Privacy Policy

Our Privacy Policy at a Glance

We are committed to protecting your data. This summary explains the key points of how we collect and use your information. Please read the full policy below for complete details.

• Who We Are: PHARM4PETS LIMITED (trading as Ashcroft 4 Pets) is the “Data Controller,” which means we are responsible for your personal data.
• What We Collect: We collect your contact and payment details, but also essential animal health data, including your pet’s medical history and prescriptions.
• Why We Collect It: We need this data to fulfil your order and, most importantly, to comply with our legal obligations under the UK’s Veterinary Medicines Regulations. We cannot sell you prescription medicine without this information.
• Who We Share It With: We only share your data when necessary. This includes:
  • Your vet (to validate your prescription).
  • Our delivery partners (to send your order).
  • Our payment processors (to take payment).
• Data Retention: We are legally required to keep all records of prescription medicine sales for 5 years.
• Your Rights: You have rights under UK GDPR to access, correct, or request the deletion of your data (unless we are legally required to keep it).
• How to Complain: You can complain to us at hello@ashcroft4pets.co.uk or to the UK’s Information Commissioner’s Office (ICO).

1. Who We Are

PHARM4PETS LIMITED (“we”, “us”, “our”), trading as Ashcroft 4 Pets, is committed to protecting and respecting your privacy.

We are the Data Controller for the personal information we process.

• Company Name: PHARM4PETS LIMITED
• Company Number: 15884106
• Registered Address: Unit 18, Fieldhead Business Park, Great Russell Court, Bradford, BD7 1JZ
• Data Protection Contact: For any questions about this policy or your data, please email hello@ashcroft4pets.co.uk or write to us at our address above.

2. The Data We Collect About You

We may collect, use, store, and transfer different kinds of personal data about you:

• Identity Data: Your first name, last name, and title.
• Contact Data: Your billing address, delivery address, email address, and telephone numbers.
• Animal Health Data: Information about your pet, including their name, species, breed, age, weight, medical history, and copies of any prescriptions. This is essential for us to legally and safely dispense medicines.
• Financial Data: Your payment card details. These are collected and processed securely by our third-party payment processors and are not stored by us.
• Transaction Data: Details about products you have purchased from us and payments you have made.
• Technical Data: Your IP address, browser type and version, and operating system, collected when you use our Site.
• Marketing and Communications Data: Your preferences in receiving marketing from us.

3. How We Use Your Personal Data (Lawful Basis)

We will only use your personal data when the law allows us to. Most commonly, we will use it in the following circumstances:

Purpose/Activity	Type of Data	Lawful Basis for Processing
To register you as a new customer.	Identity, Contact	Performance of a Contract
To process and deliver your order.	Identity, Contact, Financial, Transaction	Performance of a Contract
To dispense veterinary medicines safely and legally.	Identity, Contact, Animal Health Data	Legal Obligation (under the Veterinary Medicines Regulations)
To contact your vet to verify a prescription.	Identity, Contact, Animal Health Data	Legal Obligation
To manage our relationship with you (e.g., customer service).	Identity, Contact, Transaction	Legitimate Interests
To send you marketing communications (if you opt-in).	Identity, Contact, Marketing	Consent (which you can withdraw at any time)
To prevent fraud and secure our Site.	Identity, Contact, Technical, Financial	Legitimate Interests

4. Who We Share Your Data With

We do not sell your personal data. We may have to share your data with the following essential third parties:

• Your Veterinary Practice: To verify the details of any prescription you provide to us.
• Delivery Partners: (e.g., Royal Mail, DPD) to dispatch your order.
• Payment Processors: Secure third-party providers who process your payments.
• Regulatory Bodies: The VMD or RCVS, if required by law, to comply with our legal obligations (e.g., in the event of a product recall or inspection).
• Review Platforms: (e.g., Trustpilot) to invite you to leave a review of our service.
• Analytics Providers: (e.g., Google Analytics) to help us improve our website.

5. Data Security

We have implemented appropriate security measures (such as SSL encryption) to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way.

6. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for.

• Legal Requirement: By law (The Veterinary Medicines Regulations), we must keep all records relating to the supply of prescription medicines (POM-V and POM-VPS) for a minimum of 5 years.
• After this period, your personal data will be securely deleted.

7. Your Legal Rights (UK GDPR)

Under UK data protection law, you have rights in relation to your personal data:

• Right to Access: Request a copy of the data we hold about you.
• Right to Correction: Request correction of any inaccurate or incomplete data.
• Right to Erasure: Request that we delete your data (this is not absolute and does not apply to data we are legally required to keep, such as prescription records).
• Right to Object: Object to us processing your data (e.g., for marketing).
• Right to Withdraw Consent: You can unsubscribe from our marketing emails at any time by clicking the “unsubscribe” link.

8. How to Complain

Please contact us first at hello@ashcroft4pets.co.uk if you have any concerns. You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).