Who we are
Name: Access Vet Exports Limited
Address: Export House, 109 Beresford Road, Prenton, Wirral, CH43 2JD United Kingdom
E-mail: info@exports.vet
Access Vet Exports Limited (‘we’, ’us’ or our’) by offering a full veterinary export service will gather and process your personal data in accordance with this notice and relevant data protection regulations and law. We value your privacy in safeguarding all your personal data and sensitive information from companies and/or staff which is shared with us. This statement sets out how we collect and store your data and does not constitute any form of contract.
What type of information we hold
Personal information is information that we hold that can allow identification of you.
We currently may collect and process the following information:
Business commercial invoices, commercial documents and commercial information related with the export process.
Business sensitive information which we may acquire during the service provided and may be stored as part of our records for data capture to record events to do with the official exportation service we provide.
Customer and Clients details.
For current and prospective colleagues we may also obtain and store personal identifiers, characteristics and personal contact details (including name, title, address, email addresses, date of birth, marital status, next of kin, emergency contacts, dependents)
National Insurance number and bank details
Current and past job details for employees and free-lance / self employed contractors (including salary, start/finish dates, contactual and non-contractual benefits, location of employment or place(s) of work, professional memberships, CPD training records).
Hiring legal information (including CV, covering letters, references, right to work documentation, and other personal identifier associated with placement of work including passports and driving licences and other forms of identification (ID)).
Personal data from various sources collected in the process of referencing e.g absence records, health records, trade union memberships, disciplinary action etc.
Other sensitive data which you may share with us or is collected through our hiring process including biometric data, ethnicity, religious beliefs, political views, sexual orientation, criminal activity and other data.
How we get the information and why we have it
Most of the business and personal information we process is provided to us directly by you for one of the following reasons:
Part of the standard information attached with supporting evidence for the certification process.
Legal requirement to obtain and hold supporting evidence to ensure we are confident to certify goods for exportation.
We also receive personal information indirectly, from the following sources in the following scenarios:
Information required for our routine recruitment process for staff, collected usually directly from staff themselves.
From our referencing or background identity processes including previous employers information. From Government checks for working and residential eligibility to comply with UK working laws and other reference sources.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a)Your consent. You are able to remove your consent at any time. You can do this by contacting us at info@exports.vet
(b) We have a contractual obligation as you have chosen to enter a contract with us.
(c) We have a legal obligation to fulfil our part.
(d) We have a vital interest.
(e) We need it to perform a task.
(f) We have a legitimate interest.
What we do with the information we have
We use the information that you have given us in order to:
Record and collect supporting information for evidence for the exportation service we provide.
Hold and store relevant information as required by law for 3 years for Export Health Certificates.
Recording details for invoicing and business relations.
Accounting and auditing compliance
Fraud prevention
Health and safety
Complying with our IT policy and access to our computer data and communications platforms.
For internal hiring to assess your criteria and for background checks:
Assessing your ability to work including health purposes, criminal convictions and background checks
Equal opportunities monitoring and analysis of data to understand engagement, retention and attrition rates
Checking staff and contractors are entitled and have the legal right to work in the UK
Assessing qualifications and discussing these with employers and yourself including promotions and/or any disciplinary action
Managing payments and how staff/contractors are paid to comply with UK tax rules dependent on your employment status
Liaising with pension providers, providing contactual and non-contractual benefits
Making performance reviews and decisions abut promotions or continued employment or engagement with ourselves, including the termination of our working relationship.
We may share this information with various organisations or individuals for the reasons we have listed above.
Consequences of not providing your data
You are not obligated to provide us with your business or personal information. However, if you are unable to provide us with the information we require at the appropriate times in order to provide you with our services, we may not be able to fully provide these services or comply with our legal obligations and as such may need to terminate our working relationship.
How we store your information
Access Vet Exports Limited will only retain your personal data for as long as is necessary. Your information is securely stored on our database and we are required under UK law to keep your export data for at least 3 years with staff personal data for a minimum of 6 years (after which it will be securely destroyed).
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your business or personal information.
Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at info@exports.vet or write to us at Access Vet Exports Limited, Export House, 109 Beresford Road, Prenton, Wirral, CH43 2JD, United Kingdom if you wish to make a request.
How to complain
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Changes to this Privacy Notice
This notice and the contents contained are for information only. Access Vet Exports Limited reserves the right to change the above information at any time without prior notice. Any significant changes we will notify all stakeholders as necessary.