Effective Date: September 2026

White Rose Equine Vets Ltd (“we”, “us” or “our”) is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Notice explains how we collect, use, store and share your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

White Rose Equine Vets Ltd is an ambulatory equine veterinary practice providing veterinary services throughout Yorkshire.

Data Controller:
White Rose Equine Vets Ltd

Registered Office:
White Rose Equine Vets
Unit 2C Wood Owl
The Hawk Creative Business Park
Easingwold
York
YO61 3FE

Email:
office@whiteroseequinevets.co.uk

Telephone:
To be confirmed

If you have any questions about this Privacy Notice or how your personal data is handled, please contact us using the details above.

2. The Information We Collect

We may collect and process the following information:

Personal Information

Name
Postal address
Email address
Telephone numbers
Billing address
Payment information
Insurance details

Horse Information

Horse name
Passport number
Microchip number
Breed, age and sex
Clinical history
Diagnostic images
Laboratory results
Treatment records
Vaccination records
Medication history

Communications

Emails
Telephone conversations
Text messages
Appointment records
Website enquiries
Social media messages where applicable

3. Why We Collect Your Information

We use your information to:

Register you as a client.
Provide veterinary treatment.
Maintain accurate clinical records.
Arrange appointments.
Supply medicines.
Process laboratory samples.
Arrange referrals.
Process insurance claims where requested.
Issue invoices and collect payments.
Meet our legal and professional obligations.
Respond to complaints or queries.
Improve our services.

4. Legal Basis for Processing

Under UK GDPR we process your information under one or more of the following lawful bases:

Performance of a contract.
Compliance with legal obligations.
Legitimate interests in running our veterinary practice.
Consent where required (for example marketing communications).

5. Who We Share Information With

We only share information where necessary.

This may include:

Veterinary laboratories
Referral veterinary practices
Out-of-hours veterinary providers
Farriers, physiotherapists and other professionals (with your agreement where appropriate)
Insurance companies
Payment providers
Debt recovery agencies where accounts remain unpaid
Government bodies or regulators where legally required
The Royal College of Veterinary Surgeons where appropriate

We never sell your personal information.

6. How We Store Your Information

We take appropriate technical and organisational measures to protect your personal information.

Your information may be stored securely using electronic veterinary practice management software and secure paper records where necessary.

Only authorised members of staff have access to your information.

7. How Long We Keep Your Information

We retain client and clinical records only for as long as necessary to:

Provide veterinary care
Meet legal obligations
Resolve disputes
Defend legal claims

Financial records are retained in accordance with HMRC requirements.

When records are no longer required they are securely destroyed or permanently deleted.

8. Marketing

We may occasionally send practice news, health reminders or service updates.

Where required by law, we will only do so with your consent.

You can opt out of marketing communications at any time.

Service communications relating to appointments, invoices or treatment will continue where necessary.

9. CCTV

If you visit our premises (where applicable), CCTV may be in operation for security purposes.

Images are retained only for as long as reasonably necessary.

10. Your Rights

Under UK GDPR you have the right to:

Access your personal information.
Request correction of inaccurate information.
Request deletion of information where appropriate.
Request restriction of processing.
Object to certain processing.
Request transfer of your information where applicable.
Withdraw consent where processing relies upon consent.

Some of these rights may be limited where we are legally required to retain veterinary or financial records.

11. Subject Access Requests

You may request a copy of the personal information we hold about you.

Requests should be made in writing or by email.

We will normally respond within one month.

12. Cookies and Website

Our website may use cookies to improve functionality and analyse website usage.

13. Changes to this Privacy Notice

We may update this Privacy Notice from time to time.

The latest version will always be available on our website and on request.

14. Contacting Us

If you have any questions about this Privacy Notice or wish to exercise your rights, please contact:

White Rose Equine Vets Ltd