Last updated: 01.10.25

Bennachie Equine Vets Limited (“we,” “our,” “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you engage with our veterinary services or visit our website www.bev.scot.

1. Information We Collect

The following information may be collected online, by telephone or in person and is essential for registration purposes.

  • Personal Information: Title, name, address, phone number, email address.
  • Animal Information: Name, species, breed, age, colour, microchip number.

Though not essential for registration, we may also record the microchip number of your animal and would strongly encourage you to provide it.

Payment Information: Payment details are processed securely via our third-party provider Windcave. We do not store your full payment information ourselves.

2. How We Use Your Information

We collect the information for the following reasons:

  • Registering you as a client.
  • Providing veterinary care and related services.
  • Communicating with you regarding your animal’s care, appointments, and invoices.
  • Sending you updates, reminders, and promotional materials that may be of interest to you.
  • Responding to any queries.
  • Notifying you about changes to our services.
  • Internal record keeping and accounting.
  • Contacting you for market research purposes.

3. Sharing Your Information

We will never sell or trade your personal information. However, we may share your data with trusted third parties where necessary:

  • Other veterinary practices, for referral purposes or transfer of registration.
  • You insurance company regarding specific claims.
  • External laboratories we use in the course of your veterinary care.
  • Our practice management software, ezyVet, used to manage client and medical records.
  • Our payment processor, Windcave, for secure handling of transactions.
  • Our accounting software, Xero.
  • Any debt collection agency as may be deemed necessary.
  • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
  • If we are acquired by a third party, in which case personal data held by us about our customers will be one of the transferred assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation.

All third-party providers are required to handle your data securely and in compliance with applicable data protection laws.

4. Data Storage and Retention

Your data is stored securely in our third party management software, ezyVet. From time to time it may also be stored transiently on secure Microsoft or internal servers.

We retain client records for as long as you remain registered with us, and for seven years after you leave our practice, in accordance with legal and regulatory requirements.

5. Privacy of children and sensitive information

We do not knowingly collect personal data from anyone under the age of 16. We do not knowingly obtain any sensitive personal data about our clients (eg. health, medical conditions, race, religion etc). If we are made aware that we have received information from anyone under the age of 16 or any sensitive data then we will take steps to erase such information from our database.

6. Your Rights

As a client in the United Kingdom, you have the following rights under UK data protection law:

  • The right to access the information we hold about you.
  • The right to correct or update your information if inaccurate.
  • The right to request deletion of your personal information, subject to legal and regulatory obligations.

To exercise these rights, please contact us using the details below.

7. Legal Basis for Processing Data

Under UK GDPR, we rely on the following lawful bases to process your personal information:

  • Contract: Processing is necessary to provide veterinary services and fulfil our obligations to you.
  • Legal Obligation: We are required to retain certain records for tax, regulatory, and compliance purposes.
  • Legitimate Interests: To manage client and animal records, communicate with you about ongoing care, and ensure the efficient running of our business.
  • Consent: Where you have explicitly opted in to receive marketing communications. You may withdraw consent at any time.

8. Security

We take appropriate measures to ensure your personal data is kept secure. Access to your information is limited to staff and third-party providers who require it to carry out their work.

9. Cookies and Website Use

Our website www.bev.scot currently does not use cookies or tracking technologies. However, in the future we may use cookies or similar tools to:

  • Improve website functionality and user experience.
  • Analyse website traffic and performance.
  • Support marketing or communication activities.

If cookies are introduced, you will be informed through a cookie notice or banner on our website, and you will have the option to manage your cookie preferences in accordance with UK law.

10. Changes to our privacy policy

Any changes we may make to our Privacy Policy in the future will be updated on this page. Please check this page from time to time to ensure you are happy with any changes.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us at:

Bennachie Equine Vets Limited
First Floor, Blenheim House
Fountainhall Road
Aberdeen
AB15 4DT

Email: info@bev.scot

Privacy Notice (Summary)

At Bennachie Equine Vets Limited, we take your privacy seriously. We collect and store your personal details (such as name, contact details, and payment information) and your animal’s details so we can provide veterinary care, manage records, and communicate with you.

We only share your data with trusted providers who help us run our practice, we do not sell or trade your information.

Your data is kept securely while you are registered with us, and for seven years after your registration ends, in line with legal requirements. You have the right to access, update, or request deletion of your information at any time.

For full details, please read our Privacy Policy. You can also contact us at info@bev.scot with any questions.