Privacy Policy

1. Introduction

Autumn Tails (referred to as “we,” “us,” or “our”) is a mobile veterinary practice specialising in home euthanasia services. We are committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, store, and protect your personal data in compliance with the General Data Protection Regulation (GDPR).

2. Data Controller

The data controller responsible for your personal data is Autumn Tails. For any questions regarding this policy or our data practices, please contact us at lizzie@autumntails.co.uk or 07356267167

3. Data We Collect

We may collect and process the following types of personal data:

Personal Identification Information: Name, address, email address, phone number.
Pet Information: Pet’s name, age, breed, medical history, and any relevant health records.
Payment Information: Billing address, payment method details, and transaction history.
Communications: Records of communication between you and our practice, including emails, phone calls, and written correspondence.
Service Details: Information regarding the veterinary services provided, including date, location, and specific details of the euthanasia procedure.

4. Data Collection Methods

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.
Like many businesses, we also collect information through cookies and similar technologies.
The information we collect includes:
Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called 'crash dumps'), and hardware settings).
Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
Location Data. We collect location data such as information about your device's location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your Location setting on your device. However, if you choose to opt out, you may not be able to use certain aspects of the Services.

5. How We Use Your Data

We use your personal data for the following purposes:

To Provide Services: To perform veterinary services, including home euthanasia, and to manage your appointments and service requests.
Communication: To communicate with you regarding your pet’s care, upcoming appointments, and to respond to enquiries or requests.
Billing and Payment Processing: We process payments via our website provided by WIX, we also offer paypal and stripe payment. We do not accept payments over the phone.
Sharing with Third Parties:
- Registered Veterinary Practice: Your details will be shared with your registered veterinary practice if necessary.
- Crematorium Services: If you choose to use cremation services, your details will be shared with the crematorium of your choice.
Insurance Claims: If you request assistance with insurance claims, we will use your details to complete the necessary forms.
Compliance and Legal Obligations: To comply with legal obligations, such as maintaining records for regulatory purposes and responding to lawful requests from authorities.
Service Improvement: To improve the quality of our services and enhance customer experience.

6. Legal Basis for Processing

We process your personal data based on the following legal grounds:
• Performance of a Contract: Processing is necessary for the performance of a contract to which you are a party (e.g., providing veterinary services).
• Consent: Where you have provided your explicit consent for specific purposes (e.g., sharing details with a crematorium).
• Legal Obligation: Processing is necessary to comply with legal obligations (e.g., record-keeping for regulatory compliance).
• Legitimate Interests: Processing is necessary for our legitimate interests, such as improving our services, provided these interests are not overridden by your rights.

7. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected and to comply with legal and regulatory obligations. After this period, your data will be securely deleted or anonymised.

8. Data Sharing and Disclosure

We do not share your personal data with third parties, except in the following circumstances:

Service Providers: We may share your data with trusted service providers, such as Elavon for payment processing. These third parties are bound by contractual agreements to protect your data and process it only in accordance with our instructions.
Registered Veterinary Practice: Your details may be shared with your registered veterinary practice, although we generally do not request your pet’s full medical history since our services are specialised in home euthanasia.
Crematorium: If you opt for cremation services, we will share your relevant details with the crematorium you select.
Legal Compliance: We may disclose your data if required to do so by law or in response to legal requests from authorities.
Business Transfers: In the event of a merger, acquisition, or sale of our business, your personal data may be transferred to the new owners, who will continue to uphold the terms of this Privacy Policy.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or alteration. These measures include encryption, secure storage, access controls, and regular security assessments. Information transmitted through our website, emails, and texts is encrypted and stored securely to ensure data protection.

10. Use of Cookies

Our website uses cookies to enhance your browsing experience and to collect data about site usage. Cookies are small text files that are stored on your device when you visit our website. They help us understand how our site is used and how we can improve it.

Types of Cookies Used:

Essential Cookies: These are necessary for the website to function properly.
Analytical Cookies: These help us analyse how our website is used and to improve its functionality.

You can manage your cookie preferences through your web browser settings. However, disabling cookies may affect your experience on our website.

11. Data Breach Policy

In the event of a data breach, we will take the following actions:

Identify and Contain: We will immediately identify and contain the breach to prevent further data loss.
Assessment: Assess the scope and impact of the breach, including the type and volume of data involved.
Notification: We will notify affected individuals and the relevant supervisory authority (e.g., the Information Commissioner’s Office) within 72 hours of becoming aware of the breach, if the breach poses a risk to the rights and freedoms of individuals.
Mitigation: Implement measures to mitigate the effects of the breach and prevent future occurrences.
Documentation: We will document the breach, the steps taken to address it, and the outcomes.

12. Your Rights

Under the GDPR, you have the following rights regarding your personal data:

Access: You have the right to request access to your personal data and obtain a copy of it.
Rectification: You have the right to request correction of any inaccurate or incomplete personal data.
Erasure: You have the right to request the deletion of your personal data, subject to certain conditions.
Restriction: You have the right to request the restriction of processing your personal data in certain circumstances.
Objection: You have the right to object to the processing of your personal data for specific purposes.
Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to have it transferred to another data controller where technically feasible.
Withdraw Consent: If processing is based on your consent, you have the right to withdraw consent at any time.

To exercise your rights, please contact us at lizzie@autumntails.co.uk or 07356267167

13. Reviews and Testimonials

We may quote reviews or testimonials from clients without seeking prior consent. However, if you object to the use of your review or testimonial, you may contact us by any means, and we will promptly remove it. We will always seek explicit consent if we wish to use any personal information from reviews for marketing purposes.

14. Version Control

This Privacy Policy is subject to change. Below is a log of the changes made:

Version 1.0: 08 September 2025 Initial Release

We encourage you to review this policy periodically for updates. Any changes will be posted on our website and, where appropriate, notified to you via email.

15. Contact Information

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

lizzie@autumntails.co.uk

07356267167