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Privacy Policy

The Aces Vet

Last updated: April 2026

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The Aces Vet is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, store and protect your information when you use our website or veterinary services.

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Who we are

The Aces Vet
1c Tuskite Works
Pitsea Hall Lane
Pitsea
Essex SS16 4UH

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Email: reception@theaces.vet


Telephone: 01268 435988

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We are the data controller responsible for your personal information.

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What information we collect

We may collect and process the following information:

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Client information

  • Name

  • Address

  • Email address

  • Telephone number

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Pet information

  • Pet name

  • Species

  • Breed

  • Date of birth

  • Sex

  • Colour

  • Medical history

  • Previous veterinary practice details

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Medical information

Clinical records created during diagnosis and treatment of your pet.

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Website information

When you use our website, we may collect:

  • IP address

  • browser type

  • pages visited

  • device type

  • referral source

This helps us improve site performance and user experience.

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How we collect your information

We collect data when you:

  • register your pet online

  • contact us by phone, email or website form

  • book appointments

  • visit the practice

  • upload medical history records

  • interact with our social media pages

  • use our website

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Why we collect your information

We process your data to:

  • register you and your pet with the practice

  • provide veterinary care

  • maintain clinical records

  • contact you about appointments or treatment

  • send reminders (for example vaccinations or check-ups)

  • process payments

  • respond to enquiries

  • improve our services

  • meet legal and regulatory obligations

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Legal basis for processing

Under UK GDPR, we rely on the following lawful bases:

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Contract
To provide veterinary services to you and your pet.

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Legal obligation
To maintain accurate clinical records as required by the RCVS and applicable law.

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Legitimate interests
To operate and improve our services and communicate with clients.

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Consent
Where required, for example marketing communications.

You may withdraw consent at any time.

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How we store your information

Your information is stored securely within our practice management systems and authorised third-party providers used to deliver veterinary services.

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We take reasonable steps to protect your data from:

  • unauthorised access

  • loss

  • misuse

  • alteration

  • disclosure

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Clinical records are retained in accordance with veterinary regulatory guidance.

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Sharing your information

We only share your data where necessary and appropriate, including:

  • referral specialists

  • laboratories

  • imaging providers

  • insurers (with your consent)

  • regulatory authorities if required

  • professional advisers

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We do not sell your personal information.

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Uploading medical histories

If you upload medical records through our website registration form, these are stored securely and used only to support your pet’s clinical care.

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Marketing communications

We may contact you with reminders or practice updates relevant to your pet’s care.

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We will only send marketing communications where:

  • you have opted in, or

  • there is a legitimate client relationship

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You can unsubscribe at any time.

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Cookies and website analytics

Our website may use cookies and analytics tools to:

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  • understand visitor behaviour

  • improve website performance

  • support security

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You can manage cookie preferences through your browser settings.

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How long we keep your data

We retain clinical and client records in line with professional and legal requirements.

Where records are no longer required, they are securely deleted or anonymised.

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Your rights

Under UK GDPR, you have the right to:

  • access your personal data

  • request correction of inaccurate data

  • request deletion where appropriate

  • restrict processing

  • object to processing

  • request data transfer

  • withdraw consent

To exercise these rights, contact:

reception@theaces.vet

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Third-party links

Our website may include links to external websites. We are not responsible for their privacy practices.

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Changes to this policy

We may update this policy from time to time. Updates will be published on this page.

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Contact us

If you have questions about this policy or how your data is handled, please contact:

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The Aces Vet
reception@theaces.vet
01268 435988

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