Privacy policy

Southill Veterinary Group Ltd

Wincanton Surgery: The Surgery, Balsam Fields, Wincanton, Somerset. BA9 9HE

Gillingham Surgery: Kingsmead Business Park, Gillingham, Dorset. SP8 5FB

Milborne Port Surgery: 1 & 2 North Street, Milborne Port, Sherborne, Dorset. DT9 5EW

Mere Surgery: Manor Road, Mere, Wiltshire. BA12 6HY


This privacy notice tells you how Southill Veterinary Group Ltd will collect and process your personal data if you register as a client, purchase our services and products, and use our website. 

Southill Veterinary Group Ltd is in compliance with The Data Protection Act of 1998 and also with the General Data Protection Regulations, which will come into force in May 2018. 


About us 

Southill Veterinary Group Ltd is an independent animal veterinary surgery in with four surgeries in Wincanton, Gillingham, Milborne Port, and Mere. We protect the health and wellbeing of your pets, offering a range of services that include diagnosing and treating sick and injured animals, advising and educating owners on the right pet care, and providing a range of care related products for purchase in support of this advice. 

Who to contact regarding your personal data 

We take your privacy seriously. Our Data Protection Manager looks after data protection and would be happy to answer any of your questions about this privacy notice and how Southill Veterinary Group Ltd uses your data. They can be contacted directly at or on 01963 33226. 

The personal data we collect and process 

There are four main ways we process the personal data you provide. We endeavour to keep this information accurate and up to date, and not keep it longer than is necessary. 

1. To administer your account as a surgery client 

In order to provide our service effectively and ensure the best possible care for your pet, we need to collect and process the following personal data when we register you as a client. 

Personal data type – How the data is collected: 

  • Title, First name, Last name – As part of registering to be a client 
  • Postal Address – As part of registering to be a client 
  • Phone number (normally a mobile) – As part of registering to be a client 
  • Email address – As part of registering to be a client 

This personal data will be used for the following services and purposes: 

  • To administer your account and provide the products and services you have requested from us. For example, invoicing, calling to change an appointment and to keep a record for legal and accounting purposes. 
  • To inform you by email of service information about the practice. For example, notification of seasonal opening times or changes to out of hours availability. 
  • If you have pet insurance and you wish to make a claim, we will pass on your pet’s clinical history with your name and address to your insurance company to allow them to process your claim. 
  • If we take a blood sample from your pet, we send the sample to our supplier and provide your surname for identification purposes only. 

2. To send you marketing communications as a surgery client 

We send all our clients the following marketing communications: 

  • Reminders for pet vaccinations and administering preventative healthcare treatments. 
  • Reminders for pet appointments. 
  • News information on animal welfare, like top tips for exercise and health checks you can do yourself. 
  • Promotions and the latest related product offers. 
  • Newsletter containing useful pet health care information and current events within the practice. 

Clients find these communications useful in administering care to their pets and to keep up to date with what is going on at the surgery. They are only sent to existing clients who can opt-out at any time. 

The personal data that we process for these communications is first name, email address, postal address, and mobile phone number. 

We would like our clients to enjoy these communications, so it is important to note that you can opt-out at any time by: 

  • Clicking the ‘Unsubscribe’ link in any marketing communications email will stop all communications including booster reminders. 
  • Calling our team at the Wincanton surgery on 01963 33226 
  • Dropping into the surgery and speaking to a member of our team. 

3. To share with veterinary related 3rd parties WITH your consent 

There will be occasions where we will need to ask for your consent to share your personal data with a 3rd party: 

  • If you would like your pet to be referred to a specialist veterinary surgeon, we will provide them with your pet’s clinical history with your name and address and contact telephone number to enable them to confirm your referral appointment. 
  • Should you wish to move to an alternative veterinary surgery, we will provide your pet’s clinical history with your name and address to your new vets before closing your account. 
  • Should you wish to chip your pet (cats and rabbits), we register your name, address and contact number with the chip provider. Note that chipping dogs is a legal requirement and we share your personal data in this case under a legal obligation to do so. 

Southill Veterinary Group Ltd will not pass on your personal data to any third parties without your consent unless the law requires us to do so. We do not provide any personal data to the suppliers of the medicines we administer or the pet care products we sell. 

4. When you use our website – 

When someone visits <link to home page> we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things like the number of visitors to the various parts of the website. This information is processed in a way which does not identify anyone. View our cookie policy. 

We use cookies, which are small text files that are placed on your computer when you visit. We do this to make our website work more efficiently and to promote our news, products and services on social media.  

Visit our cookies page to manage your cookie settings and view more information on how we use them and why. 

Southill Veterinary Group Ltd uses a third-party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses (a number assigned to each of your devices connected to the internet by your broadband provider) of visitors to the Southill Veterinary Group Ltd’s website. 

We provide contact forms on our website and collect users’ personal information to help them complete certain tasks. Each form details the information required and an explanation of what the form is for. For general enquiries, once an enquiry has been dealt with, the data is deleted in line with Southill Veterinary Group Ltd’s procedures. 

Disclosure of personal data to our service providers 

We may pass on your personal data to service providers contracted to Southill Veterinary Group Ltd in the course of dealing with you. They act as a data processor on our behalf and are obliged under contract to keep your details secure, and only use them to fulfil the services they provide on our behalf. When they no longer need your data to fulfil this service, they dispose of it in line with Southill Veterinary Group Ltd’s procedures. 

How long we process your data for 

Southill Veterinary Group Ltd <link to home page>is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. 

To comply with our professional liability insurance, we keep and securely store past clients records for seven years. This includes full name, address, email address and telephone number. We do not store bank account details. 

We will only process your personal data whilst you are a client. After 7 years of inactivity, we will anonymise any personally identifiable information on the account which is a permanent process. 

Your rights as a data subject 

At any point while we are in possession of or processing your personal data, you the data subject, have the following rights: 

Right of access – you have the right to request a copy of the information that we hold about you. 

You can do that by calling 01963 33226 If we do hold information about you we will: 

  • give you a description of it; 
  • tell you why we are holding it 
  • tell you who it could be disclosed to; and 
  • let you have a copy of the information in an intelligible form. 

Please note that you will need to complete a Subject Access Request Form and provide proof of identity as detailed in the form. 

  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete. 
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records. 
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing. 
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation. 
  • Right to object – you have the right to object to certain types of processing such as direct marketing. 
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling. 
  • Right to judicial review: in the event that Southill Veterinary Group Ltd refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below. 


We take the processing of your personal data very seriously and are here to help with any concerns you may have. Please do contact the Data Protection Manager at or on 01963 33226.  

If you are still not happy with how your personal data is being processed by Southill Veterinary Group Ltd or how your complaint has been handled, you also have the right to lodge a complaint directly with the Information Commissioners Office at or by calling 0303 123 1113. 

Practice Terms & Conditions 

Our practice terms and conditions can be found here.


Learn more about Southill Veterinary Group



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