Privacy Policy

This Privacy Policy (“Policy”) describes how ACG Medical Limited trading as “SigmaVet” (“SigmaVet”, “we”, “us”, or “our”) collects, uses, discloses, and protects personal data when you (“User”, “you”, or “your”) use our website and any of its products or services (collectively, the “Website” or “Services”). It also explains your rights and how to exercise them.

1) Controller and Contact Details

• Legal entity and trading name: ACG Medical Limited, trading as SigmaVet

• Registered office: 8A New Road, Chatteris, PE16 6BJ, United Kingdom

• Jurisdiction: United Kingdom (UK GDPR and Data Protection Act 2018)

• ICO registration: ZB961422; registration expires August 2026

• Contact email: contact@sigmavet.uk

• Phone: 01354 553457

• Postal: 8A New Road, Chatteris, PE16 6BJ, United Kingdom

2) Data Protection Officer (DPO)

• Name: Andrei Ghiorghiu

• DPO contact email: contact@sigmavet.uk

• DPO phone: 01354 553457

• Postal: 8A New Road, Chatteris, PE16 6BJ, United Kingdom

3) What We Collect

3.1 Personal data you provide directly

• Identity and contact details: name, postal address, email address, telephone number

• Pet information: pet’s name and information relating to your pet’s health

• Communication preferences and correspondence with us

3.2 Personal data not obtained directly from you

• Direct mail campaign data sourced by third-party providers on our behalf for postal marketing. We instruct these providers, but we do not receive or directly access the underlying personal data unless you subsequently contact us or become a client.

3.3 Non-personal/technical data collected automatically

• IP address, browser type/version, operating system, language preferences, referring/exit pages, pages visited, time/date of access, search terms, and similar analytics information.

4) Purposes and Lawful Bases for Processing

• Providing veterinary services

  • Purposes: client onboarding, appointment management, maintaining veterinary records, client communications, and service delivery.

  • Lawful bases: performance of a contract or steps prior to entering into a contract; legitimate interests (to deliver and improve veterinary care); compliance with legal obligations applicable to veterinary practices.

• Veterinary records that may include pet health information

  • Lawful bases: legitimate interests (provision of veterinary services and continuity of care) and compliance with legal obligations (e.g., record-keeping requirements).

• Marketing and advertising (including direct mail)

  • Purposes: informing you about services, updates, and offers related to veterinary care.

  • Lawful bases: consent where required; otherwise legitimate interests (proportionate, relevant communications). You can object at any time.

• Website operation, security, and analytics

  • Lawful bases: legitimate interests (operate, secure, and improve our Website and Services).

You can contact us to clarify the specific lawful basis applicable to your data or whether providing certain data is a statutory/contractual requirement.

5) Recipients of Personal Data

• We do not share your personal data with third parties for their own purposes.

• Service providers acting on our instructions (processors) may be used for:

  • IT hosting, maintenance, and security

  • Practice management systems and communications tools

  • Direct mail providers (who source postal lists and send mail on our behalf)
    These providers are bound by contractual obligations to process data only on our instructions and to protect it appropriately.

6) International Transfers

• UK only. We do not intentionally transfer personal data outside the United Kingdom. If a transfer becomes necessary (e.g., due to hosting or sub-processors), we will implement appropriate safeguards and update this Policy.

7) Retention Periods

• Client records (including pet health records): kept indefinitely while you remain in our database, unless you ask us to remove them and we are not required to retain them by law.

• Marketing data: retained until you opt out or object, after which we will cease marketing and, where applicable, suppress your details to respect your preference.

• Technical/analytics data: retained for a period appropriate to our operational needs and security; typically a shorter period unless needed for security, legal, or audit purposes.

Note: In some cases, we may need to retain certain records to comply with legal obligations, to resolve disputes, or to enforce agreements.

8) Your Rights

Under UK data protection law, you have the right to:

• Access your personal data and obtain a copy

• Rectify inaccurate or incomplete data

• Erase your data in certain circumstances

• Restrict processing in certain circumstances

• Object to processing, including direct marketing at any time

• Data portability for data you provided to us where processing is based on consent or contract and is carried out by automated means

• Withdraw consent at any time where consent is the basis for processing

To exercise your rights, contact us using the details above. We will respond without undue delay and within one month.

9) Right to Lodge a Complaint

You have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO). For details, see ico.org.uk. We would appreciate the chance to address your concerns before you contact the ICO, so please contact us first.

10) Cookies and “Do Not Track”

• Cookies: We use cookies to operate and improve the Website and for analytics. You can control cookies via your browser settings. For general information, visit internetcookies.org.

• Do Not Track: The Website does not currently respond to DNT signals. We limit our collection and use of personal information as set out in this Policy.

11) Security

We maintain appropriate administrative, technical, and physical safeguards to protect personal data. No method of transmission over the Internet or electronic storage is completely secure; we cannot guarantee absolute security.

12) Data Breach

If we become aware of a breach that may pose a risk to your rights and freedoms, we will assess and, where required, notify the ICO and affected individuals in accordance with applicable law. We may also post a notice on the Website.

13) Legal Disclosures and Business Transfers

We may disclose information as required or permitted by law (e.g., legal process, protecting rights/safety, investigating fraud). In the event of a business transition (e.g., merger, acquisition, asset sale), personal data may be transferred as part of that transaction in accordance with applicable law.

14) Changes to This Policy

We may update this Policy from time to time. If we make material changes, we will post the updated Policy on the Website and indicate the effective date. Your continued use of the Website or Services signifies your acceptance of the updated Policy.

15) Contact Us

If you have questions about this Policy or wish to exercise your rights, contact:

• Email: contact@sigmavet.uk

• Phone: 01354 553457

• Postal: ACG Medical Limited (trading as SigmaVet), 8A New Road, Chatteris, PE16 6BJ, United Kingdom