to the insurer to facilitate this.

• If you have pet insurance and make a claim, we will pass on your pet’s clinical history inclusive of your name and address to your insurance company to allow them to process your claim.

• If you are referred to us by another practice we will share your pets clinical history, inclusive of your name and address to the referring practice throughout the course of treatment.

• If you consent to being referred by Origin Vets Clinic ltd to another practice for treatment we will share your pets clinical history, inclusive of your name, address and contact details to the referral practice.

• If you request that a written prescription from Origin Vets Clinic ltd is sent directly to a pharmacy or another practice, the written prescription will include your name, address and contact details.
• Please be aware that the pharmacy and its parent company (For example, Animed and CVS) will have it’s own privacy notice that governs how it handles your data.

• If you wish to microchip your pet, we provide your name, address and contact details with the microchip provider.

• Should you choose to move to an alternative veterinary practice, we will provide your pet’s clinical history inclusive of your name, address and contact details to the chosen practice.

• If we take a biological sample (e.g. blood, tissue, urine) and send this to an external labaratory to be tested, we provide your pets name, your last name and post code for identification purposes.

We will not share your personal data to any third parties without your consent unless the law or obligations set by governing bodies require us to do so.

Origin Vets Clinic ltd uses PetsApp to send appointment and treatment reminders and to communicate with clients by SMS, email, and directly through the app (where the app has been downloaded and an account created by the client).

PetsApp acts as a data processor on behalf of the data controller (Origin Vets Clinic ltd). PetsApp will only store your data if you download their app and create an account. For more information on how PetsApp processes and stores your data, please visit their website petsapp.co.uk.

How long we keep this data for

Origin Vets Clinic only store your personal data for as long as is necessary for the purposes for which it is processed. How long we keep your information for will be dependent on:

• How long your pet is under our care (Retention of clinical records is governed by the Royal College of Veterinary Surgeons)
• When your pet was last prescribed drugs by us (Retention of records detailing medication usage is governed by the Veterinary Medicines Directorate)
• When a financial transaction last occurred between you and us (Retention of financial records is governed by HMRC).

To ensure we are not processing your data longer than required under legitimate interest, any accounts that have had no activity for five years will be marked as inactive and will cease receiving practice communications.
Inactive accounts that have not been made active by client request will be anonymised after seven years, whereby all identifying information will be destroyed.

How and where this data is stored

We have appropriate security measures in place to prevent personal information from being lost or accessed in an unauthorised way.

Hard copies of data (for example, signed consent forms) may be held securely at our practice and at sites of the third parties as described above. Digital data is stored securely using our practice management system and on the management systems of the third parties as described above.

Your data rights

You have individual rights to access and control your personal data. We have outlined commonly exercised rights in relation to our services below. For a complete list of your data protection rights and how they apply to you please visit the Information Commissioners Office website: ico.org.uk.

• Right of access: You have the right to request a copy of your data that we hold. To request this, please complete aSubject Access Form. Please note that you will need to provide proof of identity, either a current passport or driving licence.

• Right to erasure: In certain circumstances you can ask for the data we hold about you to be erased from our records. This request is subject to our legal obligations and the requirements of relevant governing bodies.

• Right to data portability: You have the right to have the data we hold about you transferred to another organisation.

Who to contact regarding your personal data

Our Data Protection Officer can answer any questions or concerns about this privacy notice and how Origin Vets Clinic ltd processes your data. Our Data Protection Officer can be contacted directly by calling on 02922 362 166 writing to:

Data Protection Officer
Origin Vets Clinic ltd
Unit 13 River Bridge Business Park
Cardiff
CF23 9FP

If you have submitted a complaint about how your personal data is being processed by Origin Vets Clinic ltd to the above address and are not satisfied with how your complaint has been handled, you have the right to submit a complaint directly with the Information Commissioners Office.​ You can do this via their website: ico.org.uk.

CCTV and Audio Privacy Notice

This CCTV Privacy Notice, effective 1^st of December 2025, explains how Origin Vets Clinic ltd. uses Closed Circuit Television (CCTV) inclusive of audio recording and audio recording systems on our phone lines to enhance the safety and security of our premises, employees, and visitors. This policy outlines the use, management, and control of the CCTV system in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

In this notice we use the following terms:
“Us”, “We”, “Our” refers to Origin Vets Clinic ltd and all contracted staff members.
“You” refers to the individual data subject that interacts with Origin Vets Clinic ltd, it’s products and services.

System Description

Cameras are positioned externally to cover entry points and internally in consulting rooms, reception and our prep room. We have positioned the cameras to only cover communal or public areas.
All cameras are clearly visible and appropriate signs are displayed so that employees and visitors are aware they are entering an area covered by CCTV.
When calling our business, a recorded verbal statement informs callers that our phone lines are recorded.

How long we keep this data for

CCTV images and audio recordings are not retained for longer than necessary. Data is managed automatically by our CCTV network which overwrites data in chronological order in approximately a 31-day rotation.

Telephone audio recordings are stored in a database managed by our phone line provider but are only accessible to Origin Vets Clinic ltd. The recordings are accessible for 28-days before being automatically deleted.

Provided that there is no legitimate reason for retaining the CCTV images or audio recordings (such as for use in disciplinary or legal cases), the images and audio will be automatically erased following the above dates.

Who we share your data with

CCTV images and audio recordings will not be accessed by anyone outside of Origin Vets Clinic ltd.
Third party requests for access will only be considered in line with the GDPR and DPA 2018 in the following categories:

• To comply with legal and police enquiries

• To comply with HR policies in relation to employee proceedings.

Your data rights

You have individual rights to access and control your personal data. For a list of your data protection rights and how they apply to you please visit the Information Commissioners Office website: ico.org.uk

Recorded images are considered to be the personal data of the individuals (Data Subjects) whose images have been recorded by the CCTV system. Data Subjects have a right of access to the personal data under the GDPR and DPA 2018. They also have other rights under the GDPR and DPA 2018 in certain limited circumstances, including the right to have their personal data erased.

Who to contact regarding your personal data

Our Data Protection Officer manages can answer any questions or concerns about this privacy notice and how Origin Vets Clinic ltd processes your data. Our Data Protection Officer can be contacted directly by calling by writing to:

Data Protection Officer
Origin Vets Clinic ltd
Unit 13 River Bridge Business Park
Cardiff
CF23 9FP

If you have submitted a complaint about how your personal data is being processed by Origin Vets Clinic ltd to the above address and are not satisfied with how your complaint has been handled, you have the right to submit a complaint directly with the Information Commissioners Office.​ You can do this via their website: ico.org.uk