Last updated: 11 October 2026

The Mind Vet respects your privacy. This policy explains how we collect and use personal information when you visit our website, contact us or arrange veterinary behavioural care for your pet.

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Who we are

The Mind Vet is operated by Joao Teotonio, a sole trader providing veterinary behavioural medicine consultations for dogs and cats. Joao Teotonio is the data controller responsible for your personal information.

For questions about this policy or to exercise your data protection rights, email referrals@themindvet.co.uk.

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Information we collect

Depending on your contact with us, we collect:

• Your name, address, postcode, email address and telephone number.

• Information you provide through enquiries, questionnaires, emails and consultations.

• Information about your pet’s clinical history, behaviour, treatment and medication.

• Relevant information about your household and circumstances that helps us assess and manage your pet’s difficulties.

• Photographs and videos you provide, which may include identifiable people.

• Details of your usual veterinary practice and referring veterinary surgeon.

• Appointment, invoice, payment and insurance-related information.

• Technical information associated with website use, such as IP addresses and cookie information.

Information about an animal is not itself personal data, but records may contain information identifying you or other people.

We collect information directly from you and, where relevant, from your referring veterinary practice or other professionals involved in your pet’s care.

Please avoid including unnecessary personal information about other people in questionnaires, photographs or videos.

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How we use your information

We use information to:

• Respond to enquiries and assess whether our service is suitable.

• Arrange appointments and communicate with you.

• Assess your pet’s difficulties, recommend treatment and review progress.

• Prepare clinical records and consultation reports.

• Coordinate care with your usual veterinary practice and other relevant professionals.

• Issue invoices, record payments and support insurance claims at your request.

• Meet legal and professional record-keeping requirements.

• Manage complaints, resolve disputes and protect our services.

We need certain information to arrange and provide care. Without it, we may be unable to offer the service. Optional information will be identified as such.

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Our lawful bases

We rely on the following lawful bases, depending on the purpose:

Contract: to take steps you request before arranging a consultation and to provide the services you engage us to deliver.

Legal obligation: to meet applicable legal requirements, including tax and medicines record-keeping obligations.

Legitimate interests: to maintain appropriate clinical records, coordinate care, administer the practice, protect our services and address complaints or legal claims. We balance these interests against your rights and interests.

Consent: where we specifically ask permission for an optional use, such as publishing an identifiable testimonial, photograph or video. You can withdraw consent by contacting us. Withdrawal does not affect processing that took place lawfully beforehand.

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Who we share information with

Where necessary, information may be shared with:

• Your referring or usual veterinary practice.

• Other professionals involved in your pet’s care, where appropriate and agreed with you.

• Your insurer, where you ask us to support a claim.

• Authorised administrative support.

• Accountants, professional advisers, insurers or relevant authorities where necessary for accounting, legal obligations, complaints or claims.

We also use:

• Wix and Wix Forms for website hosting and online form submissions.

• Gmail for email correspondence, including enquiries, reports and appointment information.

• Google Meet for remote consultations.

• Crunch for invoicing and accounting.

Clinical reports and other files are stored on a computer used for the practice. Information may also remain within the services used to collect or communicate it, including Gmail and Wix.

We limit sharing to information relevant to the purpose.

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Security and international processing

We use appropriate security measures and restrict access to people who need information for their work.

Some service providers may process information outside the UK.

Google publishes international-transfer arrangements covering UK adequacy regulations, the UK Extension to the EU–US Data Privacy Framework and standard contractual clauses where applicable. Wix’s data processing agreement provides for recognised adequacy decisions and contractual safeguards, including provisions for UK transfers where required.

Further information is available in the providers’ privacy and data processing documents:

• Google: https://policies.google.com/privacy/frameworks

• Wix: https://www.wix.com/about/privacy-dpa-users

• Crunch: https://www.crunch.co.uk/privacy-policy

You can contact referrals@themindvet.co.uk for further information about international processing and applicable safeguards.

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How long we keep information

Enquiries that do not lead to a consultation: retained for up to 12 months after the last contact, unless there is a specific reason to retain them longer, such as an ongoing complaint.

Client and clinical records: retained for as long as necessary to support continuity of care and meet applicable legal, professional and professional indemnity requirements. We consider whether treatment is ongoing, whether records remain relevant to future care, medicines-record requirements and any complaint or claim.

Required cascade medicines records: retained for at least five years.

Invoices and accounting records: retained for at least five years after the 31 January Self Assessment submission deadline for the relevant tax year, or longer where required by HMRC.

Photographs and videos: material relevant to assessment or treatment forms part of the clinical record and follows its retention criteria. Unnecessary copies are deleted when no longer needed.

When information is no longer required, it is securely deleted or anonymised.

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Your rights

Depending on the circumstances, you may have the right to:

• Access your personal information.

• Correct inaccurate or incomplete information.

• Request deletion.

• Restrict how information is used.

• Object to processing based on legitimate interests.

• Receive certain information in a portable format.

• Withdraw consent where processing relies on consent.

These rights are subject to conditions and exemptions. We may need to retain some information to meet legal obligations or establish, exercise or defend legal claims.

To make a request, email referrals@themindvet.co.uk.

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Cookies

Cookies are small files stored on your device when you visit a website. Similar technologies can also store or access information on your device.

Our website is hosted by Wix. Essential cookies support functions such as security, fraud prevention, reliable page delivery and maintaining website sessions. These cannot be disabled through the website’s cookie settings.

Our cookie settings panel also offers controls for optional categories:

• Functional cookies: remembering choices and preferences.

• Analytics cookies: understanding website use and identifying performance issues.

• Marketing cookies: measuring advertising effectiveness and supporting relevant advertising.

A category appearing in the settings panel does not necessarily mean that every type of cookie in that category is used.

You can manage optional-cookie preferences through the cookie banner’s Settings button. You can also block or delete cookies through your browser settings. Blocking essential cookies may affect website functionality.

For information about the cookies Wix uses, including their purposes and typical durations, see:
https://support.wix.com/en/article/cookies-and-your-wix-site

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Concerns and complaints

If you have concerns about how we use your information, please contact referrals@themindvet.co.uk.

You also have the right to complain to the Information Commissioner’s Office:

Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113

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Changes to this policy

We review this policy and update it when our practices change. The latest version will be available on this website, with the date shown above. Where required, we will bring significant changes to your attention.