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DATA PRIVACY NOTICE FOR CONTENTED CANINES

This is the privacy notice of Contented Canines – Dog Training and Behaviour Support.

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The purpose of this privacy notice is to inform you as to how we look after your personal data as part of providing a service and carrying out our regular business activities. It also tells you about your privacy rights and how data protection law protects you. We ask that you read this privacy policy carefully as it is important that you understand what information we hold about you and how this information is used, stored, and shared.

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1. WHO WE ARE AND IMPORTANT INFORMATION

2. THE PERSONAL DATA WE COLLECT ABOUT YOU

3. HOW WE COLLECT YOUR PERSONAL DATA

4. HOW WE USE YOUR PERSONAL DATA

5. WHO WE SHARE YOUR PERSONAL DATA WITH

6. INTERNATIONAL TRANSFERS

7. DATA SECURITY

8. DATA RETENTION

9. YOUR LEGAL RIGHTS

10. CHANGES TO THIS NOTICE AND YOUR DUTY TO INFORM US OF CHANGES

11. QUERIES, REQUESTS OR CONCERNS

1.         WHO WE ARE AND IMPORTANT INFORMATION 

 

What is the purpose of this privacy notice?

This privacy notice aims to give you information on how we collect, process and store your personal data, including any data you may provide through our website when you make an enquiry or a booking. We ask that you read this privacy notice so that you are fully aware of how and why we are using your data.

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Data controller(s)

Carole Valentine trading as Contented Canines is the controller and responsible for your personal data (collectively referred to as "Contented Canines", "we", "us" or "our" in this privacy notice). Our registered address is 5 South Charlotte Street, Edinburgh, EH2 4AN. For all data matters, contact Carole Valentine at hello@contentedcanines.scot. We may also act as a ‘processor’ of personal information where we receive personal information from a third party to process on their instructions. We manage your personal data in accordance with GDPR legislation and we are registered as a Data Controller with the Information Commissioner’s Office Registration Number: ZB695845.

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Third-party links outside of our control

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. We do not accept any responsibility or liability for these policies. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2.         THE PERSONAL DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioners Office.

The personal information we collect about you depends on the particular activities carried out through our website or the services we provide to you. We may collect personal data about you when you contact us via phone, email or social media or contact us via our website. We may also collect personal information about you from your referring veterinarian where you are referred to us by them to provide our services. The personal information we collect about you can include: Your name, names and ages of your family members, home address, email address, and telephone numbers; Bank account and payment details; Notes about communications with your veterinary practice; Information about the services we provide to you and details about how you use our website including technical data such as IP address. Occasionally we may ask for special category data if necessary for delivery of a particular service or product, such as age or medical information. As per our Data Processing Principles we will only ask for information that is necessary to deliver our services, and therefore we encourage you not to provide us with personal data or special category data which we do not ask for.

Please note, the term ‘personal data’ covered by GDPR does not include information about animals.

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If you fail to provide personal data

Where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

3.         HOW WE COLLECT YOUR PERSONAL DATA

Most personal information is provided directly and voluntarily by you when you engage with us in order to enquire about, or purchase, our services or products.

 

We will collect information from you when you:

  • Apply for, purchase or use our services;

  • When you contact us via our website, telephone, email, social media channels or other means;

  • When you make payments to us.

 

4.         HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Performance of Contract this means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

 

  • Legitimate Interest this means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

 

  • Comply with a legal or regulatory obligation this means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

 

  • Consent where you have given us clear consent to process your personal information for a specific purpose such as to contact your veterinary surgeon.

 

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.

We will not sell or lend your personal data to third parties, or share your personal data for marketing purposes.

Purpose/Activity                                      Type of data          Lawful basis for processing including basis of legitimate interest

To register you as a new customer               Identity                  Performance of a contract with you

                                                              Contact   

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To contact you with regards to our               Identity                  Performance of a contract with you

services or as part of a contract                  Contact

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To process a booking for a service              Identity                  (a) Performance of a contract with you

you purchase including: (a) Manage           Contact                  (b) Necessary for our legitimate interests (to recover debts due to us)

payments, fees and charges (b) Collect        Financial

and recover money owed to us                   Transaction

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To contact your veterinary surgeon or          Identity                  Performance of a contract with you

other professionals during the course of       Contact                  Consent

your pet’s treatment when we have             Case notes

agreed this with you   

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To support insurance claims on your            Identity                  Performance of a contract with you

behalf                                                     Contact                  Comply with a legal or regulatory obligation

                                                              Case notes

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Internal recordkeeping                               Identity                  Performance of a contract with you

                                                              Contact

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To manage our relationship with you           Identity                  (a) Performance of a contract with you

which will include: (a) Notifying you           Contact                  (b) Necessary to comply with a legal obligation

about changes to our terms or privacy         Marketing and       (c) Necessary for our legitimate interests (to keep our records

policy (b) Asking you to leave a review       Communications      updated and to study how customers use our products/services)           or take a survey                                                    

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To comply with law enforcement or other     Identity                   Comply with a legal or regulatory obligation 

authorities if required by applicable law      Contact

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To provide you with information, products    Identity                  Necessary for our legitimate interests (to develop our

or services that you request from us or         Contact                  products/services and grow our business)

which we feel may interest you, where        Technical

you have consented to be contacted for       Usage

​such purposes;

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To use data analytics to improve our           Technical                Necessary for our legitimate interests (to define types of customers for

website, products/services, marketing,        Usage                   our products and services, to keep our website updated and relevant,

customer relationships and experiences                                    to develop our business and to inform our marketing strategy)

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Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

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Change of purpose

We only intend to use your personal data for the purposes for which we collected it. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 

5.         WHO WE SHARE YOUR PERSONAL DATA WITH

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.

Specific third parties include:

  • Staff at veterinary practices where your pet is a registered patient

  • Other pet professionals that may be involved in your pet’s treatment plan

  • Your insurer for the purposes of assisting in insurance claims

  • Professional advisers including mentors and lawyers who provide Consultancy and Legal Services.

  • analytics Providers, namely WIX, (a global company headquartered in Israel), who provide webhosting and analytics services.

  • HM Revenue & Customs, regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6.         INTERNATIONAL TRANSFERS

Our webhosting platform and web analytics services are managed by WIX, a global company headquartered in Israel so data submitted to our website may be processed outside of the UK. WIX can store our site-visitors' data in locations outside the UK (United States of America, Ireland, South Korea, Taiwan and Israel). WIX ensures a similar degree of protection is afforded to your data if transferred outside of the UK as required under the European Commission. Any transfer to a third country outside the European Union - which does not ensure an adequate level of protection according to the European Commission - will be undertaken in accordance with the current and updated set of Standard Contractual Clauses, as approved by the European Commission. These terms are set out in the WIX Data Processing Agreement (DPA).

 

7.         DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Your information is securely stored on our information systems, password protected and on secure servers.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

 

8.         DATA RETENTION

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

This will vary depending on the nature of the requirements and the processing. After this period of time, we will delete your personal data unless there is a legitimate business reason to retain all or parts of the data we hold. By law we have to keep basic information about our customers including contact, identity, financial and transaction data for 6 years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data: see Your legal rights below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

9.         YOUR LEGAL RIGHTS

Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:

  • The right to request a copy of the personal data which we hold about you;

  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;

  • The right to request your personal data is erased where it is no longer necessary to retain such data;

  • The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;

  • The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable (i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);

  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

  • The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).

If you wish to exercise any of the rights set out above, please contact Carole Valentine, Data Controller, at hello@contentedcanines.scot.

 

​No fee required – with some exceptions

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

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What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

 

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

 

10.       CHANGES TO THIS NOTICE AND YOUR DUTY TO INFORM US OF CHANGES

This version was last updated on 20th May 2024. We reserve the right to update this Privacy Notice from time to time. Where appropriate, we shall contact you to notify you of any material changes to the Privacy Notice.

Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.

 

11.       QUERIES, REQUESTS OR CONCERNS

To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact our Data Controller, Carole Valentine at hello@contentedcanines.scot.

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.

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