Privacy policy

1. Controller

5-E™ Veterinary Practice
Owner: Veterinarian Thomas Backhaus
Vorwald 11
54424 Thalfang
Phone: +49 6504 / 7433863
Email: info@5-e-tierarztpraxis.de

2. Processing of Personal Data

We process personal data of pet owners and veterinary data of their animals exclusively for the provision and organisation of our veterinary services.

2.1 Categories of Processed Data

Master data (name, address, phone number, email address)
Animal data (species, breed, age, findings, diagnoses, therapies)
Health data from questionnaires & animal profiles
Image or video files for diagnostic purposes
Billing and payment information
Telemedical data via DGT MEDICAL
Communication data via Vet 4.0 (BTE) and Freshdesk

3. Purposes of Data Processing

Data is processed for:

Provision of veterinary services
Diagnostics, findings and therapy
Documentation required by law
Communication in the context of case handling
Appointment management, follow-up and care
Billing and accounting
Use of our telemedicine services (DGT MEDICAL)

4. Legal Bases

Art. 6(1)(b) GDPR – treatment contract
Art. 6(1)(c) GDPR – legal documentation requirements
Art. 6(1)(f) GDPR – legitimate interest (efficiency, quality assurance, service)
Art. 6(1)(a) GDPR – consent (e.g., data transfer, photos/videos)
Art. 9(2)(h) GDPR – processing of health data for veterinary diagnostics and treatment

5. Legal Documentation Requirements

We are subject to veterinary documentation obligations under:

Veterinary Practice Act
Veterinary Medicinal Products Act / Veterinary Medicinal Products Regulation
Schedule of Fees for Veterinarians (GOT)

These data cannot be deleted or fully restricted for legal reasons.

6. Digital Patient File / Questionnaire & Animal Profile (DGT MEDICAL)

We use a digital patient file.
Data from the questionnaire and animal profile are stored within and used for preparation, treatment and follow-up.

Processing is encrypted and GDPR-compliant.

7. Transfer of Data

Data is only shared when necessary:

7.1 External Veterinary Laboratories

Laboratories are usually independent controllers under GDPR. Data is transmitted only if an analysis is required.

7.2 Referrals & Emergency Services

In cases of continued treatment or emergencies, relevant data are transferred to the treating facility.

7.3 Affiliated Companies

Herbac International GmbH – nutritional counselling, product development, quality management
DGT MEDICAL – telemedical processes, appointment organisation, digital findings

Data is exchanged solely to fulfil medical or organisational services.

8. Image and Video Files (Diagnostics)

Image, ultrasound, X-ray or video files submitted by you or created during treatment are used exclusively for diagnostics and documentation.

Any further use requires separate consent.

9. Appointment and Communication Systems

We use:

Vet 4.0 (BTE) – appointment organisation, patient management, case handling
Freshdesk – communication, support requests

All data is encrypted and processed in compliance with GDPR.

10. Storage Period

Data is stored in accordance with legal requirements:

Treatment documentation: at least 5–10 years
Billing documents: 10 years
Telemedicine data: according to documentation obligations
Consent-related data: until withdrawal

After expiration of the retention periods, data is deleted or anonymised.

11. Your Rights

You have the right to:

Access
Rectification
Erasure
Restriction of processing
Objection
Data portability
Withdrawal of consent
Lodge a complaint with the data protection authority

12. Data Protection Contact

Practice Management:
Veterinarian Thomas Backhaus
Email: info@5-e-tierarztpraxis.de
Phone: +49 6504 / 7433863

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