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Data Retention Policy

Last Updated: 15/05/2018

Thank you for visiting Ashwood Veterinary Clinic.

Your privacy is important to us. This Data Retention Policy is where we explain to you what personal information is collected when you visit our site, how we may use that information, and how long we store it for.

This document should be read together with our Privacy Policy and Cookie Policy.

Our Privacy Policy: You can find our privacy policy here which explains more about how we may collect and use your personal information.

Our Cookie Policy: You can find our cookie policy here which explains more about how we may collect personal information about you via cookies (it also explains what cookies are).

If you have any questions please do not hesitate to contact us at or, if you prefer to call or write to us, then you can find our contact details at the bottom of this page.

Who We Are

We are Ashwood Veterinary Ltd. our company number is NI1614068, and our registered office is at 69-71 Comber Road, Dundonald BT162AE. But, for the purposes of this Privacy Policy, it’s just easier if we refer to ourselves as “we” or “us”.

Purpose Of This Document

The purpose of the Data Retention Policy is to explain what personal information we may collect about you when you visit our site or interact with our services, how we may use that information, and how long we store it for.

Our Data Retention Policy is broadly divided into three sections:

  • Our website

  • Cookies

  • Communication for delivery of professional, contracted services (being your vet) and Marketing

Depending on how you interact with our website and our services we may collect different types of personal information about you. The duration that we retain that personal information will vary depending on how you interact with us. For example, we may retain information about you for a longer period of time if you engage us in our professional capacity or we may only retain statistical information about you if you are merely browsing our site.

If you would like further information, please see our Privacy Policy here and our Cookie Policy here.

The types of personal information that we collect, its purpose, and retention period is detailed in the tables below.

Our Website

This table details the personal information and we may collect about you on our site located at

Type of Personal Informations


You can find more information about the types of cookies that we use and their purpose by visiting our Cookie Policy at here.

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. You may also delete any cookies stored on your computer at any time.

You can find out more about changing cookie settings on your computer by visiting

Different cookies may be stored for different periods of time. Most cookies used by our website are set to an expiry period of one month. In many cases these cookies are updated automatically each time you visit our site or may expire and be deleted by your computer automatically. Each time you visit our site you start a new “session”. When you leave our website the session ends. The expiry period of a cookie will usually run from the date of the most recent session. This means that, each time you visit our site, the expiry period for those cookies may reset.

It is important to understand that when a cookie is placed on your computer it will reside on your hard drive until it expires and is deleted or it may reside on your hard drive until you manually delete it – this entirely depends on your individual browser settings and we do not have control over this.

IP Address Anonymisation

Ashwood Veterinary Ltd Google Analytics code is set to IP Anonymisation.

When a customer of Analytics requests IP address anonymisation, Analytics anonymises the address as soon as technically feasible at the earliest possible stage of the collection network. The IP anonymisation feature in Analytics sets the last octet of IPv4 user IP addresses and the last 80 bits of IPv6 addresses to zeros in memory shortly after being sent to the Analytics Collection Network. The full IP address is never written to disk in this case.

More information can be found at

Communication in delivery of our Professional service and Marketing

Type of Personal Informations


When you are and willingly remain our client, (you have engaged us professionally to look after your pet(s)), your pet is considered “under our care”. This means we have a necessary interest in using your contact details in the process of performing this contract. This includes contacting you in relation to any specific items of work you have asked us to perform and to advise or remind you of aspects of your pet’s healthcare. This could include urgent local veterinary health updates and reminder services for vaccination and parasite control treatments. You can ask us at any time not to communicate with you or to change how we communicate with you, however in some cases this may mean we cannot offer you aspects of our service.

If you opt-in to receive marketing information from us then, depending on what personal information we hold about you, we may decide to contact you via e-mail, SMS, telephone, or via the post. You may opt-in to receive general marketing information or we may ask you to opt-in on a case by case basis.

We will do our best to let you know what method or methods of communication we will use. Don’t forget, you can always opt-out from receiving marketing communications from us after you have opted-in or you can tell us that you only want to receive marketing communications in a particular manner, or about a particular product or service. Depending on the type of marketing campaign we might give you the ability to select how you would like to be contacted but this might not always be possible due to technical issues.


Changes To Our Data Retention Policy

We may need to change this Data Retention Policy if it’s necessary for legal reasons or to reflect changes to our services or the purposes for which we may wish to collect and process your personal information. In any case, the provisions of this Data Retention Policy may be changed without prejudice to your rights. When we change our Data Retention Policy we will make the updated Data Retention Policy available on our site and we will also update the “Last Updated” date.

Once we change our Data Retention Policy, we will use our reasonable efforts to inform you. This may include asking you to agree to the updated Data Retention Policy before we process further information about you or it may require us to suspend access to parts of our site until you agree to the updated Data Retention Policy – we will only restrict access to parts of our site where we deem it is necessary for us to collect personal information about you, for example, on our recruitment site.

You’re welcome to contact us if you have questions about the changes.

Contact Us

If you have any questions, comments or requests regarding our Data Retention Policy then please do not hesitate to get in touch with us. To make things easier for both of us we would appreciate if you your queries were addressed to our Privacy Officer at the above address.

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