Your privacy, and the security of the personal information you choose to share with us, is important to us. Through this website and in our real-world interactions with you, we will collect only the personal information that is necessary to provide you with the service or information you require.
Who are we?
Why do we collect personal information and how do we use it?
We collect personal information on the basis of consent, contract and legitimate interests.
We collect personal information through the contact form and booking form in order to respond to your request for information or to arrange a locum booking. We may also collect further information in relation to confirmed bookings, in order to carry out the work and to invoice for it. The personal information we collect may include your name, email address, postal address, and telephone number, financial and bank account details. This allows us to respond efficiently to requests for information, or for a booking; it also allows us to invoice for work provided. We may also incidentally collect information relating to the device used to access the website e.g. IP address, web browser. This information will not be processed and will be deleted where possible.
We do not collect information about you from, or on behalf of, third-parties, nor do we process sensitive personal data. We do not use your personal information for marketing purposes.
How long do we keep your personal information?
Personal information relating to requests that do not result in work being carried out will be retained for up to six months. Where work is carried out, personal data will be retained for up to 6 completed tax years in order to comply with tax obligations and for good practice in accordance with HMRC accounting records guidance. We will also securely delete email communication after this period. Paper records will be securely shredded.
When do we share personal data?
Personal data will be treated confidentially and will not be disclosed or shared except where necessary to provide the service you requested e.g to an accountant, or a sub-contractor in such instances we will make every reasonable effort to ensure that those with whom the data is shared are GDPR-compliant and process the data accordingly. We will share only the information that is strictly necessary to provide you with the service you requested.
Where do we store and process personal data?
How do we safeguard your personal data?
The privacy and security of your personal data is important to us, which is why we will take all reasonable steps to protect it.
We implement regular security reviews and ensure that all staff handling personal information are appropriately trained.
The equipment used to store and process your personal information is password protected and updated as frequently as possible. We also take steps to prevent the theft or destruction of personal information through computer viruses or hacking, as well as performing regular periodic back-ups on a separate device. Data stored off of the primary device used for storing and processing your personal data will be encrypted and password protected.
Should a security breach of personal data occur, e.g. due to theft or unlawful access, we will notify the Information Commissioner’s Office in the UK and provide them with all the information necessary to clarify how and why this breach occurred. Where possible, we will endeavour to inform you of such a breach and what steps we have taken, or will be taking, to address it.
Your rights in relation to personal data
You have the right to access and control your personal data. This includes correcting and deleting your personal information, withdrawing your consent for us to use personal information and restricting, or objecting to, the processing your personal information.
Should you wish to exercise these rights, please contact us by email at firstname.lastname@example.org or by post to our registered address. We will act on this as quickly as possible within a period of 28 days from the date of your request. Please note that we may ask you to verify your identity with us before we act on your request. Please also note that we cannot alter or delete date which we are required to keep by law.
If you are not happy with how we handle your personal information, or how we respond to your request about this, you also have the right to lodge a complaint with the supervisory authority in the UK (the Information Commissioner’s Office, or ICO).
Social media features
Linking to other websites / third party content
Links to external websites or resources from this website are neither endorsements of the organisations nor the information they provide and we do not accept responsibility for any errors they may contain. In particular, in any cases of uncertainty about an animal’s health, behaviour or welfare, please consult a veterinary surgeon.
Terms and conditions
1. Basis of Agreement
1.1 These terms and conditions form the basis of an agreement between the contracting Veterinary Practice (‘the Practice’) and Roving Vet Ltd (‘the Locum’) for the provision of locum veterinary services (‘the Services’) by the Locum to the Practice.
1.2 Unless otherwise specified, this agreement shall be deemed to be the entire agreement between the Practice and the Locum.
2. Duration of Agreement
2.1 This agreement takes effect from the commencement date of this agreement and shall remain in force unless terminated in accordance with the terms of this agreement and/or by either Party serving at least 14 days’ notice on the other Party.
2.2 The Practice may terminate this agreement with immediate effect if the Locum is in breach of any of the clauses in section 4 or the Locum may terminate this agreement with immediate effect if the Practice is in breach of any of the clauses in section 5 of this agreement.
2.3 Any termination notice given in connection with this Agreement must be in writing and either delivered personally or sent by email to the other Party.
3. Booking arrangements
3.1 Booking requests should state and specify the expectations of the Practice clearly.
3.2 Booking requests must be made either through the website or by email [after reading and accepting these Terms of Business]. Written submission of booking requests will be considered an acceptance of these Terms of Business.
3.3 No booking is finalised until a deposit has been paid by the Practice to the Locum and a written confirmation has been issued.
3.4 All confirmed bookings will represent a contract subject to these Terms of Business.
4. Locum’s Obligations
4.1 The Practice shall permit the Locum to employ any suitably qualified veterinary surgeon to provide the Services.
4.2 The Locum shall use all reasonable care and effort to ensure that the every veterinary surgeon employed by them complies with the obligations outlined in this section.
4.3 The Locum:
4,3.1 shall maintain membership of, and good standing with, the Royal College of Veterinary Surgeon.
4.3.2 shall ensure that their Continuous Professional Development exceeds the minimum requirements of the Royal College of Veterinary Surgeons.
4.3.3 shall maintain adequate and appropriate professional indemnity insurance cover with the Veterinary Defence Society.
4.3.4 shall exercise their professional skill and diligence in the provision of the Services but shall not be subject to the direction or control of the Practice as to the manner in which they perform such Services.
4.3.5 shall, within reasonable limits, provide their own protective clothing and any items of equipment considered by them to be necessary for the provision of the Services, which are not already available at the Practice.
5. Practice Obligations
5.1 The Practice agrees to provide a safe working environment and sufficient suitably qualified and skilled staff as are reasonably necessary for the provision of a safe and effective veterinary practice.
5.2 The Practice shall provide adequate and sufficient drugs and equipment as are reasonably required to allow the Locum to deliver the agreed Services.
5.3 The Practice shall provide the Locum with the necessary time and information to familiarise themselves with Practice policies, procedures and IT systems, in order to allow them to adequately deliver the Services.
5.2 The Practice warrants that it will ensure that the Locum is able to fulfil their obligations as required by statute, common-law and as determined by Royal College of Veterinary Surgeons.
5.3 The Practice shall allocate the Locum sufficient rest breaks and administration time to allow them to provide the Services within the agreed daily hours.
5.4 The Practice shall not require the Locum to perform any duties at the Practice in connection with the running or operation of the Practice other than the provision of the Services as a Veterinary Surgeon.
6.1 The Locum shall provide Services to the Practice within agreed daily hours.
6.2 The nature of the Services to be provided will be agreed by the Locum and the Practice prior to the commencement of the Agreement, subject to the following provisions:
6.2.1 No scheduled period of consultations should exceed 2 hours without a rest break.
6.2.2 No scheduled period of procedures should be less than 2 hours.
6.2.3 A period of at least 15 minutes of preparation time should be scheduled between periods of consultations and procedures, or vice versa, to allow the Locum to adequately organise themselves.
6.3 The daily hours and nature of Services as agreed shall be detailed in a separate document which will form an integral part of any contract subject to the these Terms of Business.
7. Early Cancellation of the Services
7.1 If the Practice cancels a booking within 14 days prior to the commencement of the booking and if the Locum cannot secure alternative work for the cancelled day(s) in question, the Practice will be liable to pay the Locum a cancellation fee as follows:
7.2.1 If the Practice give less than 14days’ notice and more than seven days’ notice, an amount equal to 50% of the Fee which would have normally been due had the cancellation not been made;
7.2.2 If the Practice gives less than seven days’ notice, 100% of the Fee, which would have normally been due had the cancellation not been made.
7.3 If an event beyond the Locum’s reasonable control occurs within a period of 14 days or less before a booking is due to be performed, the Locum may cancel the booking without them being liable to the Practice.
8.1 In return for providing the Services, the Locum will charge the Practice a Fee according to the following rates:
8.1.1 Daily Rate: The daily rate covers up to 10 hours, to include a one hour lunch break, between the Locum’s core hours of 0830 and 1830. Any routine Services performed by the Locum outside these hours will be charged at £30 per hour.
8.1.2 OOH Supplement: An Out-of-Hours (‘OOH’) supplement applies where the Services are provided outwith the Practice’s normal business hours. The OOH supplement is charged in addition to the daily rate. The OOH supplement consists of a flat fee of £75 per night plus £25 per case seen OOH. If the Practice requires OOH work to be done at the end of a booking period, such that the Locum is unavailable to work elsewhere the following day, an additional day will be charged.
8.1.3 Mileage: For journeys conducted by the Locum as part of the provision of Services to the Practice, or for travel to and from the Practice where the Practice is located more than 25 miles from the Locum’s home location, as determined by Google Maps, travel will be charged at £0.45 per mile. Parking should be provided by the Practice.
8.1.4 Accommodation: The Practice undertakes to provide adequate accommodation, or an accommodation allowance of £75 per night, where accommodation is required either due to the distance of the Practice from the Locum’s home location exceeding 50 miles, or to allow the Locum to deliver the Services Out-of-Hours.
8.1.5 No VAT is currently charged on fees.
9.1 In return for the performance by the Locum of the agreed Services, the Locum
shall invoice the Practice for the Fee on termination of this agreement, or if the duration of the agreement exceeds 28 days, every 28 days starting from the date of commencement of this agreement.
9.2 Payment should be made to Roving Vet Ltd via BACS with 28 days of the invoice date.
9.2 The Practice shall pay the Locum the gross Fee without any offset, deduction, counterclaim or any other withholding of monies.
9.3 Late payments will attract interest at the prevailing rate of statutory interest on late payments (currently 8% + the Bank of England base rate) in addition to any costs incurred in the recovery of such debt.
10.1 The Locum is engaged to perform the Services as a self-employed person.
10.2 The Locum shall be responsible for and will account to the relevant authorities for income tax liabilities and national insurance or similar contributions in respect of the Fee and any other payments made to the Locum under this agreement.
10.3 This agreement is governed by and must be interpreted in accordance with Scottish law and the parties agree to submit to the exclusive jurisdiction of the Scottish courts.
v1.1 February 2019