Privacy Policy

Introduction and Summary‍

At The Pet Euthanasia People we know that your personal information is important to you. That’s why whenever we process it, we only use what we need to, and we do everything we can to ensure it is appropriately protected.

This notice explains the situations where we may process your personal data and the steps, we take to protect it. In summary:

• Most of the personal information we collect is provided directly by you and is necessary to deliver the service you have requested. We only ask for the information that we absolutely need.

• We do collect some personal information automatically – such as IP addresses, pages viewed on our website and links you’ve clicked on. This is predominantly through the placement of cookies which are explained in detail later.

• If you have given us appropriate permission to do so, we may send you information about products and services we offer.

• If you have given us appropriate permission to do so, we may use images, videos and reviews that you provide of your pet (and you, if applicable) in online promotion of services we offer.

• If you have given us appropriate permission to do so, we may share your information with businesses that partner with The Pet Euthanasia People.

• To help you get the most out of our marketing, we may sometimes tailor it to you using your personal information. We will do this by building a profile about you, for example, to understand what services you currently use, or may have a future need for. You can object to this (explained later) and receive non-personalised marketing instead.

• We use selected third parties to provide some of our services (e.g., Stripe to process payments) and will share the minimum personal data necessary with them to do so.

• Like most organisations, we use third parties to support the running of our business eg. providing a service to you) and, in certain circumstances, these third parties may have access to your data. This may be from outside of the European Union. Where this is the case, we have appropriate protective measures in place to ensure your information is appropriately protected. Except for tailored marketing (as mentioned above) we do not make any automated decisions - i.e., a decision which does not involve a human providing an opinion - about you in delivering our services.

Updating this notice

The Pet Euthanasia People keeps its privacy policy under regular review, and we may make changes to this notice at any time and will either contact you with the modified terms or by posting a copy of them on our website. Any changes will take effect 7 days after the date of our email or the date on which we post the modified terms on the website, whichever is earlier. Your continued use of our services after that period expires means that you agree to be bound by the modified policy.

How can you contact us?

You can contact us by email at hello@pepvets.com or by telephone at 0161 399 4684.

What if you need to complain about how we have used your personal information?

You can make a complaint about how we have used your personal information to us by contacting us at hello@pepvets.com

You are also entitled to complain to the Data Protection Supervisory Authority – which in the UK is the Information Commissioner's Office (ICO). You can find their contact details at https://ico.org.uk

What are your privacy rights and how can you exercise them?

Under law, you have the following rights:

• Right of Access: you have the right to know how we process your personal information (as explained in this notice) and a right to receive a copy of your personal information.

• Right of Rectification: you can ask us to change or complete any inaccurate or incomplete personal information held about you.

• Right to Object: you have the right to object, in certain circumstances, to us processing your personal information. For example, you can object to us sending you marketing material or using your personal information to create a profile about you.

• Right to Erasure: in certain circumstances, you can ask us to delete your personal information. For example, where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.

• Right of Portability: you have the right to ask us to send a copy of certain elements of your personal information (predominantly information you have shared directly with us) to another company.

• Right to Restrict: you can ask us to restrict the personal information we use about you where you have asked for it to be erased (and the erasure has not taken place, or we were unable to erase the data when we should have) or where you have objected to our use of it.

To exercise the Right of Access, email us at hello@pepvets.com

Exercising your rights is free and we will respond to any request as quickly as we can. Under current law, we have up to a calendar month to respond to any request. We will endeavour to meet this. If we can’t, we’ll contact you to explain why we need to extend the time limit along with the reason why.

What personal information do we collect and how is it used?

What we collect and how we use it depends on how you interact with us and the specific services you have requested. This is outlined below.

• To fulfil your needs - we capture your name, e-mail, we process your payment card details to provide the services you have requested. We do not store these details.

• If you interact with us online (for example, when you use our website, digital services, or post comments on our Facebook page) we will indirectly collect information about you. We collect certain usage information when you utilise our website such as Internet Protocol (“IP”) addresses, log files, unique device identifiers, pages viewed, browser type, any links you click on to leave or interact with our website and the products and services we offer, and other usage information collected from cookies and other tracking technologies. For example, we collect IP addresses to track and aggregate non-personal information, such as using IP addresses to monitor the regions from which users navigate our website. We collect this information for our own legitimate business interests to enable us to understand how digital services are used and how we can improve them.

For more information on our Cookie Policy please go to this link.

• If you have an account with us online, we may collect your IP address as part of the login process. This is a security feature to protect your account.

• If you choose to share photos or videos for our use in online promotion, we will use those photos or videos in accordance with the consent you grant. You can always withdraw consent you have granted by contacting us at hello@pepvets.com. Please allow us a reasonable time after receiving your notice to cease all use of your materials.

• If you call us, we may record the call to improve quality of service delivery. We do this for our own legitimate interests, primarily to enable us to improve our customer experience.

• If you visit one of our offices as a guest (contractors, suppliers, guests, other non-customer individuals) on a one-time/ad-hoc basis or as part of a long-term agreement, your first name, surname, organisation/company name and vehicle registration may need to be recorded in our visitor system for the purposes of site security, health, and safety.

What personal information do we collect ?

• Your name. We ask for your name to provide you with a personalised service.

• Your address. We ask for this so that our Vets can attend to your home and provide the services requested.

• Your mobile phone number. This is so we can communicate with you and make arrangements to provide our service to you.

• Your email may be used to communicate to you in order to provide you with our service.

• Your pet’s name, age, temperament, gender, breed, reason for euthanasia. We collect these details to ensure we can provide our Vet with all the necessary information to be able to provide our service to you.

• Your Pet’s Day to Day Vet Practice Name and contact details. We collect this information so that we are able to let your vet know we have provided this service to you if you would like us to do that.

• Insurance Company details. We ask for this information in case you would like us to work with your insurer if you are submitting a claim for our services.

Who do we share your personal information with?

In the previous section we described particular instances where we share your personal information with others. There are also other third parties that we use to deliver services to you. In this section, we have summarised the categories of third parties who we may share your data with.

• Postal services and couriers – for typical business purposes, to deliver a card or products to your address.

• Third party content processors – for example, Stripe to enable you to make a payment to us digitally for our services.

• Law Enforcement Agencies (LEA) – where we are required to do so by law, we will release personal data to LEA’s (e.g., the police). This will most likely be for the detection or prevention of crime, or to exercise or defend a legal claim.

Where do we process your personal data from?

We may need to transfer your information outside the UK to service providers, agents, and subcontractors in countries where data protection laws may not provide the same level of protection as those in the United Kingdom, such as the USA. Where this happens, we agree specific assurances in our contracts with those providers to ensure there are appropriate controls in place to protect your data.

How long will we keep your personal information?

We will retain your personal information for as long as we are legally or contractually required to do so, or for a period which is justifiable to meet our business needs. The exact retention period varies depending on the type of information and purpose for use, if you require any further information on retention periods, please contact us at hello@pepvets.com.

Marketing and profiling

If you have given your consent, we will contact you about the products and services we offer.

We will send these communications to you by either email, WhatsApp or SMS, depending on what you signed up to. Our marketing communications will include instructions on how to opt-out. At any time, you can change your marketing preferences by emailing: hello@pepvets.com.

The marketing we send to you may be tailored to make it more relevant. This is done by analysing the data we hold on you (e.g. services previously used, age, address) to create a profile. If you want to receive marketing from us, but do not want this to be tailored then you can object to the profiling as described under "What are your privacy rights and how can you exercise them?". Alternatively, unsubscribing from marketing will also cease the profiling activity we conduct.

If you have consented to marketing, you may also receive adverts from us online and on social media. We send pseudonymised data to companies such as:

• Facebook / Instagram

• Google / Bing

• LinkedIn

• Twitter

• TikTok

This means we send the data in a way that only the intended end user (e.g., Facebook, Google) can understand. We may also use your data to build profiles and/or custom audiences. When we do this, we anonymise your data. This means we send your data to platforms (e.g., Facebook, Google) in a way that means you cannot be identified by it.

We only work with companies who take privacy as seriously as we do.

If you visit our website via an affiliate link, we will send some information about you to the affiliate network. The nature of the personal data processed is non-sensitive and technical. Our network partner uses cookies and other mechanisms to collect analytical information to help analyse the actions people take on affiliate websites and ours. They process this information to improve their understanding and to compile statistical reports regarding that activity. This information is not used by the network to develop a personal profile of you.

Keeping you up to date

To deliver our services to you, it is necessary to contact you using the contact mechanisms you have given us. This may be by issuing an email, WhatsApp, SMS or by phone. These communications are necessary, and we will use the relevant communication method to ensure we provide you with the information you need. You can inform us of communication preferences (e.g., email rather than phone call) and we will endeavour to follow your preferred mechanism. However, we reserve the right to use any contact information we have to deliver necessary information to you.