Privacy Policy

Who we are

This website is operated by Inchcolm Veterinary Services ("we", "us", "our"), Unit 7B (GF), Castle Industrial Centre,
Queensferry Road, Dunfermline, Fife, KY11 8NT. We are the data controller for the personal data described in this policy.

If you have any questions about this policy or how we handle your data, contact us on 01383 732 662 or orders@inchcolmvets.co.uk.

What personal data we collect

We collect personal data in two places on this site:

• The contact form — your name, email address, phone number, company/farm name (if given), and the message you send us.
• The Client Portal — if you are a client, our staff create an account for you containing your name, email address, company/farm name and an internal client reference. Documents relating to your flock's health (lab reports, visit reports and other veterinary paperwork) are stored against your account. We do not collect personal data about you beyond what's needed to run your account and deliver these documents.

We do not use this site to collect payment details, and we do not run any advertising trackers or analytics that build a profile of visitors.

How we use your data, and why

What	Why (legal basis)
Responding to a contact form enquiry	Legitimate interest — answering questions from prospective and existing clients
Creating and running your Client Portal account	Performance of our contract with you (or the company you represent)
Storing and sharing your flock's veterinary documents	Performance of our contract with you
Emailing you about your account or a new document	Performance of our contract with you

Who we share it with

We don't sell your personal data, and we only share it with the following third parties, strictly to run this website and deliver our services:

• Brevo (Sendinblue SA) — sends the emails this site generates (contact form replies, Client Portal notifications, account and password emails) on our behalf.
• Our website hosting provider — stores the website, the database and your documents on our behalf.
• Google Fonts — this site loads typefaces from Google's servers, which involves your browser making a request to Google as your page loads. See our Cookie Policy for more detail.

We may also disclose personal data where we're required to by law, or to protect our rights or the safety of others.

How long we keep your data

We keep Client Portal accounts and documents for as long as you remain a client, and for a reasonable period afterwards in case they're needed for ongoing animal health records or a legal or regulatory reason. Contact form enquiries are kept only as long as needed to deal with your enquiry, then deleted. You can ask us to delete your data sooner — see "Your rights" below.

Where your data is stored

Your data is stored on our hosting provider's servers. Some of the third parties listed above (including Brevo and Google) may process data outside the UK; where that happens, they are required to provide an adequate level of protection for your data, for example under the UK's international data transfer rules.

How we keep it secure

Client Portal documents are stored outside the web root and are never directly accessible by URL — every download is checked against your logged-in account first, so a client can only ever see their own documents. Accounts are created and managed by our staff, and passwords are never visible to anyone at Inchcolm beyond the point they're set. We use industry-standard hosting and website security practices to protect the site.

Your rights

Under UK GDPR, you have the right to:

• Ask us what personal data we hold about you, and get a copy of it
• Ask us to correct inaccurate data
• Ask us to delete your data, or restrict how we use it
• Object to us using your data, in some circumstances
• Ask us to move your data to another organisation

To exercise any of these rights, contact us using the details above. If you're not happy with how we've handled your data, you also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO).

Children's data

This website and the Client Portal are intended for business use by poultry producers and related businesses, not for children, and we do not knowingly collect data from children.

Changes to this policy

We may update this policy from time to time — for example, if we start using a new service on the site. The date at the top of this page shows when it was last updated. We'd encourage you to check back periodically.