Privacy Policy

This privacy policy is for and governs the privacy of its users. The website complies with the new GDPR laws and requirements. Your privacy is taken very seriously and we are dedicated to handling your information in a secure and responsible manner.

You can visit the majority of our website without revealing any personal information about yourself. However, there are times when we need to collect information so we can provide the services that you request. We may keep this information in a database.

How we collect personal information

a) Use of cookies
Cookies are small files saved to the hard drive of the user’s device, which track, save and store information regarding the user’s interactions and usage of the website. This enables the website, through its server, to produce a more tailored experience for site users. “Assumed consent” is used – if the user is unhappy about the use of cookies they can simply leave the website.

Most modern browsers allow you to control your cookie settings. You can disable them completely by editing your browser settings, however in doing this you may be limiting the functionality that is displayed on our website and also a large population of websites on the internet that use cookies to serve their content.

To learn how to disable cookies on browsers please click here –

b) Website analytics
Each time a user visits our website, web analytics software provided by a third party generates an anonymous analytics cookie.

This is for statistical purposes and includes information such as most visited pages, types of browsers used to access our site, technology used, referring sites, IP addresses, geographical and demographic information. The information collected is not linked to any personally identifiable information.

c) Online Bookings with Vetstoria
Personal Data is used in the provision of the services offered by Vetstoria such as in the provision of the community on the Website and details of profiles and pet profiles on the Website, processing registration details, sending e-mails and other messages. Your Personal Data is used to help Vetstoria communicate with you effectively.

How we use personal information
We use your personal information for the following purposes:
– To deliver the information you request
– To enable you to easily contact us
– To make an online payment via Stripe using our online form
– To provide you with further information from us in the form of latest news Blog posts

We will not sell or disclose any personal information such as your e-mail address to third parties without your prior consent.

How long do we keep your data?
We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years. Generally, however, such personal data held on the practice management system will not be accessed after this time but is likely to be retained.

Clinical records remain the property of the client and at any time a request may be made for a copy of the clinical records. Similarly, a copy of any recorded image e.g. x-rays or laboratory results can be made available to the client.

What are your rights?
You may have access to your personal data held at any time on request. If at any point you believe that the personal information we hold is incorrect, you can request to have it corrected or deleted. Under the GDPR rulings, we would inform our users within 72 hours if any breach of security occurs that might compromise your data.

Opting out
If you no longer wish to receive communications from The Penrose Veterinary Group, you can opt out of receiving them. You can do this in a number of ways:
– Click unsubscribe from e-mails that you receive from us.
– Write to us at The Penrose Veterinary Group Brinkley Lane Surgery 70 Brinkley Lane Highwoods Colchester Essex CO4 9XE stating your full name and contact details.

Google Maps
We use Google Maps to give users the opportunity of visiting our business location. Google Maps only uses cookies to enable you to use the functionality of their map software. No personal information is stored on our website through the use of Google Maps.

External Links
Even though this website seeks to provide quality, safe and relevant external links, users ought to apply a policy of caution before following any external web links from this website. Such links are followed at the user’s own risk.
The website owners can neither guarantee nor verify the contents of any externally linked website despite their very best efforts. The website owners cannot be held liable for any damages or implications as a result of visiting any external links mentioned.
We encourage you to be cautious and to read the privacy statements of each and every website that collects your information.

This privacy statement only applies to information collected on this website.

Social media
Interactions made through external social media services that this website and the practice participate with are subject to the terms and conditions as well as the privacy policies held with each social media service.

Users are encouraged to use social media platforms sensibly and with due care and attention in respect of their own privacy and personal details. We will never ask for sensitive information through social media services and encourage users wishing to discuss sensitive details to get in contact through primary communication channels like phoning us or e-mail.

We reserve the right to publish client pet photos and reviews from our practice Facebook page on our latest news website Blog posts and other social media such as Google Plus. Should you wish any pet photos be removed from our website or social media pages, please contact our web developer in the first instance at and the required image/s will be removed straight away.

To disallow any further images of your pet on any of our social media and practice website pages, please write to us at The Penrose Veterinary Group Brinkley Lane Surgery 70 Brinkley Lane Highwoods Colchester Essex CO4 9XE to update your preference. We will never use client pet photos in any of our advertising features without prior client consent.

We aim to keep the Personal Data we hold about you accurate and up to date. If you tell us that we are holding any inaccurate Personal Data about you, we will delete it or correct it promptly. Please write to us at The Penrose Veterinary Group Brinkley Lane Surgery 70 Brinkley Lane Highwoods Colchester Essex CO4 9XE to update your Personal Data.

Our CCTV Monitoring Policy

Policy statement
The Practice carries out workplace monitoring for a variety of reasons. Because monitoring includes the processing of employee data, its operation is captured by the provisions of the General Data Protection Regulation and the current Data Protection Act.

The lawful basis which applies to the Practice’s monitoring processes is its legitimate interests as an employer.

The information and data gathered through monitoring will only be used for the purpose it was carried out for, unless the Practice identifies issues such as a breach of health and safety or malpractice.

The person with overall responsibility for the operation of this policy is The Directors. Only The Directors may authorise any monitoring of employees.

As monitoring may intrude on Practice employees’ private lives, monitoring will be carried out only in accordance with the General Data Protection Regulation and the current Data Protection Act. The Practice will uphold a degree of privacy at work and where monitoring is required or necessary, employees will be made aware of the extent of any monitoring together with the reasons as to why.

The HR Manager will ensure the Practice is aware of its responsibilities under the General Data Protection Regulation and the current Data Protection Act. Access to the information and data collected will be secure and restricted to authorised employees.

Summary of types of monitoring
This policy supplements the Practice’s policies on communications and provides for monitoring of the following types:

• crime and fraud prevention and detection
• CCTV scheme and security systems
• Practice telephony infrastructure
• computer systems
• bag searches
• internet and email usage
• data protection.

Monitoring of the above systems is carried out in order to fulfil the Practice’s legal obligations as an employer as well as to secure their effective operation and for business reasons. Monitoring is carried out to the extent permitted or required by applicable law and as necessary and justifiable for business purposes.

Computer, internet and email monitoring
The Practice may randomly check emails or use software to check if employees are sending, or receiving, inappropriate emails.

This monitoring ensures compliance with the Practice’s policy on internet and email usage.

This monitoring may be necessary to investigate alleged misconduct, detect or prevent crime, deal with any issues surrounding the Practice’s reputation, or retrieve content if an employee is absent. Performance of the system or the employee may be assessed through email and internet monitoring. Monitoring may be required to comply with legal obligations or detect/prevent crime.

Personal usage may have been permitted by a line manager or other senior colleague and monitoring will include every effort to ensure personal emails are not accessed where personal use can be clearly distinguished from business use.

CCTV monitoring
The Practice routinely operates a CCTV scheme to check that health and safety rules are being complied with or to assist in the prevention of crime, for instance theft.

The CCTV scheme records data in the following areas:

• Reception desk
• The waiting room to include dog and cat waiting areas
• The Car Park and Outside Areas

The CCTV scheme is run in compliance with the Data Protection Act 1998 and the recordings may be used to assist in investigations for internal disciplinary and grievance purposes where there is are justified business reasons for the viewing of such recordings.

Phone monitoring
The Practice keeps recordings of telephone calls that come into business for training purposes, for dealing with complaints from customers and to comply with legal obligations. The Practice checks telephone logs to detect misuse of telecommunications.

Phone monitoring is used to assess performance, ensure compliance with Practice telephony policies and protect the Practice’s reputation. Phone monitoring assists with investigations into alleged misconduct.

Monitoring extends to fixed line phones.

Personal usage may have been permitted by a line manager or other senior colleague and monitoring will include every effort to ensure personal calls are not accessed where personal use can be clearly distinguished from business use.

Employee monitoring data may be used for disciplinary proceedings with employees.

Employees will be provided with the relevant data from the monitoring systems/processes in advance of the meeting.

Covert monitoring
Covert monitoring must only be authorised by a Director. Covert monitoring is only deployed where the Practice believes employee(s) are carrying out a crime or other criminal activity or equivalent malpractice is taking place, or is about to take place and informing the individuals concerned that the recording is taking place would seriously prejuduce its prevention or detection . Covert monitoring may take place to investigate such suspicion where the Practice intends to involve the police. In the event that any employee is recorded carrying out an activity or behaving in any way that contravenes the Practice’s policies, rules, and procedures, then the Practice reserves the right to use the CCTV footage as evidence and apply the Practice’s Disciplinary Procedure.

Additional monitoring
The Practice may, if appropriate, consult with employees in advance if it requires any additional monitoring not covered by this policy. The purpose of the additional monitoring will be identified, together with the type of monitoring necessary and any limits to achieve that purpose. There may be impacts on affected employees that the Practice will consider prior to introducing any additional monitoring. Notice will be provided to employees setting out why the Practice is introducing additional monitoring and the standards under which employees should operate.

Retention of monitoring data
All data captured as a result of employee monitoring will be kept securely. We have adopted the following safeguards to ensure that this data is not susceptible to unauthorised access:

• Limited management access to data
• Formal application process for CCTV data access (see CCTV Policy)
• Add in detail on any safeguarding measurers the CCTV company has on securing data

Download our CCTV policy in PDF format

Recent Posts