Care Veterinarian Services Incorporate (Registration Number: 2021/417236/21) Centre for Avian, Reptiles and Exotics Pellmeadow Estate, Protea Road, R44, Klapmuts, Western Cape, 7625 Email: admin@birdclinic.co.za Telephone: 021 875 5063

Last updated: April 2026

1. Introduction

Care Veterinarian Services Incorporate (“we”, “us”, or “CARE”) is committed to protecting your privacy and ensuring that your personal information is handled responsibly and in accordance with the Protection of Personal Information Act, 2013 (POPIA).

This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you interact with us as a client, supplier, service provider, or visitor. It also outlines your rights under POPIA.

By providing your personal information to us, you consent to the processing described in this policy (where consent is required). We will only process your information for lawful purposes related to our veterinary services.

2. What is Personal Information?

Under POPIA, Personal Information includes any information relating to an identifiable living natural person or an existing juristic person, such as:

  • Name, surname, ID number, contact details, physical and postal address
  • Health information (including your pet’s medical records)
  • Financial and banking details
  • Business registration and VAT numbers
  • Any other information that can identify you

Special Personal Information (e.g., health or biometric data) receives additional protection and is processed only when necessary or with your consent.

3. Information We Collect and How We Use It

We collect personal information directly from you, through patient detail forms, insurance policies, invoices, quotes, service agreements, or credit applications.

For Clients (Pet Owners):

  • Purposes: Providing veterinary care and treatment, invoicing, service delivery, contacting you regarding appointments or emergencies, audit and record-keeping.
  • Data collected: Title, name, surname, ID number, contact numbers, email address, physical and postal address, pet details, and relevant health/medical information.

For Suppliers / Service Providers:

  • Purposes: Procurement, processing purchase orders, payments, contacting you, and record-keeping.
  • Data collected: Business name, registration and VAT numbers, banking details, contact information, and address.

We process your information only when:

  • You have given consent
  • It is necessary to perform a contract with you
  • The law requires or permits it
  • It is necessary to protect a legitimate interest (yours, ours, or a third party’s)

4. How We Share Your Information

We may share your personal information with:

  • Authorised third-party service providers (e.g., auditors, laboratories, or emergency services) who assist us in delivering veterinary care
  • Regulatory bodies, law enforcement, or government agencies when required by law
  • Insurance providers (where relevant to your pet’s treatment)

We do not sell your personal information. Any sharing is done under strict confidentiality agreements and only for the purposes outlined above.

Transborder Transfers: We do not routinely transfer personal information outside South Africa. Any cross-border transfer will only occur with your prior written consent or where permitted by POPIA.

5. Security of Your Information

We implement reasonable technical and organisational measures to protect your personal information against loss, damage, unauthorised access, or unlawful processing. Access to your information is restricted to authorised personnel on a need-to-know basis.

In the unlikely event of a personal information breach, we will notify you and the Information Regulator as required by POPIA, within the stipulated timeframes.

6. Retention of Personal Information

We retain your personal information only for as long as it is necessary to fulfil the purpose for which it was collected, or as required by law, contract, or legitimate business needs (e.g., record-keeping or dispute resolution).

You may request the return or deletion of your information at any time, subject to legal obligations that may prevent full deletion.

7. Your Rights under POPIA

You have the right to:

  • Access the personal information we hold about you
  • Correct inaccurate or incomplete information
  • Delete or restrict processing of your information (in certain circumstances)
  • Object to the processing of your information
  • Withdraw consent where processing is based on consent

To exercise any of these rights, please contact our Information Officer at admin@birdclinic.co.za. We will respond within a reasonable time and may charge a reasonable fee for certain requests (which will be communicated upfront).

You also have the right to lodge a complaint with the Information Regulator:

8. Changes to This Privacy Policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on our website. Continued use of our services after changes are posted constitutes acceptance of the updated policy.

9. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the way we handle your personal information, please contact our Information Officer:

Dr. Johannes Lodewicus Coetzee de Beer Email: admin@birdclinic.co.za Telephone: 021 875 5063

Physical Address: Pellmeadow Estate, Protea Road, R44, Klapmuts, Western Cape, 7625