Privacy Policy

Torch Farm & Equine Limited

Last updated: April 2026

Torch Farm & Equine Limited (“we”, “our”, “us”) is committed to protecting your personal data and ensuring transparencyabout how we use it. This Privacy Policy explains how we collect, use, store, and protect your information when you use ourwebsite or visit any of our practices. This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data Controller

Torch Farm & Equine Limited Email: info@torchvets.comTelephone: 01271 879516

We are the Data Controller responsible for your personal data.

2. Personal Data We Collect

Information you provide directly

  • Name
  • Address
  • Telephone number(s)
  • Email address
  • Insurance company details
  • Details of your animals
  • Payment information (processed securely via Lloyds Cardnet)
  • Information submitted via telephone, email, website forms, or in person
  • Client Contact Preferences forms

Information from external organisations

We may receive personal data from:

  • Animal & Plant Health Agency (APHA)

UK Farmcare Wessex / Devon & Cornwall (e.g., TB testing data)

  • Referring veterinary practices
  • Insurance companies

This data is held only for its intended purpose and retained securely for the appropriate timescales.

Information collected automatically (website use)

  • IP address
  • Browser type and version
  • Device information
  • Website usage data
  • Cookies (see our Cookie Policy)

Cookie Policy: https://torchfarmandequine.co.uk/cookie-policy-uk/

3. How We Collect Your Data

We collect data when:

  • You register as a client
  • You contact us by phone or email
  • You use our website
  • You complete forms (including Client Contact Preferences)
  • External organisations provide data relating to your animals or statutory testing

4. Why We Collect and Use Your Data

To provide veterinary services

  • Registering you and your animals
  • Providing treatment, advice, and clinical care
  • Managing appointments and reminders (e.g., vaccinations, herd health, equine visits)
  • Processing payments and invoices
  • Handling insurance claims
  • Maintaining accurate clinical and administrative records

To communicate with you

  • Appointment notifications
  • Vaccination and treatment reminders
  • Information about services you may benefit from
  • Newsletters, client information evenings, and farmer health course updates (only if you opt in)

To meet legal and regulatory obligations

  • Statutory TB testing
  • Veterinary record‑keeping requirements
  • Reporting to APHA or other authorities where required

We do not sell your data or pass it to third parties for external marketing.

5. Legal Bases for Processing

We process your personal data under the following lawful bases:

  • Contractual necessity – to provide veterinary services
  • Legal obligation – statutory testing, regulatory compliance
  • Legitimate interests – maintaining clinical records, improving services, fraud prevention
  • Consent – for optional marketing communications (you may withdraw consent at any time)

6. Sharing Your Data

We may share your data with trusted third parties, including:

  • UK Farmcare Wessex / Devon & Cornwall
  • APHA
  • Axiom Veterinary Laboratories and other diagnostic providers
  • Insurance companies
  • Referral or emergency veterinary services
  • IT and practice management system providers
  • Lloyds Cardnet (payment processing)
  • Regulatory bodies where legally required We only share your data:
  • With your permission, or
  • Where necessary for treatment, statutory testing, or legal compliance We do not share data forthird‑party

7. How We Store and Protect Your Data

Electronic data

  • Secure servers
  • Firewalls
  • Encrypted backups
  • Password‑protected staff logins with role‑based access
  • Limited full-access permissions (managerial staff only)

Paper records

  • Stored securely on site
  • Archived securely off site for historical records
  • Confidential destruction once retention periods expire

Payment information

  • Processed via Lloyds Cardnet secure servers
  • We do not store card numbers
  • Retained receipts do not contain card numbers

8. Data Retention

We retain personal data only as long as necessary for:

  • Providing veterinary services
  • Meeting legal, regulatory, and insurance requirements

Clinical records are typically retained for at least 7 years, or longer where required by law.

9. Your Rights Under UK GDPR

You have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion (where applicable)
  • Restrict processing
  • Object to processing
  • Data portability
  • Withdraw consent for marketing at any time
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, contact us at info@torchvets.com.

10. Accessing Your Data

You may request a full list of the data we hold about you by emailing info@torchvets.com11.

Cookies

Our website uses cookies to improve user experience. See our Cookie Policy: https://torchfarmandequine.co.uk/cookie-policy-uk/

12. Contact Us

For questions about this Privacy Policy or your data rights, contact:

Operations Manager

Torch Farm & Equine Limited

Charter Court, Roundswell Business Park Barnstaple, EX31 3FG

Email: info@torchvets.com