Privacy Policy
Privacy Policy
Archway Veterinary Practice
Last updated: 15 October 2026
1. Introduction
At Archway Veterinary Practice, we are committed to protecting your privacy and handling your personal information responsibly, securely and transparently.
As an independent veterinary practice, we understand the trust you place in us when registering your animals and using our services. Protecting your personal information is an important part of that trust.
This Privacy Policy explains how we collect, use, store and protect your personal data when you visit our website, register with our practice, contact our team or use our veterinary services.
We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK data protection legislation.
2. Who We Are
Archway Veterinary Practice provides veterinary care and related services for pets and other animals, including consultations, preventative healthcare, diagnostic services, surgical procedures, rehabilitation, referrals and emergency veterinary care.
For the purposes of applicable data protection legislation, the organisation operating Archway Veterinary Practice is responsible for deciding how and why your personal information is processed.
Contact details
Archway Veterinary Practice
Lindale Hill
Lindale
Grange-over-Sands
Cumbria
LA11 6LU
Telephone: 015395 32669
Email: info@archway-vets.com
Website: www.archway-vets.com
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us using the details above.
3. Information We Collect
We may collect and process the following information when you register with or use Archway Veterinary Practice.
Personal and contact information
Your full name, title and address.
Email address and telephone numbers.
Preferred methods of communication.
Information you provide through our registration forms, website enquiries and other communications.
Animal and veterinary information
Your animal's name, species, breed, age, sex and date of birth.
Microchip numbers and other identification details.
Vaccination records and medical history.
Clinical notes, diagnostic results, prescriptions and treatment plans.
Information received from previous veterinary practices or referral providers.
Details of consultations, appointments and veterinary procedures.
Although information relating solely to an animal is not normally personal data, veterinary records may contain information that identifies an owner or another individual.
Financial and administrative information
Billing addresses and payment records.
Invoices, outstanding balances and transaction history.
Pet insurance information and claim details.
Membership and payment information relating to our Complete Wellness Plan, where applicable.
Website and communication information
Information submitted through website forms.
Correspondence sent by email, telephone, WhatsApp or other communication channels.
Technical information about your use of our website, which may include IP addresses, browser information and cookies, where collected.
We aim to collect only the information reasonably necessary to provide our services and manage our relationship with you.
4. How We Use Your Personal Information
We use your personal information for the following purposes.
Registration and account management
To process your registration, create and maintain your client account, verify your details and contact previous veterinary practices to obtain your animal's clinical history.
Providing veterinary care
To arrange appointments, maintain clinical records, provide veterinary advice, prescribe medication, manage ongoing treatment and support the health and welfare of animals in our care.
Communicating with you
To send appointment confirmations, reminders, vaccination notifications, treatment updates, test results and other important information relating to your animal's care.
Referrals and specialist treatment
To arrange referrals, diagnostic investigations or specialist veterinary treatment, including sharing relevant information with other veterinary professionals involved in your animal's care.
Payments, insurance and healthcare plans
To process payments, manage invoices, assist with pet insurance claims and administer our Complete Wellness Plan.
Practice administration
To maintain accurate records, respond to enquiries, handle complaints, improve our services and meet applicable professional, regulatory and legal obligations.
Marketing and practice updates
Where permitted by law, we may contact you about relevant practice news, services, offers or events.
Where consent is required for marketing, we will obtain it separately. You may opt out of marketing communications at any time.
We will not use your personal information for purposes incompatible with those described in this policy without an appropriate lawful basis.
5. Our Lawful Bases for Processing Your Data
Under UK GDPR, we must have a lawful basis for collecting and using your personal information.
Depending on the circumstances, we may rely on:
Contractual necessity
Where processing is necessary to provide veterinary services you have requested or to take steps before entering into a contract with you.
This may include registration, appointment management, billing and maintaining records required to provide ongoing veterinary care.
Legal obligations
Where we must process or retain information to comply with applicable laws, regulatory requirements or professional obligations.
Legitimate interests
Where processing is necessary for our legitimate business interests, provided these are not overridden by your rights and freedoms.
These interests may include managing our practice, maintaining appropriate records, protecting our business, responding to enquiries and ensuring continuity of veterinary care.
Consent
Where we specifically ask for your permission to use personal information for an optional purpose, such as certain marketing communications.
You may withdraw your consent at any time. Withdrawal will not affect processing already carried out lawfully.
We do not rely on consent as the sole lawful basis for processing information necessary to provide routine veterinary services.
6. Sharing Your Personal Information
We may share relevant personal information with trusted organisations and professionals where necessary to provide our services, meet legal obligations or manage our practice.
These may include:
Other veterinary practices, referral centres and specialist veterinary professionals.
Diagnostic laboratories, imaging providers and veterinary treatment providers.
Pet insurance companies when assisting with insurance claims.
Providers involved in administering our Complete Wellness Plan.
Veterinary software, appointment management, IT and secure data storage providers.
Payment processors, accountants and professional advisers.
Regulatory authorities, law enforcement agencies or other organisations where disclosure is required or permitted by law.
Where appropriate, we require organisations processing personal data on our behalf to protect it and handle it in accordance with applicable data protection requirements.
We do not sell your personal information to third parties.
7. Obtaining Records from Previous Veterinary Practices
When you register your animal with Archway Veterinary Practice, we may contact your previous veterinary practice to request relevant clinical records.
This helps our veterinary team understand your animal's medical history and provide appropriate, informed and continuous care.
The information requested may include vaccination history, previous diagnoses, prescribed medications, test results and other relevant clinical information.
Any personal information contained within those records will be handled in accordance with this Privacy Policy.
8. How We Store and Protect Your Information
We take appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.
These measures may include:
Access controls for practice systems and records.
Password-protected accounts and appropriate user permissions.
Secure systems for storing and managing veterinary records.
Staff confidentiality obligations and data protection procedures.
Appropriate safeguards when using external service providers.
Access to personal information is restricted to authorised individuals who need it for legitimate practice purposes.
Although we take reasonable steps to protect personal information, no electronic storage or transmission system can be guaranteed to be completely secure.
9. How Long We Keep Your Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing veterinary care, maintaining clinical histories, managing accounts and complying with legal or professional obligations.
Retention periods may vary depending on the type of information, applicable veterinary professional guidance, legal requirements and the circumstances of an individual case.
When personal information is no longer required, we will securely delete, destroy or anonymise it, where appropriate.
Certain clinical and financial records may need to be retained after your animal is no longer registered with our practice.
10. Your Data Protection Rights
Under UK data protection law, you have certain rights regarding your personal information, subject to applicable conditions and exemptions.
These include:
Right of access: Request a copy of the personal information we hold about you.
Right to rectification: Ask us to correct inaccurate or incomplete personal information.
Right to erasure: Request deletion of personal information in certain circumstances.
Right to restrict processing: Ask us to limit how we use your personal information in certain circumstances.
Right to object: Object to processing based on legitimate interests and to direct marketing.
Right to data portability: Request certain information in a structured, commonly used and machine-readable format where applicable.
Right to withdraw consent: Withdraw consent where consent is the lawful basis for processing.
You also have rights relating to certain decisions made solely through automated processing, where applicable.
These rights are not absolute. For example, we may need to retain certain information to comply with legal obligations or maintain necessary veterinary records.
To exercise your rights, please contact info@archway-vets.com.
We will respond to requests within the timeframes required by applicable data protection legislation.
11. Marketing Communications
We may occasionally provide information about our veterinary services, preventative healthcare, practice news and relevant offers.
Where marketing consent is required, we will request it separately from your agreement to our general registration terms or acknowledgement of this Privacy Policy.
You can opt out of marketing communications at any time by following the unsubscribe instructions provided or contacting our practice.
Essential communications relating to appointments, treatment, clinical care, account administration and other necessary services are not treated as optional marketing communications.
12. Our Website and Cookies
Our website, www.archway-vets.com, may use cookies and similar technologies to support website functionality, understand website usage and improve the visitor experience.
Some cookies are essential for the operation of the website. Other cookies, including certain analytics or marketing cookies, may require your consent before they are placed on your device.
Where applicable, we will provide information about the cookies used and appropriate options for managing your preferences.
You can also manage cookies through your browser settings.
13. Third-Party Services and External Links
Our website and services may include links to external websites or services, including insurance providers, payment services and other veterinary-related organisations.
These organisations may have their own privacy policies and data protection practices.
We encourage you to review their privacy information before providing personal information directly to them.
This Privacy Policy does not govern the independent processing activities of third-party organisations.
14. International Data Transfers
Some technology or service providers may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we will ensure that appropriate protections are in place as required by applicable UK data protection legislation, such as an applicable adequacy arrangement or approved contractual safeguards.
You may contact us for further information about relevant safeguards.
15. Children's Personal Information
Our veterinary services are generally arranged and managed by adults responsible for the animals in our care.
Where personal information relating to a child is provided to us, we will handle it appropriately and in accordance with applicable data protection legislation.
We do not knowingly collect children's personal information through our website for unrelated marketing purposes.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or the way we handle personal information.
Any updated version will be published on our website with a revised last updated date.
We encourage you to review this page periodically.
17. Contact Us or Make a Complaint
If you have any questions, concerns or requests regarding your personal information, please contact us:
Archway Veterinary Practice
Lindale Hill
Lindale
Grange-over-Sands
Cumbria
LA11 6LU
Email: info@archway-vets.com
Telephone: 015395 32669
If you are unhappy with how we have handled your personal information, you also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Information Commissioner's Office
Website: www.ico.org.uk
Telephone: 0303 123 1113
We would appreciate the opportunity to address any concerns directly before you contact the ICO.