Privacy policy
How we process your data
1. Preliminary remarks
1.1 Purpose
1.1.1. At Dyrlæge Niels Guss, we will continuously process various personal data about you electronically and in other systematic ways in connection with your being a customer with us. It is necessary for you to become a customer with us, so that we can treat your animals. In this connection, we are obliged to inform you about what information about you we collect, register, pass on or otherwise process.
1.1.2. The overall purpose of processing your information is to be able to carry out the administration linked to consultations/treatment for your/your animals, i.e. the conclusion of the agreement, the start, course and end of the processing process, including in relation to services etc., to which you are entitled, as well as the obligations to which you are subject.
1.2 Data responsibility and contract information
1.2.1. Veterinarian Niels Guss is the data controller for the information that is processed by us, and is therefore responsible in accordance with data protection legislation for your personal data to be processed lawfully.
1.2.2. For all the personal data mentioned, it applies that they are processed in accordance with the guidelines and framework, data protection legislation and any other legislation provides for this.
1.2.3. This means, among other things, that you can contact Veterinarian Niels Guss at any time if you have questions about our processing of your personal data, or if you wish to assert your rights in accordance with data protection legislation.
2. Processing of personal data
2.1 Customer file
2.1.1. When you contact us, we create a record of you and your animal(s) in our customer file (electronic IT system). Here we register a number of different personal data, which basically come from you.
2.1.2. We register e.g. identification number of your animal(s) and owner's contact details, including owner's name, home address, home and work telephone number, e-mail address and CPR no. when needed.
In addition, journal information about your animal(s) is continuously registered. Finally, information is recorded on other special matters such as insurance, credit agreements, health schemes and agreements on other payers.
2.1.3. The information in the system may be combined with information about other customers, e.g. to create various types of statistics and calculations for internal use and when requested by public authorities.
2.1.4. The legal basis for the processing basically follows from § 6, subsection of the Personal Data Act. 1, no. 2 (as of 25 May 2018, Article 6 (1), letter b of the Data Protection Regulation).
2.2 X-ray and scan images
2.2.1. When x-ray and scan images are taken, we record your name and identification information about your animal(s).
2.2.2. The legal basis for the processing basically follows from § 6, subsection of the Personal Data Act. 1, no. 2 (per 25 May 2018 the data protection regulation article 6 (1), letter b.
2.3 Prescription, reporting and lists of prescription drugs
2.3.1. Veterinary prescriptions contain your personal data such as your name and address. It is stipulated by law what information, including personal data, a veterinary prescription must contain in order for a pharmacy to approve the issued veterinary prescription, and for you as a customer to be able to have the prescribed medication delivered to your animal(s). Veterinary prescriptions are authorized in the executive order on prescriptions and dose dispensing of medicinal products.
2.3.2. The legal basis for the processing basically follows from § 6, subsection of the Personal Data Act. 1, no. 3 (as of 25 May 2018, Article 6 (1), letter c of the Data Protection Regulation).
2.4 Emails
2.4.1 In some cases, we log the e-mails that are sent from you to Veterinarian Niels Guss and sent from Veterinarian Niels Guss to you. This means that we register who the e-mail is from, that it is sent to or from you, when the e-mail is sent and received. The content of the e-mails that you receive and send to Veterinarian Niels Guss, and which we log, are generally recorded in your animal's electronic record.
2.4.2. As a customer of Veterinarian Niels Guss, you will receive reminders of treatments that have been agreed, or treatments that should be repeated within a set date, such as revaccination. You can opt out of reminders if you do not want reminders sent.
2.4.3. The legal basis for the processing basically follows from § 6, subsection of the Personal Data Act. 1, no. 2 (as of 25 May 2018, Article 6 (1), letter b of the Data Protection Regulation).
2.5 Calendar system
2.5.1. In our electronic calendar, we register the agreements we have with the customer. In this connection, we state your name and possibly identification information on your animal(s).
2.5.2. The legal basis for the processing basically follows from § 6, subsection of the Personal Data Act. 1, no. 2 (as of 25 May 2018, Article 6 (1), letter b of the Data Protection Regulation).
2.6 Laboratory tests and answers
2.6.1. If samples are taken from your animal(s), biochemistry or other tests are carried out on blood and parasite tests on faeces, Veterinarian Niels Guss will himself be able to culture/examine the answers to some of the samples. If Veterinarian Niels Guss does not have the equipment to analyze the test result of a sample taken, the sample will be sent to an external laboratory in Denmark, EU/EEA countries and possibly countries outside the EU/EEA. When the sample is sent and a response is received, it will contain personal information about you, such as your name and the identification number of your animal(s). Your personal data will be processed, cf. section of this letter. 3.2.
2.6.2. The legal basis for the processing basically follows from § 6, subsection of the Personal Data Act. 1, no. 2 (as of 25 May 2018, Article 6 (1), letter b of the Data Protection Regulation).
2.7. Registration of animals in registers
2.7.1. Registration of dogs in the Danish Dog Register
You have, cf. promulgation of the Act on Dogs (Dog Act), the duty to have your dog registered in the Danish Dog Register and to re-register your dog if you sell it, just as you must notify the Danish Dog Register in the event of your dog's death. If you enter into an agreement with Veterinarian Niels Guss that we register your dog on your behalf in the Danish Dog Register, we will send personal data on you and identification information on your dog to the Danish Dog Register.
2.7.2. Registration of cats
It is not a legal requirement in Denmark to have your cat registered. If you want your cat registered in, for example, the Danish Cat Register, and you enter into an agreement with Veterinarian Niels Guss that we register your cat in the Danish Cat Register on your behalf, we will send your personal data and identification information on your cat to the Danish Cat Register .
2.7.3. Legal basis
The legal basis for the processing basically follows from § 6, subsection of the Personal Data Act. 1, no. 2 (as of 25 May 2018, Article 6 (1), letter b of the Data Protection Regulation).
2.8 Payment
2.8.1. Our system for handling payment is coordinated with the customer file, which is why processing of your personal data takes place cf. section of this letter. 2.1.
2.8.2. If a credit agreement is entered into between you as a customer and veterinarian Niels Guss, this will generally only be possible if you provide your CPR number before the credit agreement is entered into.
2.8.3. The legal basis for the processing basically follows from § 6, subsection of the Personal Data Act. 1, no. 1-2 (as of 25 May 2018, Article 6 (1), letter ab of the data protection regulation).
3. Storage, transfer and disclosure, etc.
3.1. Storage of personal data
3.1.1. The information about you is stored at the company's address.
3.1.2. Certain information is also stored by our data processors in connection with the operational and IT security tasks (such as external hosting of IT programs, software backup etc.), which we solve externally. Storage of the information with external partners (our data processors) is subject to the Danish data protection rules, and data processing agreements have been entered into with data processors that must ensure that your information, among other things, not come into the hands of unauthorized persons.
3.1.3. Your personal data can also be left to our lawyers or accountants for use in solving a specific task. This could be, for example, if Veterinarian Niels Guss has used legal or auditing assistance in a case in which you are involved, and where the relevant personal data must therefore be used by our accountant or lawyer.
3.2. Transfer to third countries
3.2.1. Your data will not normally be transferred to countries located outside the EU/EEA.
3.2.2. Some of your data may be transferred to countries located outside the EU/EEA. The transfer of your personal data will then take place on the basis of (e.g. the EU's standard contracts for the transfer of personal data to third countries), which thereby guarantee a sufficient level of protection.
3.3. Disclosure
3.3.1. In connection with i.a. reimbursement from insurance companies, reimbursement from municipalities and passing on medical records, including x-rays and test results to another veterinarian in connection with referral to, among other things specialist, or the customer's wish to change to another vet, epicriser or the customer's medical record, cf. the Danish Veterinary Association's Code of Ethics, is passed on to relevant public authorities and private companies as described above in this letter. The material will contain personal information about you as well as identification information about your/your animals.
In addition, Veterinarian Niels Guss can pass on personal data about you and your animal(s) to our insurance company or other insurance companies, if this is relevant and necessary for their treatment of reported injuries, etc.
3.3.2. Your personal data may also be disclosed in connection with a potential purchase and sale of Veterinarian Niels Guss, including in connection with the investigation and clarification process (due diligence investigation) that may be carried out prior to a possible sale, etc.
3.4. Deletion of data
3.4.1. Data protection legislation does not contain specific rules on when personal data must be deleted in customer relations. This must be decided by Veterinarian Niels Guss as data controller in the individual situation. When assessing this, particular emphasis must be placed on whether continued storage serves a legitimate purpose.
3.4.2. The consideration of being able to store documentation for the history in a customer case/customer record, including that Veterinarian Niels Guss has the opportunity to see which steps have previously been taken in the customer case/customer record, is considered in practice to be a legitimate purpose. The data that Veterinarian Niels Guss uses to manage your customer relationship will therefore, as a rule, only be deleted 5 years after the customer relationship has ended at the earliest, as it is a legal requirement that prescriptions be stored for 5 years. In addition, the Danish Veterinary Association's Code of Ethics requires that original records, x-rays and scan images, etc. belonging to the veterinarian who took the records/photographs should be kept for a minimum of 5 years.
3.4.3. Other information about you, which is not necessary to store in order to manage your customer relationship, will be deleted at the time when there is no longer any factual need for continued storage, or if the law otherwise requires us to delete this information on a specific point in time.
4. Your rights
4.1 Obligation to provide information
4.1.1. Data protection legislation gives you various rights when we process personal data about you electronically. And the legislation imposes certain duties on us – such as telling you that we have collected or will collect personal data about you.
4.1.2. If in special cases we process other personal data about you or carry out a different form of processing than the one we describe here in this letter, Veterinarian Niels Guss will inform you separately about this.
4.2 Insight, correction, etc.
4.2.1. You also have the right to be told what personal data about you we have collected in connection with your customer relationship, and you have the right to gain insight into the information.
You have the right to ask that we limit, correct or delete personal data if you believe that it is, for example, incorrect or gives the wrong impression.
4.2.2. As a rule, no law authorizes a veterinary company to keep records. If a veterinary company is a member of the Veterinary Employers' Association under the Danish Veterinary Association, the veterinary company must comply with the association's Code of Ethics, which states the following:
"It is considered good ethics for the veterinary company to draw up a journal which can be used in a quality assurance context and which can be used by the vet/veterinary company in public and insurance business.
To hand over copies of medical records, x-rays, scan images, etc. to another veterinarian when the veterinary company is requested to do so in specific cases.
To hand over epicrisis, x-rays, scan images, etc. to the animal's registered owner when the veterinary company is requested to do so in specific cases.
Failing to hand over a copy of medical records, x-rays or scan images, etc. to a lay person, unless it is the animal's owner, cf. above. "
4.2.3. To the extent that you have given your consent to the processing of your personal data, you always have the option to revoke this. Veterinarian Niels Guss can, however, continue to process your personal data if Veterinarian Niels Guss has a basis for this.
4.3 Additional information
4.3.1 To the extent that you have questions about the above or your rights according to data protection legislation, you always have the opportunity to contact Veterinarian Niels Guss. You can read more about data protection legislation and your rights on the Norwegian Data Protection Authority's website www.datatilsynet.dk
The Danish Data Protection Authority is the authority that can ultimately assess whether your personal data is processed lawfully – for example as part of a complaint. You therefore always have the option of submitting a complaint to the Data Protection Authority.
This document belongs to the Veterinary Employers' Association and the copyright to the document is protected.
