Last updated: 7 October 2026
Who we are
Kathryn McRobb, trading as Animal Psychology Clinic, is the data controller responsible for how your personal information is used.
Website: https://animalpsychologyclinic.co.uk
Email: info@animalpsychologyclinic.co.uk
Address: 14 Cairnburn Road, Belfast, BT4 2HR
Information we collect
Depending on your enquiry or the service you receive, we collect:
- Your name, contact details and appointment information.
- Information about your pet, household, routines and behaviour concerns.
- Questionnaires, consent forms, veterinary referrals and relevant veterinary history.
- Assessment notes, behaviour plans, correspondence and progress updates.
- Photographs or videos you provide for assessment and support.
- Payment records, invoices and information needed for insurance documentation.
We receive information directly from you and, where relevant, from your veterinary practice or another professional involved in your pet’s care.
Please avoid including unnecessary personal information about other people in messages, photographs or videos.
Why we use your information
We use information to respond to enquiries, arrange appointments, assess your pet’s needs, provide training or behaviour support, communicate with you, liaise with your vet, prepare reports and maintain appropriate business records.
Our legal bases are:
- Contract: taking steps at your request before booking and delivering agreed services.
- Legitimate interests: managing the practice, maintaining relevant records, protecting safety and handling complaints or legal claims.
- Legal obligations: keeping records required by applicable law.
- Consent: where we specifically ask permission for an optional use of your information.
We do not send newsletters or promotional emails.
Owner health and accessibility information
Where relevant, we may ask about adjustments needed to provide safe and accessible support.
Before recording information about your health or disability for this purpose, we will ask for your separate, explicit consent. We request only relevant information; you do not need to provide a full medical history.
You can withdraw this consent by emailing us. Withdrawal does not affect earlier lawful use. We will discuss alternative arrangements where possible if withdrawal affects how we can safely provide the service.
Who receives your information
We use Google Workspace for business email and Microsoft OneDrive for document storage. Website hosting and other communication providers may also process information as part of delivering their services.
Relevant information may be shared with your veterinary practice or another professional involved in your pet’s care, with your authorisation where appropriate.
We may provide documentation to support your insurance claim at your request. Information may also be disclosed where legally required or necessary for handling a complaint or legal claim.
Storage and international processing
Client records are held in electronic documents, correspondence and business records, including documents stored in Microsoft OneDrive and emails processed through Google Workspace.
These providers operate internationally, and information may be stored or processed outside the UK. Their published terms describe international processing and transfer protections.
How long we keep information
We retain client case records for seven years after the case closes, to support continuity, professional accountability and the handling of complaints or claims.
Enquiries that do not become client cases are kept only as long as needed to resolve the enquiry and any related follow-up.
Owner health information is reviewed separately and retained only while necessary for its agreed purpose and supported by an appropriate legal basis.
Records may be retained longer where required by law or needed for an ongoing dispute. Information no longer needed will be securely deleted or anonymised.
Our seven-year case-record period does not determine how long an external provider retains its own copies, logs or backups.
Website cookies and third-party content
Our website uses Google Analytics cookies, including _ga and cookies beginning _ga_, to measure visits and understand website use.
The website also uses a third-party service to display Google reviews. Third-party content may involve connections to the provider’s servers and processing of technical information, such as your IP address.
You can use your browser settings to block or delete cookies. Blocking cookies may affect some website features.
Your rights
Depending on the circumstances, you can request:
- Access to your personal information.
- Correction of inaccurate information.
- Deletion of information.
- Restriction of its use.
- Transfer of information where the right to portability applies.
You may also object to processing based on legitimate interests.
Where we rely on consent, you can withdraw it at any time. Some information may need to be retained where another lawful basis applies.
To make a request, email info@animalpsychologyclinic.co.uk. We may need to confirm your identity before responding.
Complaints
Please contact Kathryn McRobb using the details above if you have concerns about how your information is handled.
You can also complain to the Information Commissioner’s Office:
https://ico.org.uk/make-a-complaint/Telephone: 0303 123 1113
Changes to this policy
We will update this policy when our services or information-handling practices change.