Privacy Notice

Last Updated: October 2026

This Privacy Notice explains how BVS Limited (Bermuda Veterinary Services) “we”, “us”, or “our”) collects, uses, stores, and protects your personal information when you use our website or submit your details to us online.

We operate in Bermuda and are committed to protecting your privacy in full compliance with the Personal Information Protection Act 2016 (PIPA).

1. Who We Are and How to Contact Us

We are a veterinary care provider operating in Bermuda. If you have any questions about this Privacy Notice or how we handle your information, you can contact our designated Privacy Officer: Stephanie Lynam

• Attention: Privacy Officer
• Mailing Address: 1 The Lane, Paget PG 05, Bermuda
• Email Address: slynam@bermudavets.bm
• Telephone: 1-441-232-8387

2. What Personal Information We Collect

We only collect personal information electronically that you voluntarily provide to us through our website contact forms, appointment request portals, or registration pages.

This includes:

• Identity Data: Full name, title.
• Contact Data: Email address, telephone/mobile number, and physical or billing address.
• Patient Context Data: Pet name, breed, or medical histories mentioned in message boxes.

3. What We DO NOT Collect via this Website

• Financial & Payment Data: We do not collect, request, or process credit card details or financial information directly through our website. All payment transactions are handled securely through separate, authorized billing channels (such as direct bank transfer, offline invoicing, or our in-clinic terminals). Please do not submit card numbers through our website forms.

4. How and Why We Use Your Information (Purpose)

We process your contact details based on lawful purposes under PIPA, primarily to fulfill our services to you. Specifically, we use your data to:

• Register you and your pet as new clients at our practice.
• Schedule, manage, and confirm veterinary appointments.
• Respond to your digital inquiries and contact requests.
• Maintain accurate medical and administrative billing logs.

5. Third-Party Systems and International Data Transfers

To deliver efficient care, the contact details you submit on our website are integrated into our core veterinary management platforms. Your data is shared with:

• AVImark Practice Management System: Used to host and manage patient medical histories, clinical charting, and accounting records. This database is stored securely on our physical, on-premise local servers located directly inside our clinic in Bermuda.
• Otto Platform: We sync client names and contact details with Otto to generate automated SMS text messages and email appointment confirmations, wellness reminders, and digital client communication workflows.

Overseas Transfers: Because our software partner platform (Otto) utilizes cloud infrastructure located in the United States, your contact information will be transferred outside of Bermuda. In accordance with PIPA requirements, we maintain data protection safeguards with this provider to ensure your personal information receives a level of protection equivalent to Bermuda's laws.

6. Data Security

We employ appropriate administrative, technical, and physical safeguards to protect your personal data against unauthorized access, alteration, loss, or disclosure. Website submissions are encrypted using secure HTTPS/TLS protocol, and access to your data within AVImark and Otto is strictly limited to authorized personnel who require it to schedule appointments and manage your pet's care.

7. Data Retention

We will only retain your contact information for as long as necessary to fulfill the purposes we collected it for, including satisfying any clinical history retention laws, financial reporting, legal, or auditing requirements.

8. Your Legal Rights Under PIPA

Under Bermuda's PIPA framework, you have specific rights regarding your personal information. You have the right to:

• Request Access: Ask for a copy of the personal information we hold about you.
• Request Correction: Ask us to correct any inaccurate or incomplete details.
• Request Erasure/Destruction: Ask us to delete your records, provided the data is no longer required for mandatory veterinary medical history laws or unresolved financial obligations.
• Object or Block: Request that we restrict or cease processing your data in certain scenarios.

To exercise any of these rights, please submit a written request directly to our Privacy Officer using the contact details listed in Section 1.

9. Right to Appeal

If you feel we have not addressed your privacy concerns satisfactorily, you have the right to file a formal complaint with the Office of the Privacy Commissioner for Bermuda (PrivCom) at www.privacy.bm.