Legal
Privacy Policy
This policy explains what personal data Vethaven collects, why we collect it, how we use it, and the choices available to you. We take data protection seriously and only collect what is genuinely needed.
Last updated: May 2025
Our commitment to your privacy
Vethaven is committed to handling your personal information with care and transparency. We collect only what we need to provide our services, respond to your enquiries, and keep our website running properly. We do not sell your personal data to anyone.
This policy applies to data collected through this website and through our ongoing client relationships. If you have questions about anything here, please reach out through our contact page.
1. What data we collect
Contact information — name and email address provided when you submit our contact form or enquiry.
Practice details — information about your veterinary practice that you choose to share in a message or during an initial conversation.
Usage data — anonymised data about how visitors use this website, collected via cookies where consent is given (pages visited, time on site, device type).
Financial and accounting data — where you become a client, we collect and process financial records needed to deliver bookkeeping and accounting services.
2. How we collect data
Directly from you, through the contact form on this website.
Through cookies and analytics tools, where you have given consent (see our Cookie Policy).
Through ongoing correspondence and documentation exchanged as part of a client relationship.
3. Legal basis for processing
We process your data on the following legal grounds:
Consent — for optional cookies and marketing communications, where you have actively agreed.
Contractual necessity — for data required to deliver accounting services to clients.
Legitimate interests — to respond to enquiries, improve our website, and protect against fraud or misuse.
Legal obligation — where we are required to retain financial records under applicable law.
4. How we use your data
To respond to your enquiries in a timely and relevant manner.
To deliver bookkeeping, dispensary tracking, and accounting services to clients.
To improve the content and usability of this website using anonymised analytics.
To comply with legal and regulatory requirements related to accounting and financial record-keeping.
5. Sharing your data
We do not sell personal data. We may share information only in the following limited circumstances:
With trusted service providers who assist with the operation of this website or our accounting services, under strict data processing agreements.
Where required by law or by a regulatory authority with lawful authority to request it.
6. Data protection measures
Data is stored securely using encrypted systems with appropriate access controls.
Access to personal data is restricted to those who genuinely need it to do their work.
In the event of a data breach, we will notify affected individuals and the relevant supervisory authority as required by applicable law.
7. How long we keep your data
We retain personal data only for as long as necessary. Contact enquiries that do not lead to a client relationship are kept for no longer than 12 months. Financial records related to client services are retained for the period required by law, typically six years for accounting purposes. You can request deletion of your data at any time, subject to any legal retention obligations.
8. Your rights
Right to access — you may request a copy of the personal data we hold about you.
Right to rectification — you may ask us to correct inaccurate or incomplete information.
Right to erasure — you may request that we delete your personal data, subject to any legal obligation to retain it.
Right to object — you may object to processing carried out on the basis of legitimate interests.
Right to portability — you may request your data in a portable format where technically feasible.
Your Rights and Opt-Out Instructions
You are not required to provide any personal information when using this website. If you prefer not to share your data, you may: Avoid filling out contact forms, account registrations, or any data-submitting features. Disable cookies through your browser settings (see our Cookie Policy for more details). Contact us directly to request the deletion of any previously shared personal data. We respect your privacy choices. If you would like us to delete your data, please reach out to us at the contact details provided on our Contact page. We will process your request promptly.
9. Changes to this policy
We may update this policy from time to time. Changes will be reflected in the updated date at the top of this page. Where changes are significant, we may inform active clients directly.