Privacy Policy 

This notice explains how Ecovets collects, uses and protects your personal data when you register as a client, join Ecoclub, visit our clinic, use our website or apply for a job. We handle your data in line with the UK GDPR and the Data Protection Act 2018.

Ecovets is an independent veterinary clinic in Wandsworth, London. Ecovets is the trading name of APT LOCUM LTD. APT LOCUM LTD is the data controller for your personal data.

Contact us about your data

• Data Protection Lead: Alejandro Perez Terrer
• Email: info@ecovets.cu.uk
• Phone: 02036598446 
• Post: Data Protection, Ecovets, 50–52 Fairfield Street, London SW18 1DY

What we collect and how

We collect only what we need to care for your pet and run your account. Pet clinical records are not personal data in themselves, but they are linked to you, so we protect them the same way.

Type	Examples	How we get it
Identity and contact	Name, address, phone, email	When you register, book or contact us
Pet information	Name, species, breed, microchip, clinical history	Registration, consultations, previous vets (with your consent)
Financial and transaction	Payments, invoices, Direct Debit details for EcoClub	When you pay or join EcoClub
Communications	Emails, messages, call recordings, feedback	When you contact us or reply to surveys
Marketing preferences	What you have opted in or out of	Registration and your account settings
Technical and usage	IP address, device, browser, pages visited	Our website and booking tools, via cookies
CCTV images	Recordings of the clinic premises	Cameras in and around the clinic
Job applicants	CV, qualifications, references, right-to-work checks	When you apply to work with us

Special category data. We do not normally collect this. If we ever need to (for example, health information relevant to handling your pet safely), we will ask for your explicit consent first.

Card data. Card payments are processed by our payment provider. We do not store your full card details.

How we use your data

We only use your data where the law allows it. The table below sets out each purpose and its lawful basis.

Purpose	Lawful basis
Register you and your pet, book appointments, provide treatment	Contract
Take payments, run EcoClub Direct Debits, recover money owed	Contract; legitimate interests (recovering debts)
Send health reminders (vaccinations, parasite treatment, check-ups)	Legitimate interests (your pet’s welfare)
Send news, offers and promotions	Consent, or legitimate interests for existing clients (you can opt out any time)
Keep clinical and financial records	Legal obligation (RCVS, HMRC); legitimate interests
Share records with insurers, referral vets or a new practice at your request	Contract; consent
Register microchips	Legal obligation (dogs); consent (other pets)
Record calls and use CCTV for safety, training and security	Legitimate interests
Improve our website, services and client experience	Legitimate interests
Assess job applications	Steps before a contract; legal obligation (right-to-work checks)

We do not use automated decision-making that has a legal or similarly significant effect on you.

Reminders and marketing

We send two kinds of messages, by email, SMS or app notification.

• Care reminders: vaccinations, parasite treatment, health checks, dental checks and EcoClub benefits. These help keep your pet healthy.
• Marketing: clinic news, pet-care tips, events and offers. We only send these with your consent, or to existing clients about similar services.

You can opt out of either at any time:

• Click “unsubscribe” in any email
• Follow the opt-out instructions in any SMS
• Email info@ecovets.co.uk or call 02036598446
• Tell our team at the clinic

Opting out will not affect essential messages, such as appointment confirmations, test results or account updates. We never sell your data.

Who we share it with

We only share your data where needed to care for your pet, run the clinic or meet the law.

With your request or consent

• Your pet insurer, to process a claim
• Referral and specialist vets
• A new veterinary practice if you move
• Microchip databases
  
  

Service providers acting on our instructions

• Practice management software (Digitail), which holds client and clinical records
• Laboratories, which receive your surname and pet details to identify samples
• Payment and Direct Debit providers
• EcoClub health plan administration
• Email, SMS, telephony and IT providers
• Our accountants, lawyers, insurers and bank

These providers may only use your data to deliver their service to us. They must keep it secure and confidential.

Where required by law

We may share data with HMRC, the RCVS, the police or other authorities when legally required. If we sell, merge or restructure the business, your data may pass to the new owner, who must use it in line with this notice.

We do not share your data with the suppliers of the medicines or products we sell.

Cookies and our website

Cookies are small files stored on your device. Apart from strictly necessary cookies, we only use them with your consent, which you can change at any time through our cookie banner or your browser settings.

Type	What it does
Strictly necessary	Makes the website and online booking work securely
Analytics	Counts visits and shows how people use the site, e.g. Google Analytics
Functionality	Remembers your choices
Marketing	Measures and targets our ads, e.g. Meta and Google Ads

Our emails may contain tracking pixels showing whether an email was opened. You can block these by turning off images in your email app.

Our website links to other sites, such as social media. We are not responsible for their privacy practices.

How long we keep it and how we protect it

Data	How long
Client and clinical records	7 years after your last visit
Financial and transaction records	6 years (HMRC requirement)
Call recordings	6 months
CCTV footage	30 days, unless needed for an incident
Unsuccessful job applications	6 months
General enquiries	Deleted once resolved

If your account is inactive for 2 years, we will contact you to check whether you wish to remain registered. We may anonymise data for statistics, after which it no longer identifies you.

Security. Access is limited to staff and providers who need it, all bound by confidentiality. We have procedures for suspected data breaches and will tell you and the ICO where the law requires.

International transfers. Some providers may store data outside the UK. Where they do, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the ICO’s international data transfer agreement.

Your rights

You have the right to:

• Access a copy of the data we hold about you
• Correct data that is wrong or incomplete
• Erase your data in certain circumstances
• Restrict how we use your data
• Object to processing based on legitimate interests, and to direct marketing at any time
• Transfer your data to another organisation, such as a new vet
• Withdraw consent at any time, where we rely on it

To use any of these rights, contact us using the details above. It is usually free. We may ask for proof of identity, and we will reply within one month.

Complaints. Please contact us first so we can put things right. 

Changes to this notice. We may update this notice from time to time. The latest version will always be on our website, and we will tell you about significant changes.

Version 1.0 · Last updated September 2026