privacy policy

1. Introduction

VOTL Ltd, trading as The Vet Room (“we,” “our,” or “us”), is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you use our services or interact with us.

2. Data Controller

VOTL Ltd (registered in the UK) is the Data Controller responsible for your personal data.

3. Personal Data We Collect

We may collect and process the following types of personal data:

  • Contact Information: Name, postal address, email address, and telephone number.

  • Pet Information: Details about your pet(s), including species, breed, age, medical history, and other relevant care information.

  • Booking Data: Appointment details and records of services requested.

  • Payment Information: Financial or billing details required to process transactions (handled securely).

  • Usage Data: Data relating to how you access and use our website, applications, or services.

4. How We Use Your Personal Data

Your personal data is used for the following purposes:

  • Service Delivery: To arrange, manage, and deliver veterinary care and associated services.

  • Communication: To contact you regarding appointments, health updates, reminders, or general enquiries.

  • Payment Processing: To secure and process payments for services.

  • Quality and Improvement: To analyse and improve our service offering and user experience.

  • Legal Compliance: To meet legal, regulatory, or professional obligations.

5. Legal Basis for Processing

We rely on one or more of the following legal bases when processing your personal data:

  • Contract: For the performance of veterinary services under an agreement.

  • Legal Obligation: Where required by law, regulation, or professional standards.

  • Legitimate Interests: Where processing is necessary for our legitimate interests (e.g., operational improvement), provided it does not override your rights.

  • Consent: Where you have specifically given us permission to process your data (e.g., marketing or additional communications).

6. Sharing Your Personal Data

We may share personal data with:

  • Service Providers: Third parties assisting us (e.g., payment processors, IT support, scheduling systems).

  • Professional Bodies and Regulators: Where obliged, including the RCVS, ICO, or other UK authorities.

  • Business Transfers: In the event of a merger, acquisition, or sale of The Vet Room assets, subject to confidentiality protections

7. Data Retention

We retain your personal data only as long as necessary:

  • To fulfil the purposes for which it was collected.

  • To meet our legal, regulatory, or professional retention obligations.

  • When no longer needed, data will be securely destroyed or anonymised.

8. Your Rights Under Data Protection Law

You have the following rights regarding your personal data:

  • Access: To receive a copy of the data we hold about you.

  • Rectification: To request correction of inaccurate or incomplete data.

  • Erasure (“Right to be Forgotten”): To request deletion of your data under certain conditions.

  • Restriction: To limit how we use your data.

  • Portability: To request data in a structured, machine-readable format.

  • Objection: To object to data processing, including for direct marketing or legitimate interests.

  • Withdraw Consent: Where processing is based on consent, you can withdraw it at any time.

To exercise your rights, contact us using the details provided below.

9. Security Measures

We implement appropriate technical and organisational measures to protect your data against unauthorised or unlawful processing, accidental loss, destruction, or damage.

10. Cookies and Tracking

Our website uses cookies and similar technologies to enhance your browsing experience. You can manage your cookie preferences using your browser settings.

11. Changes to This Privacy Policy

We may update this policy occasionally. The latest version will be posted on our website with an updated “Last Modified” date. We will notify you of significant changes.

12. Contact Us

For any questions regarding this privacy policy or how we handle your data, please contact:

Email: hello@vetontheloose.co.uk or by phone on 01279 214264.

13. Complaints

If you believe we are not processing your data in compliance with data protection law, you may lodge a complaint with the Information Commissioner’s Office (ICO).

Last Updated: 23 July 2025